Athletic Facilities Subcommittee 2019-2020
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Chair:
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Josh Palmer, Board Member
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Members:
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Sara Lattin, Board President
Jonathan Wilbur, Board Member
Randy Reid, Board Member
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Article I: Charge to the Committee.
The Athletics Facilities Committee is a Subcommittee of the District Buildings and Grounds Committee which is charged by the Board of Education. .
Article II. Term
This Charter is effective from July 1, 2019 through June 30, 2020, subject to amendment or
revocation by the Board.
Article III. Chair
There shall be a Chairperson, agreed upon by the Board of Education members of the committee and approved by the Board of Education.
Article IV. Membership Number:
There should be at least 9 members of the committee.
Qualifications:
At least 2 members of the Athletics Facilities Committee shall also be members of the Board of Education, the Superintendent, the School Business Administrator, the Director of Physical Education, Health and Athletics, the Director of Facilities, the Architect (Hunt Engineering) and the Construction Manager (Welliver) shall also be on the Athletics Facilities Committee. Other
persons recognized by members of the committee with appropriate qualifications and as needing to participate, shall make such recommendations to the whole committee and be appointed by the Chair. Community members cannot be current employees of the district or employed by the district within the past two years, persons connected with District vendors or service providers, or persons with close or immediate family members who are District employees or service providers, or as otherwise prohibited by law. The non-Board members can reside within or outside the District.
Appointments:
The Athletics Facilities Committee will make recommendations to the whole committee of persons needing to participate. The Chair will extend the invitation and appoint the "as needed" members.
Resignation:
Board of Education members may resign at any time by communicating such resignation to the Chair. The Superintendent, Architect and Construction Manager may recommend a designee to replace them should they need to resign.
Article V. Powers
Scope of Powers:
The committee shall be subject to all policies and regulations of the district and to the applicable laws. The committee will adhere to the regulations of the New York State Commissioner of Education Parts 155.3 to 155.9 and Part 155.17 (8NYCRR 155) during the construction, renovation and everyday maintenance of all its buildings. The committee may make recommendations to the Board of Education or the Superintendent, as appropriate, to take actions to benefit the district.
Meetings:
Meetings of the Committee shall be scheduled, posted and conducted in accordance with Open Meetings Law. The meetings may be sudden and frequent to accomplish the charge and then become less frequent. As agreed upon by the Athletics Facilities Committee, meetings shall be held at 12:00 pm on the 1st Tuesday of each month unless otherwise notified.
Decisions:
Athletics Facilities Committee should, in the first instance, attempt to make decisions by consensus. If consensus cannot be reached, the committee can make decisions by majority vote.
No decision or recommendation shall be recognized as an act of the Athletics Facilities Committee without agreement or a majority of the membership.
Article VI. Obligations
Objectives:
1. Determine the state of the athletic facilities and whether the needs of the teams
are being supported.
2. Determine budget constraints and sustainability within established budget
projection limit
3. Identify and plan for contingencies
4. Seek "as needed" related participants (especially during the determination of
scope)
Reports:
The Athletics Facilities Committee shall report on each meeting and actions recommended by the Buildings and Grounds Committee via monthly progress reports at Board of Education Meetings and the posting of minutes/notes taken at meetings by the Secretary of the Committee.
Audit & Finance Committee Charter 2019-2020
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Chair:
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Ruth Bruning, Board Member
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Members:
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Hillary Austin, Superintendent
Melissa Mendolera, School Business Administrator
Sara Lattin, Board President
Scott Moore, Board Member
Deborah White, Board Member
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Article I. Charge to the Committee
Legal Basis:
The Audit part of the Committee is hereby constituted and continued in accordance with New York State Education Law §2116-c and charged by the Board of Education to perform all functions required of such Committee by the Education Law, the Regulations of the Commissioner of Education, and the Laws of the State of New York.
Advisory Role:
The role of the Audit Committee shall be advisory and any recommendations it provides to the Board shall not be substituted for any required review and
acceptance by the Board of Education.
The Finance part of the Audit & Finance Committee is hereby created and charged by the Board of Education to provide oversight to all major District revenues, expenses, investment practices, and policies and practices related to the management of District finances. The Committee shapes strategic directions for finance and monitors all policies related to the financial administration of the District. The Committee provides guidance to management on the financing of strategic initiatives and District goals.
