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Deputy Superintendent and

Management Services Report Susan A. Schmidt

Deputy Superintendent April 2014

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Monthly Events:

April 8, 2014-Annual Meeting April 9, 2014 –School Business Officials mtg. April 22, 2014 Annual Election & Budget Vote

The mission of the Management Services Division is to provide opportunities to share resources, increase efficiencies

and enhance cost effectiveness, thereby creating savings that will drive resources back into the classroom.

PROGRAM HIGHLIGHTS/UPDATES:

Business Office and Management Services

ACTION ITEMS See ESB

INFORMATION ITEMS Utica National Safety Seminar & Awards Sullivan County BOCES once again took part in the Utica National Safety Award program. This is the seventh year that the BOCES has been acknowledged for its commitment to safety. The award was presented at Utica National’s 25th Annual School Safety Seminar on March 25th. This year’s workshops focused on managing physical behavioral risks and cyber bullying. Annual Meeting The annual meeting and BOCES budget presentation was held on Tuesday, April 8th. A copy of the BOCES Budget presentation is attached for review for those board members who were not able to attend the event. Our students and staff did an outstanding job highlighting our programs and services as well as preparing a gourmet dinner that could have competed with many catering venues.




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Human Resources Coser

A Human Resources Coser planning session was conducted with the BOCES and representatives from the two districts that have signed up for this new Coser. BOCES HR Director Jennifer DeFrank and myself, spoke with the districts about their goals and objectives for this service and we provided a checklist of HR tasks and functions along with a list of requirements to comply with the Affordable Care Act (ACA). ACA tracking and compliance is a priority for both districts and the BOCES. The districts will be completing the checklist of functions to be performed in priority order and returning it at the end of April. In addition, the job description has been created for this new position and we are awaiting final approval from the Sullivan County Personnel Commissioner.

April Business Officials Meeting Agenda Included Several Guest Speakers The Business Official welcomed Lynda Levine, the new Sullivan County Personnel Commissioner. Ms. Levine was introduced to the county group and a discussion was held regarding civil service rules and regulations as well as the status of the civil service exam for the tiered levels of Director of Facilities. In addition Orange-Ulster BOCES District Superintendent William Hecht and Athletic Coordination Coser Director Jim Osborne attended to provide everyone with an updated on the changes in Section IX and the Coser. The Athletic Coordination Coser is a cross-contract service that all of the districts purchase from Orange-Ulster BOCES. A review of the electronic final services request process for items purchased from Ulster BOCES, which includes MHRIC Services (Mid Hudson Regional Information Center) was also presented by the Ulster BOCES Business Office.

Lower Hudson ASBO Presentation The BOCES Deputy Superintendent and the BOCES Business Manager traveled to Southern Westchester BOCES to be part of a panel discussion at the April Lower Hudson Association of School Business Officials Meeting. We shared information about the SCBOCES Central Business Office, Shared Business Administrator, Shared Facilities Service, Shared Food Service Coser, and the new Human Resources Coser. Representatives from Putnam-Northern Westchester, Rockland, and Southern Westchester BOCES also participated in the meeting.




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Program/Class Name 2013 - 2014

Enrollment (To Date)

2012- 2013 Enrollment

2011- 2012 Enrollment

Literacy 846 1210 1,158

Career & Continuing Education 421 384 447

Total 1,267 1,594 1,605

Academic Case Manager, Christine Cimmino, has worked with 130 enrolled literacy students since February 1st.. Vocational Case Manager, Nancy Nicoletti, has counseled 20 occupational students this month. PROGRAM HIGHLIGHTS/UPDATES: WINTER 2014 CLASSES SUCCESSFUL IN THE PAST MONTH: • Ballroom 101, March 17 • EKG Technician Certification, March 24 • Clinical Medical Assistant, March 25 • Home Firearm Safety Course, March 29 • Tai Chi Chuan, April 2 • Dog Obedience, April 8 TRAINEES’ NATIONAL CERTIFICATIONS FOR ALLIED HEALTH PROFESSIONS Our Condensed Curriculum International (CCI) classes are regularly producing groups of men and women who qualify to sit for one or more national certification exams. We are approximately two years into our agreement with the National Healthcareer Association (NHA), and now administer exams for five of the Allied Health credentials exclusively in the online format. As we submit this report, we added to our records 3 new Certified Clinical Medical Assistants and 1 additional Certified Phlebotomy Technician.

