Clinton Central School District Foundation
CLINTON CENTRAL SCHOOL DISTRICT FOUNDATION
BOARD OF TRUSTEES MEETING
December 16, 2015 6:30PM
MINUTES
Present: Smallen, Acee, Nackley, Cittadino,Palladino, Ewen, Perretta, Russell, DeTraglia, Moore, Dowling, Chesebro, Pashley, Higgins, Knight, Bushmann
Excused: Zoller, Kowalcyzk, Vogel
Absent: Dawes, Rishel
Guests: Dr. Grimm
1. Call to Order: Meeting was called to order at 6:31pm by Chair Russell.
2. Minutes of the November 18, 2015 Meeting: Motion (Cittadino, Moore): to approve the minutes as corrected. Passed
3. Chair’s Report: Russell reported on the following:
a. Check was received from Town Gown fund for $6,000 to expand, renovate and market Brick Garden. Brief discussion followed that the request for marketing funds was for the entire Foundation and to ensure compliance, the resulting brochure will feature the Brick Garden as a component to the Foundation’s work.
b. Hall of Distinction induction was well attended and all four inductees were deserving of the honor. Thanks goes out to Dr. Moore, Cindy Higgins, Julia Scranton and Angelo Gaetano for their help. Mr. Gaetano should submit a bill for his work.
c. At her last meeting as Chair, Russell extends thanks to all trustees for their perseverance and work while she was chair. Kudos to all for working together to raise money for this worthy cause.
4. Superintendent’s Report: Dr. Grimm reported on the following:
a. Did not receive the questions regarding the bequests Russell sent, but will look into it and report back later in meeting.
b. Budgetwork is ongoing. Because of the Consumer Price Index our allowable tax levy will be close to 0% thereby relying on NYS aid.
1) District has about $600,000 in Gap Elimination money which will help us.
2) If we try to break the tax cap, then our citizens won’t get STAR rebates, so it’s not in our interest to try to do that to increase the tax rate.
c. Teacher Evaluation is no longer linked to the Annual Professional Performance Review and Clinton is now developing a new APPR that will be retroactive to September 2015. The new review will be based on 50% observation and 50% NYS Assessment results.
d. Lots of good things are happening in the academic, sports and cultural areas of the schools. 90% of teams reached the scholar athlete level and currently holiday concerts and the Clinton Symphony are performing.
e. Hall of Distinction-an audio of the ceremony was recorded and placed on the Foundation’s website under the Hall of Distinction. Thank you, Dr. Grimm.
Proposal Discussion: Russell reported that the major guidelines for proposals are: things not normally funded; needs to affect large group of students; and generally academically inclined.
The literacy materials are needed at the elementary schools. Questions regarding the proposals were submitted and Dr. Grimm responded. Currently there is no universal literacy assessment in the elementary school, different tests are used for different grade levels so it is difficult to assess exact need. The Town Gown Fund allocation will allow the elementary school to purchase a benchmark assessment tool for all grades enabling better information on student achievement in literacy.
Other proposals were to fund Professional Learning Communities for teachers and a trip to Boston for about 20 students. After an extensive discussion on the proposals, questions and responses a motion was made.
Motion: (Perretta, Cittadino) Purchase LLI Literacy Intervention materials for the elementary school for approximately $21,000. Passed, 2 abstain, 1 nay
Other grants will be discussed at the next meeting. Dr. Grimm discussed the possibility of mini grants to individual teachers.
5. Nomination and Governance: Acee reported that since this is the Annual Meeting, a slate of officers is presented and trustees whose terms are expiring are reelected.
Motion: (Knight, Dowling) The following trustees whose terms expire in 2015 shall be reelected to terms expiring in 2018: Buschmann,Palladino, Ewen, Perretta, Smallen and Nackley. Passed
Motion: (Buschmann, Moore) The following slate of officers is presented:
President- Acee
Vice Presidents-Higgins, Knight
Recording Secretary-Dowling
Corresponding Secretary-Smallen
Finance-Perretta
Passed
Membership: Increasing our membership is a primary goal for the next two years. Currently we have 21 members and are looking for more (up to 32). Between now and the January meeting please think of people who would be assets to the organization and bring names and contact information to the next meeting. Knight stated that they have approached at least 10 people since the November meeting and have been turned down by all for various reasons. Our goal should be to act as ambassadors for the Foundation and reach out for more members.
Buschmann stated that she has started discussing the Foundation gifts and the role of the Foundation with her students when they are using something gifted.
Acee stated as incoming president, he has two goals; increase number of trustees and improve recognition of Foundation in the community. Since the Clinton Courier is no longer being published, we can contact The Signal and Waterville Times for publicity. Signal is available online for free at wearethesignal.com .As we attempt to increase our recognition, perhaps we need to rethink public events that the Foundation no longer attends, (Shoppers Stroll, 4th of July parade, etc). Our participation stopped because of our inability to staff them. Our recent letter campaign had only 8 people attending to personalize and sign the letters. It is our major fundraiser. In the past we have raised over $100,000 for major gifts such as the auditorium, concert grand piano and soccer fields. Since we have had a frequent turnover of leadership in the district (superintendents), there has not been a major project.
Dr. Grimm has an idea for rethinking technology in the middle school which will be further discussed at future meetings.