Article II. Term
This Charter is effective from July 1, 2019, through June 30, 2020, subject to amendment or revocation by the Board of Education.
Article III. Chair
There shall be a Chair, appointed by the Audit/Finance Committee. Vice-Chairs may be appointed by the Chair from among the members of the Committee to assist in the operation of the Committee.
Article IV. Membership
Number and Qualifications:
The Committee shall consist of at least 3 but no more than 7 members, including a maximum of 3 Board members and 4 non-Board members with appropriate
qualifications and expertise. Committee members cannot be current employees of the district or employed by the district within the past two years, persons connected with District vendors or service providers, or persons with close or immediate family members who are District employees or service providers, or as otherwise prohibited by law. The non-Board members can reside within or outside the District. Members should collectively possess knowledge in accounting, auditing, financial reporting, and school district finance.
Appointments:
Members of the Committee may be appointed by the Chair, subject to the approval of the Board of Education. The Chair shall be responsible for submitting candidates to the Board of Education in the same manner that other action items may be placed before the Board.
Terms of Office:
Committee members shall be appointed to one-year terms. Board members whose Board terms expire for any reason shall immediately cease to be members of the Committee, and the Board shall appoint a replacement to complete the balance of that Board Member’s term. The Board may alter terms upon any annual reauthorization of the Committee and all prior appointments shall be subject to such revised terms as the Board deems appropriate.
Removal: Members of the Committee shall be removed due to three unexcused absences. An unexcused absence shall include, but not be limited to, instances
where the member failed to notify the Chair of such absence prior to the meeting.
A member shall be deemed to have resigned where there are three consecutive unexcused absences. Members of the Audit Committee may be removed by the
Board of Education.
Resignation:
Members may resign at any time by communicating such resignation to the Chair, the Board President or the Board Clerk.
Article V. Powers
Scope of Powers:
The Committee shall have no power to spend money or commit the District to any course of action. The Committee shall be subject to all Policies and Regulations of the District and to applicable law. The Committee may make recommendations to the Board of Education or the Superintendent, as appropriate, to take actions for the benefit of the District.
Meetings: (FIRST Tuesday of the month in the Lincoln Conference room at
Washington School.)
Meetings of the Committee shall be scheduled, posted, and conducted as required by the Open Meetings Law. The Committee may also conduct an executive session as permitted by the New York Public Officers Law or Education Law §2116-c (7).
Decisions:
The Committee should, in the first instance, attempt to make decision by consensus. If consensus cannot be reached, the Committee can make decisions by majority vote. No decision or recommendation shall be recognized as an act of the Committee without agreement of a majority of the membership.
Information:
The Committee may request of the District administration any information the Committee believes is necessary to conduct its work, but the administration shall not
disclose any information otherwise kept confidential by the policies of the District or by applicable law without specific authorization of, and subject to any terms imposed by, the Board of Education. The Committee may also seek guidance from the School Attorney as needed to complete its obligations, subject to approval by the Board for any legal fees not already approved by the Board.
Article VI. Obligations
Annual Objectives:
It shall be the responsibility of the Committee to complete the following per Education Law §2116-c:
1. Provide recommendations regarding the appointment of the external auditor for the District;
2. Meet with the external auditor prior to commencement of the audit;
3. Review and discuss with the external auditor any risk assessment of the
District's fiscal operations developed as part of the auditor's responsibilities;
4. Receive and review the draft annual audit report and accompanying draft
management letter and, working directly with the external auditor, assist the Board in interpreting such documents;
5. Make recommendation to the Board on accepting the annual audit report;
6. Review every corrective action plan to be developed by the District as required by Education Law §2116-a and assist the Board in the implementation of such
plan;
7. Assist in the oversight of the internal audit function required by Education Law §2116-b, including, but not limited to:
a. Provide recommendations regarding the appointment of the internal
auditor for the District;
b. Review of significant findings and recommendations of the internal
auditor;
c. Monitor of the District s implementation of such recommendations; and
d. Evaluate the performance of the internal audit function.