Adult Education Elizabeth Hayter April 2014

Director of Adult Education Enhancing Our Community One Family at a Time




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WORK SKILLS CLASSES The Business Office Skills/Career Readiness (BOS/Career) sixty hour course is again back on our schedule. Cyndy Walter is our new teacher ready to facilitate better typing, situational judgment, resume writing, and application submission skills. Along with teaching basic computer skills she is working from the National Work Readiness Curriculum providing a good foundation of hard and soft skills for those entering the workforce. We plan to run this class once a month for our audience from partner agencies as well as our own literacy classes. Additionally, we said good bye to our long standing HVAC instructor last month and are re-tooling the classroom for Basic Construction Skills (BCS). Doug Lee, most recently teaching at DayTop in Swan Lake, will be teaching a 240 hour-12 week class for entry level skills in plumbing, residential electrical wiring, HVAC, carpentry, drywall repair, painting, and ground keeping. We anticipate this class starting at the end of April and believe it will be a great skill booster allowing students entry into many different local jobs. LITERACY: GOOD TIMES ARE PART OF THE LESSON PLAN – Academic Case Manager, Christine Cimmino, was invited to an April 3 birthday celebration for two of Yempha Smith’s ESL learners.






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Information regarding the New York State High School Equivalency continues to be rolled out to programs and instructors. Most recently our HSE teachers have received access to the Readiness Assessment for the Test Assessing Secondary Completion (TASC) – New York State’s 2014 replacement of the decades-old General Educational Development credential. Meanwhile, the first public offering of the TASC test in Sullivan County occurred on March 28th and 29th. Both teachers and students are surprised with the questions on the readiness assessment and the test itself. We anticipate additional professional development planned for next year to assist us with this transition. STILL MORE FREE TAX PREPARATION Cornell Cooperative Extension/AARP provided our patrons with a few opportunity’s this semester to access their volunteer services for preparing tax returns, the final session having been held on March 19 at the St. John Street Education Center.

ADULT PROGRAM LEARNERS BECOME NATURALIZED CITIZENS These photos depict both the solemnity and the gratification of the occasion as five Adult Program ESL and Citizenship learners, along with 22 other area residents, who were recently sworn in as new American citizens. The Honorable Stephan G. Schick presided over the March 14 Citizenship ceremony, in which the Supreme Court of the State of New York held the final hearing for naturalization at the Lawrence Cooke Courthouse in Monticello, New York. Enhancing the moment was the singing of "God Bless America" by Marci Heller. The offices of the Honorable Chris Gibson and the Honorable Aileen Gunther presented awards to the new citizens.






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PROFESSIONAL DEVELOPMENT: The divisional staff meeting planned for March 18 included a discussion led by Kate Hymes, Director of the Hudson Valley Regional Adult Education Network. Kate and Liz both presented information provided by NYSED-ACCES regarding the TASC test cut scores, and overall scoring process for the new test. Teachers asked a lot of questions about text based resources and curriculum enhancements. Suggestions were offered on what the “high emphasis” areas are for each sub-test. The new calculators for the test arrived and were distributed. On March 31st, Liz and Chereen attended a NYSED-ACCES Program Manager meeting regarding Adult Education report cards. Rosemary Matt, the consultant for National Reporting Standards accountability for NYSED, presented changes due to the new TASC test that will appear on the Report Card next year. Sullivan BOCES also had a special session with Rosemary regarding our WIA-ABE enrollment numbers, where suggestions for better implementation were shared. Karen Siegel attended a workshop on becoming a local trainer for the curriculum as changes are made, presented by the State Wide Master Teacher Team. Karen will then inform our teachers at our next Staff Meeting. Patricia Helmuth, one of two Master Teachers trained through the Hudson Valley RAEN in our region, recently attended the Commission on Adult Basic Education (COABE) conference in Pittsburgh, where she presented a workshop on Adult Numeracy. Patricia also had her second article entitled, “A Look at Student Work – Percent Errors” printed in The Math Practitioner, a newsletter published by COABE. ON THE HORIZON: In April we are planning our Shakespeare Show & Tell Day for Wednesday, April 23rd. Students from all classes will display the work they have done collaboratively around the life, times, and works of William Shakespeare. Families of our adult students will be encouraged to join us, as well as the public. At the end of May we are planning our High School Equivalency graduation ceremony. The students in attendance will all have passed the former GED® test between July 1, 2013 and December 31, 2013. Liz Hayter was recently named Vice President on the Executive Board of NYATEP (New York Association of Training/Education Providers).