6. Finance Report: Perrettaindicated that at the annual meeting people are approved for signatory rights to our accounts. The Finance Committee recommends that for 2016 the following officers have authorization to execute any and all financial transactions: Tony Acee, Chair, Cindy Higgins, Vice Chair, Tatyana Knight, Vice chair, Ed Ewen, Treasurer; Mark Kowalczyk, , Associate Treasurer; and Ann Smallen, Corresponding Secretary, as the only trustees having the following financial transaction privileges: each officer singly for transactions from one cent to one thousand dollars ($.01 to $1,000.00); any two of the before mentioned officers for transactions from one thousand dollars and one cent to ten thousand dollars($1,000.01 to $10,000.00); and any two of the before mentioned officers for transactions in an amount ten thousand dollars and one cent($10,000.01) to twenty-five thousand ($25,000.00) with the knowledge and approval of such amount by a third trustee who is a member of the Finance and Audit Committee and any two of the before mentioned officers for any amount greater than the threshold amount of $25,000.00 upon the approval of two thirds of the voting membership of the Board. This resolution also rescinds all past authorization to execute financial transactions.
Motion: (Perretta, Cittadino) During the 2016 budget year, the Clinton Central School District Foundation has in place signatory policies for financial transactions, the Finance Committee recommends that the following officers have authorization to execute any and all financial transactions: Tony Acee, Chair; Cindy Higgins, Vice Chair; Tatyana Knight, Vice Chair; Ed Ewen, Treasurer; Mark Kowalczyk, Associate Treasurer; and Ann Smallen, Corresponding Secretary.
Motion passed.
Motion: (Higgins, Buschman) Whereas, the Clinton Central School District Foundation, elects to maintain control of funds it has invested with Vanguard Fund:
Whereas, the Foundation, through its’ Board of Trustees acknowledges that access to these funds should be limited to those Trustees appointed by a majority of the Board:
Now Be It Hereby Resolved that the Board of Trustees by a majority vote wishes to appoint as authorized signers on the Vanguard Account, the Foundation Chairman, Tony Acee, Foundation Treasurer, Ed Ewen and Foundation Finance Committee Chair, Frank Perretta
Resolution Approved in regular session
Perretta presented the 2016 Draft Budget for review. Currently up to 50% of our formula goes to grants, the remaining is deposited in Vanguard. Brief discussion on whether this needs to be changed, but there is nothing that limits our ability to increase the percentage of our gifts.
It would be in our interest, if there was a major campaign to remove $150,000 from the Community Foundation and reraise that amount and deposit it in Vanguard.
Motion: (Buschmann, Cittadino) Approve the 2016 Draft Budget as presented. Passed
Our current accountants, Moore and Hart has merged with Peters & Associates.
Motion: (Perretta, Pashley) Accept Peters & Associates as our accounting firm. Passed
Our website will have a link to PayPal to accept online donations.
In order to maintain transparency for the Foundation’s financials, the finance committee recommends the yearly financial review be posted on the website.
Motion: (Perretta, Acee) Approve posting of the annual financial review on the CCSD Foundation website. Passed
7.Treasurer’s Report:Ewen reported with Smallen that 140 donors have contributed $16,000 to the annual fund drive.
A report from the first quarter of 2015 was received from the Community Foundation with a loss of 6.7%, and year to date 3.8%. This figure is based on an average of 20 quarters.
Motion: (Perretta, Smallen) Accept the treasurer’s report as submitted.
8. Annual Fund: Smallen reported that as we are switching to a calendar year reporting system our Annual Fund ends on December 31, 2015. At this time $20,406 has been contributed by 163 donors. Thank you notes are going out. As of January 1, all donations are moved to the 2016 calendar year.
9. Public Relations: DeTraglia reported that the Waterville Times has been very receptive. The OD covered the Town Gown Report and the Signal wrote an article about the Hall of Distinction. A Foundation brochure is needed and will be developed using funding from the Town Gown fund. Suggestions were made to post information and publicity photos to PTA Newsletter. It was suggested that John Howard at the Signal may be interested in the additions to the Science Lab.
10. Discussion regarding annual gift: General discussion ensued regarding the annual gifts to the district and the criteria used. Guidelines were reviewed for gifts: items that are not usually funded; needs to affect a large group; and generally academically inclined. Gifts can be made at any time. This year’s requests include Reading materials for struggling elementary students, professional learning communities, and a trip to Boston for the Model UN group.
Discussion continued regarding a possible capital campaign. Dr. Grimm is working on a proposal to improve technology education in the middle school. Project Lead the Way is not back in the high school and it would meet the needs of the community to be proactive and expand the program in the middle school. This discussion will continue as Dr. Grimm and the district formalize their long term plan. Questions had been submitted by the board and Dr. Grimm offered to find out the specific answers.
The Town Gown Fund has allocated monies for the elementary school to purchase an ELA assessment system to inform language arts instruction. Approximately 25% of elementary students are identified as struggling although at the present time, no consistent measurement tool is used. The district would like to purchase LLI reading intervention materials costing $21,625.
Motion (Perretta, Cittadino): Foundation will fund the LLI reading intervention materials costing $21,625.Passed, 2 abstained, 1 opposed
Dr. Grimm suggested that perhaps the Foundation would consider mini-grants to individual teachers. The discussion will continue at a later meeting.
11. Adjournment: Motion to Adjourn (Acee, Chesebro): to adjourn at 8:26 pm.
Respectfully submitted,
Peg Dowling, Recording Secretary
NEXT MEETING: February 24, 2016 6:30 pm