The Finance part of the committee shall endeavor to achieve the following goals:
1. Provides guidance to management on the accomplishment of Board financial goals and practices
2. Provides representative Board oversight of the District's financial operations
3. Provides community perspective on strategic direction in District financial planning programs
4. Oversees the use of the District Projections Model for gaining insight into ways to improve revenue sources and the effects of certain expense
assumptions
5. Represents both external and internal perspectives to assure progressive improvements in District finances
6. Provides an open forum for discussion of critical issues related to the management of financial processes
7. Coordinates work with other Board Committees as needed. The Committee will analyze and validate information/conclusions and prepare
recommendations to the Board on tax levy, special assessments, alternative revenue, sources, fees and rates, financing strategies and new or revised financial
policies and controls. During the annual budget cycle, the Committee reviews department expense requests and revenue projections for the upcoming school year.
The Committee serves as a sounding board to District management and school personnel. The Committee asks questions and offers suggestions to improve the budget process. The Committee works on the assumption that District initiatives will be supported in the context of District Committee work, prior decision of the Board and a balanced budget.
The Committee:
1. Provides community perspective on the relationship between department, school and District goals and budgets
2. Provides a forum for administrative staff to present their budgets and receive feedback from a community and District perspective
3. Represents both external and internal perspective to assure progressive improvements in District budgeting process
4. Provides an open forum for discussion of critical issues related to the management of District budgets
5. Shares relevant community and school experiences and ideas between the Committee members and school personnel
6. Coordinates work with other Board Committees as needed.
The Committee will analyze and validate information and conclusions regarding the proposed budget and make recommendations to the Board of Education:
1. Provide interim reports to the Board including the nature of the annual fee requests
2. Develop a proposed budget
3. Prepare for the Board a report articulating the Committee's actions
4. Recommend Board of Education adoption of the proposed budget.
Reports:
The Committee shall report on its activities on a monthly basis and as requested by the Board. Reports shall include all subjects required by law and as requested by the Board.
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Buildings and Grounds Committee Charter 2019-2020
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Chair:
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Jon Wilbur, Board Member
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Members:
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Hillary Austin, Superintendent
Melissa Mendolera, School Business Administrator
Joe Magliocca, Director of Facilities
Josh Miller, Director of Technology
Sara Lattin, Board President
Scott Moore, Board Member
Josh Palmer, Board Member
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Article I: Charge to the Committee
The District Buildings and Grounds Committee is charged by the Board of Education to maintain and further delineate the Capital budget expenditures noted in the
Reorganization Plan, and to further establish and complete the building and renovating timelines, prioritize and accomplish building improvements as stated in
NYSED building condition surveys, and address any other facility priorities (emergencies) as they occur.
Article II. Term
This Charter is effective from July 1, 2019 through June 30, 2020, subject to
amendment or revocation by the Board.
Article III. Chair
There shall be a Chairperson, agreed upon by the Board of Education members of the committee and approved by the Board of Education.
Article IV. Membership Number:
There should be at least 9 members of the committee.
Qualifications:
At least 3 members of the District Buildings and Grounds Committee shall also be members of the Board of Education. The Superintendent, the School Business
Administrator, the Director of Facilities, the Technology Director, the Architect (Hunt Engineering) and the Construction Manager (Welliver) shall also be on the Buildings and Grounds Committee. Other persons recognized by members of the committee, as needing to participate, shall make such recommendations to the whole committee and be appointed by the Chair.
Appointments:
The Buildings and Grounds Committee will make recommendations to the whole
committee of persons needing to participate. The Chair will extend the invitation and appoint the "as needed" members.
Resignation:
Board of Education members may resign at any time by communicating such
resignation to the Chair. The Superintendent, Architect and Construction Manager may recommend a designee to replace them should they need to resign.
Article V. Powers
Scope of Powers:
The committee shall be subject to all policies and regulations of the district and to the applicable laws. The committee will adhere to the regulations of the New York
State Commissioner of Education Parts 155.3 to 155.9 and Part 155.17 (8NYCRR 155) during the construction, renovation and everyday maintenance of all its buildings.
The committee may make recommendations to the Board of Education or the Superintendent, as appropriate, to take actions to benefit the district.