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The Director continues to work on streamlining and enhancing our human resources processes. Highlights from the month of March 2014 include: -Recruitment Efforts: Currently recruiting and/or interviewing for Substitutes, Personal Enrichment Instructors, Teachers: Special Ed and Driver & Traffic Safety Education (Summer School), School Social Worker-Leave Replacement, Elementary School Principal, Plumber, Assistant School Business Manager, Regents and Elementary Scorers, School Improvement Math Specialist, Academic and BOCES Summer School. The Director interviewed ten (10) applicants for various substitute positions. -HR Department: The HR Director is reviewing the practices and procedures of the Communications, Payroll and Health & Safety Departments and is working with each department individually and collectively to better serve our customers and streamline practices. -Wincap: Currently reviewing web based Wincap products including the Employee Portal, Leave Requests and Time & Attendance for implementation in the 2014/2015 school year. -Retirement/Recognition Committee: Plans for the 2013/2014 Retirement/Employee Recognition Event have begun. Fund raising events have been initiated by the committee including a luncheon and t-shirt sales. The event is tentatively scheduled for May 29th. -Employee/Labor Relations: Assisted with various Employee and Labor Relations issues.

NEW HIRES March 2014

Department Position(s) Total

Special Education Teaching Assistant (current employee)

1

Instructional Support Services

Teachers on Assignment: Educational Consultant-Pre-Post Assessment; ELA/Science K-4 Teacher Center Common Core Module Development; Facilitator AIE (Per Diem)

11

Grand Total 12

Human Resources Update Jennifer DeFrank

Director, Human Resources April 2014




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Seasonal Projects: Service of Mowers/ Grounds Cleanup Preventive Maintenance Projects: Serviced all Bradley Wash Sinks Serviced all Kitchen Equipment Projects on the Horizon: Installation of HVAC units for A B C wings at RPEC Replace pavement behind RPEC by shop area Replace overhead shop doors at RPEC with insulated doors/ Safety Item Replace ramp windows Replace Siding and Roofing at admin building B-side Replace D - Wing exterior door at end of ramp Replace lighting at WSS modular classrooms Add Best swipe card reader to AgMech Replace Admin Conference Room 1 roofing Inter Connect Fire Alarms in out buildings at RPEC to main building System Finish Replacing the Remaining Interior Locks at R.P.E.C. Special Projects: Closed in Door opening and Sound Proofed wall in DB-2 Office Removal of all Timeout Room Doors from Classrooms at RPEC Divided Lights in HR office by adding one light switch circuit Divided Lights in Susan’s Office by adding one light switch circuit Replaced Oil Fired Hot Water Heater at RPEC School Dude Work Orders: 97 Work Orders Completed

Operations & Maintenance Update Dan Ackerley April 2014

Supervisor, Maintenance




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Program Name YTD 13-14 Work Orders YTD 12-13 Work Orders

BOCES 75 54

All Districts 25 26

Eldred CSD 17 15

Fallsburg CSD 5 8

Liberty CSD 12 12

Livingston Manor CSD 7 5

Monticello CSD 22 21

Roscoe CSD 8 6

Sullivan West CSD 15 12

Tri-Valley CSD 9 5

Other 1 8

Total All Work Orders 196 170

Fingerprints 234 161

BOCES Accident Reports (CY) 27 21

Notes: Work Orders and Fingerprints are tracked on a School Year basis. These numbers represent the period of Jul 1st to March 31st BOCES Accident Reports are tracked on a Calendar Year (CY) basis. These numbers represent the period of Jan 1st to March 31st BOCES includes AHA classes for C.N.A., LPN, and Public Safety Students. All Districts includes open to the public AHA classes.

Health & Safety Update Mike Lafountain April 2014

Coordinator, Health & Safety

To work with our BOCES and Component Districts to ensure a safe work environment for everyone through regulatory compliance




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PROGRAM HIGHLIGHTS/UPDATES: Health and Safety Coordinator on vacation 04/17/14-04/25/14 (return 04/28/14) Consultations Building Code Consult (Burners) for Sullivan BOCES Building Code Consult (Composter) for Roscoe Safety Consult (AED Signage) for Sullivan West Safety Consult (BBP Protocol) for Sullivan BOCES Safety Consult (Welding Attire) for Sullivan BOCES Workers Comp Consult for Sullivan BOCES Fingerprint Consults for Sullivan West, Cornell Cooperative Extension, and Sullivan Cty Comm College Environmental Testing Indoor Air Quality (with Mold/Allergen Testing) for BOCES/CBO Indoor Air Quality (with Mold/Allergen Testing) for BOCES/WSS Indoor Air Quality (with Mold/Allergen Testing) for Livingston Manor Asbestos Testing for Roscoe Fingerprinting 19 LIVESCAN Prints and two reprints taken ID Cards/Security: Processed 8 new and 18 replacement (3 lost, 15 damaged) ID badges for Sullivan County BOCES employees Processed 23 ID badges for BOCES Health Occupations Processed 7 badges for Eldred CSD

Upcoming Events:

Basic Life Support for Healthcare

Providers Thursday, Tuesday,

April 8th, 2014, 8:30AM

Heartsaver AED Adult/Child

Tuesday, April 8th, 2014, 12:30PM

Sullivan County Schools Business

and Grounds Supervisors Meeting,

Thursday, April 10th, 12:00PM.

Heartsaver AED Adult/Child

Tuesday, April 15th, 2014, 5:00PM

Basic Life Support for Healthcare

Providers Thursday, Wednesday,

April 16th, 2014, 5:00PM

Bloodborne Pathogens/Right-to-

Know Initial, Thursday, May 1st,

2014, 9:00AM.







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Injury/Illness Reporting Processed 11 Employee Injury/Illness reports for Sullivan County BOCES employees. Meetings Sullivan BOCES Human Resources Department Meeting Sullivan BOCES Wellness Committee Meeting Staff Development Association of Educational Safety and Health Professionals Meeting/Conference in Saratoga Springs (7 Code Hours) Attended telephone conference on Integrated Pest Management for Rural Communities Trainings Given Bloodborne Pathogens/Right to Know Two Hour Initial 1 American Heart Association First Aid/CPR/AED class for Liberty CSD employees 1 American Heart Association HeartSaver CPR/AED class 2 American Heart Association Basic Life Support for Healthcare Providers classes ON THE HORIZON: Upgrade of Fingerprinting/ID card computer to Windows7 with associated upgraded software for both programs







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Some comparative tracking was done for RPEC, WSS, and Alt Ed.

Lunches claimed for the months of September thru February in both 2012-13 and 2013-14 SY.

In 2012-13SY September thru February- 17,089 lunches were served on all campuses total. 103 total days=183ADP In 2013-14 SY September thru February-16,505 lunches were served on all campuses total. 100 total days=177ADP Results show in a decrease of approximately 5 meals per day. Please note: Enrollment was not taken into account. **All Coser districts (Liberty, Fallsburg, Tri-Valley, and SCBOCES) will be represented in the May presentation. Data is being compiled to show meals claimed, enrollment, and patterns in the Food Service Departments

Food Services Update Dawn Boyes April 2014

Food Service Director

The mission of the Food Service Coser is to promote healthful choices, increase efficiencies within the Food Service Departments and strive to

go above and beyond State Ed and USDA expectations while maintaining a cost conscious outlook in multiple districts.




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SCBOCES and Cosers-

• Variously located equipment in the Food Service Department at SCBOCES is in need of replacing. Throughout the year, Maintenance does a

great job keeping up with the repairs, they are now becoming more and more frequent.

• Trainings and Conferences: Dawn and Dara both attended the Healthy Healthier Hudson Valley Challenge II at Ulster County BOCES Conference Center where the focus on breakfast and the USDA's new competitive foods regulations were discussed. There was quite a bit of information available from grants to regulations, still needing more information as the interim rules take effect. Dawn was asked to attend the Hudson Valley Food Service Directors Coalition for their monthly meeting at CIA. As the South East Area Director for the New York State School Nutrition Association, she was asked to arrange a last minute request for State Ed training on the new regulations and how to use the new “calculator” during their “Competitive Foods Only” food show April 10th. Proud to say, SED will be doing that very training at the show.