Meetings:
Meetings of the Committee shall be scheduled, posted and conducted in accordance with Open Meetings Law. The meetings may be sudden and frequent to accomplish the charge and then become less frequent. Meetings shall be held monthly unless otherwise notified.
Decisions:
Buildings and Grounds Committee should, in the first instance, attempt to make decisions by consensus. If consensus cannot be reached, the committee can make decisions by majority vote. No decision or recommendation shall be recognized as an act of the Buildings and Grounds Committee without agreement or a majority of the membership.
Article VI. Obligations
Objectives:
1. Determine the scope and sequence of buildings and grounds projects; concentrating on those recommended by the Building Condition Survey
2. Move to completion of projects identified by appropriate timeline
3. Identify sequence and compatibility of project phases
4. Determine budget constraints and sustainability within established budget projection limit
5. Identify and plan for contingencies
6. Seek "as needed" related participants (especially during the determination of scope)
7. Determine savings of Building Reorganization Plans
8. Identify building efficiencies
9. Consider change orders, RFPs, contracts and questions to be asked
Reports:
The Buildings and Grounds Committee shall report on each meeting and actions
recommended by the Buildings and Grounds Committee via monthly progress
reports at Board of Education Meetings and the posting of minutes/notes taken at
meetings by the Secretary of the Committee.
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Policy Committee Charter 2018-19
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Chair:
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Gerald Holleran, Board of Education |
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Members:
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Ruth Bruning, Board of Education
Ron Shaw, Member, Board of Education
Derek Almy, Director of Student Services
Melissa Mendolera, School Business Administrator
Sara Lattin, Board President
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Article I. Charge to the Committee
The Policy Committee is charged with ensuring that the Elmira City School District has a set of rules and policies consistent with all applicable federal
and state regulations.
Article II. Term
This Charter is effective from July 1, 2019, through June 30, 2020, subject to amendment or revocation by the Board.
Article III. Chair
There shall be a Chair, appointed by the Board of Education from among its members. Vice-Chairs may be appointed by the Chair from among the members of the Policy Committee to assist in the operation of the Policy Committee.
Article IV. Membership
Number:
There shall be at least four members of the Policy Committee. The length of appointment for each member of the Policy Committee shall be for no longer
than the effective dates of the charter.
Qualifications:
At least two members of the Policy Committee shall also be members of the Board of Education. At least two members of the Policy Committee shall be
employees of the District, appointed by the Superintendent. At no time may the membership include a number of members who are also members of the
Board of Education equal to or in excess of the number constituting a quorum of the Board of Education.
Appointments:
Members of the Policy Committee may be recommended by the Chair, subject to the approval of the President of the Board of Education as per
current Board of Education Policy 1321. The Chair shall be responsible for submitting candidates to the Board of Education for approval by the
President in the same manner that other action items may be placed before the Board.
Removal:
Members of the Policy Committee may be removed without cause by the Board of Education.
Resignation:
Members may resign at any time by communicating such resignation to the Chair, the Board President, or the Board Clerk.
Article V. Powers
Scope of Powers:
The Policy Committee shall have no power to spend money or commit the District to any course of action. The Policy Committee shall be subject to all
Policies and Regulations of the District and to applicable law. The Policy Committee may make recommendations to the Board of Education or the
Superintendent, as appropriate, to take actions for the benefit of the District.
Meetings:
Scheduled on an as needed basis. Meetings of the Policy Committee shall be scheduled, posted, and conducted
as required by the Open Meetings Law.
Decisions:
The Policy Committee should, in the first instance, attempt to make decisions by consensus. If consensus cannot be reached, the Policy
Committee can make decisions by majority vote. No decision or recommendation shall be recognized as an act of the Policy Committee
without agreement of a majority of the membership.
Information:
The Policy Committee may request of the District administration any information the Policy Committee believes is necessary to conduct its work,
but the administration shall not disclose any information otherwise kept confidential by the policies of the District or by applicable law without
specific authorization of, and subject to any terms imposed by, the Board of Education.
Article VI. Obligations
Annual objectives:
The Policy Committee shall have as its primary function the codification of new rules and/or policies as identified by need. Secondarily, existing rules
and policies may be recommended for modification so that they remain consistent with any changes in relevant laws.
Reports:
The Policy Committee shall report on its progress monthly and as requested from time to time by the Board.
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