• USDA Commodity Diversions set for next year- all districts. • Still some problems with availability of items on bid - short notice or nor delivery on said items causing "issues". • Staff shortages CONTINUE in perpetuity in our coser districts. Constant pivoting is necessary. Liberty- • Boars Head Deli meats sandwiches offerings have been extended to the MS and ES. Very well received! • Taste Test Tuesday has been switched to every other week. It continues to be a highlight of the student’s week. • BIC is very successful. Teachers have been instructed, advised etc. • One staff member has signed up for the Professional Cooking Class in July - Application has been submitted. • Completing analysis of Summer Feeding program for 2014. The program is set to expand to the TOL Parks and Rec Camp. The Summer

School element is being worked out. Met with AJ Berger regarding the BOCES Summer School program and how the students can manage to fit in a meal. The same goes for Liberty's program - scheduling a meal time and staff to escort kids to the cafeteria is an issue. While we still have to honor the pay rates in the contract, we will be posting for FSWs only and perhaps 1 Asst cook to run the program.

• Liberty's ADP is approx. 1300 for lunch and 760 for Breakfast. We currently have a staff of 19.








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Fallsburg-

• BIC Very Successful - previous issues are all ironed out and the program is running very smoothly. Staffs work well with the program and other than the occasional delivery issue there are no problems to report.

• Summer Feeding is slated to continue for the summer of 2014 - no changes to the existing program foreseen. • Staff shortages have been and continue to be an issue but the FS staff and administration have taken it in stride. Everyone has pitched in

when necessary including Business Manager Dan Grecco, Principal Mike Williams and Superintendent Ivan Katz. Currently, we have one person out on extended leave who is replaced by a sub

• Fallsburg's ADP is approx. 900 for lunch and 660 for breakfast. We are providing these meals with a staff of six 6.5 hour and four 3.5 hour staff.

Tri-Valley- • Excessive equipment malfunction has been on the radar for quite a few weeks and in constant need of repairs and parts. Requests for new

time-saving small wares have been submitted for immediate purchase -and we are hopeful for approval. A larger more extensive needs list will be compiled.

• Severe staffing issues and lack of subs, as with every other district, has limited the availability of promotional efforts for ala carte specials, such as snacks, the parfaits, and Boars Heads sandwiches, limiting the revenue intake for the month.

• The Elementary school has now begun to implement the “10 dollar charges owed/alternate meal served” practice. Admin has reinforced the handbook policy, and hopefully will continue on to the Secondary Cafeteria where the same issues have been occurring. We are waiting for backing. In the meantime, spreadsheets were created and sent to Admin for past balances owed from the 12-13 sy along with current charges in the hopes of collection from the families for these outstanding charges.

• Tri-Valley ADP is approximately 560 for lunch and 200 Breakfast. These meals are provided with 7 staff members ranging from 6.5-7.5 hours per shift








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IMAGE & PUBLIC RELATIONS EFFORTS:

• Public Relations:

• Annual Meeting: We had over 80 people attend our Annual Meeting this year. A lot of preparation work goes into the meeting to provide a wonderful evening for all those in attendance.

• Leadership Sullivan Presentation: On April 9th, we hosted and presented to the Leadership Sullivan Class.

• School Scene Insert – April’s school scene highlighted BOCES. I highlighted several programs that make us

unique, while showing the collaboration amongst or C&T programs.

• Website Avatar – The second phase of the Video Tour Book project is to create an avatar on our website. The avatar will answer ten of our most commonly asked questions.

PUBLICATIONS/ PRODUCTIONS:

• Program Brochures: Program brochures were created for Animal Science, Auto Body, Pre-Tech (STEM Program), Cosmetology, Culinary, HS GED, Public Safety, and ABLE Programs.

• Newsletter: The internal newsletter was produced and distributed to staff.

• Budget Booklet: The budget booklet was produced and distributed.

Communications Update Donna Hemmer April 2014

Director of Communications

"Promoting a positive image for BOCES and its’ programs by providing timely and accurate information to our students, parents, staff, and community

Upcoming Events:

Please refer to the BOCES website for a complete list of

course offerings and upcoming events and workshops.

Sullivan County BOCES | Calendar of Events

Weekly Updates are

e-mailed to the Board.




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ADVERTISING:

• Current Efforts • LPN Information Session – Radio Campaign • BOCES Radio Campaign

• Ongoing Efforts • School Scene – display ad was printed in SC Democrat Insert • BOCES Updates with Thunder 102

_______________________________________________________________________________________

NEWS RELEASES: For a complete list of all New Release submitted to the media please click on the In the News tab of our website or http://www.scboces.org/17621076145240613/site/default.asp • Adult Education

- Learn to crochet – Article printed in SC Democrat - Ballroom dancing offered at BOCES - Article printed in SC Democrat - Sullivan BOCES offering course in basic motorcycle maintenance - Article printed in Times Herald Record - GED Prep Class - Article printed in Catskill Shopper - SC BOCES Offers EKG Technician Certification Course - Article printed in Catskill Shopper - SC BOCES Offers Medical Administrative Assistant Program Course - Article printed in Catskill Shopper - SC BOCES Offers Dialysis Technician Course - Article printed in Catskill Shopper - SC BOCES Offers Ballroom 101 Course - Article printed in Catskill Shopper - SC BOCES Offers CDL Commercial Driver Training Permit Preparation Course - Article printed in Catskill Shopper - Security guard course offered by BOCES - Article printed in SC Democrat







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• BOCES:

- BOCES Board meeting postponed – Release Distributed

• CAREER & TECH:

- Students from SC BOCES to attend cooking competition – Article printed in River Reporter - Student gets jump start on college – Article printed in SC Democrat - Info session on BOCES LPN program April 3 – Article printed in Times Herald Record - BOCES LPN Students “capped” – Article printed in SC Democrat - Explore a career in nursing at BOCES – Article printed in River Reporter - The Green House is Open – Thank You SC BOCES – Article printed in Cornell Cooperative Extension –Extension Connection

- Explore a career in nursing where the employment outlook is great – Release Distributed

ON THE HORIZON:

Short term: • Creation of a Sullivan BOCES mobile app • Enhanced communication with parents via messaging system • Integration of Points of Pride Photos in our facilities Long Term: • Increase emphasis on presentation and representation of BOCES within the community

• Create video campaign for all main programs.







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Program Highlights: Shared services, team efforts and continued support from outside services prove to be effective.

• Assisted Liberty HS with a several students in temporary housing living in Monticello. Monticello has agreed to

contribute transportation for one of the students.

• Attached is a CTE shuttle summary on costs and savings. The savings are because districts have transported to off

campus sites themselves and in house staff members have been able to transport to off campus sites (myself

included). Communication and collaboration from the directors, principals, teachers and staff make the program a

success.

• April is upon us now. Hopefully the weather will continue to warm up and flowers will bloom. Nasty weather and

early morning calls for school delays and closings are a thing of the past.

Transportation Update Lorinda Schmitz April 2014

Transportation Director

SC BOCES creates a supportive, encouraging learning environment for all school districts served and their school children. SC BOCES does this through

professionalism, knowledgeable ideas and utilizing the best resources to achieve safe and cost effective transportation to all our programs.




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SHUTTLE COSTS 2013/2014

Eldred/SJS $ 19,435.00

Farm-AM/PM $ 34,070.40

Construction AM $ -

HO Clinical AM $ 8,458.26

HO Clinicals PM $ 8,458.26

CRMC PM (In house) $ 17,035.20

LES/LHS PM AM/SW $ 17,035.20

LES/LHS PM PU/Tri-Valley $ 17,035.20

CRMC AM PU/Monticello $ 17,035.20

CRMC PM (In house) $ (17,035.20)

LES/LHS PM AM/SW $ (17,035.20)

LES/LHS PM PU/Tri-Valley $ (17,035.20)

CRMC AM PU/Monticello $ (17,035.20)

Sub Totals $ 138,562.72

Savings $ (68,140.80)

Totals $ 70,421.92




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2013/2014 SHUTTLE SAVINGS

Sub Totals

$

138,562.72

Savings

$

(68,140.80)

Totals

$

70,421.92

YEARLY COSTS

2012/2013

$

129,085.00

2013/2014

$

70,421.92




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