kingston board of education agenda and resolutions for meeting of 04/17/2013

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KINGSTON CITY SCHOOL DISTRICT

61 CROWN STREET

KINGSTON, NEW YORK 12401

BOARD OF EDUCATION

WORKSHOP MEETING Robert Graves Elementary School

345 Mountain View Ave., Port Ewen, NY

WEDNESDAY, April 17, 2013

6:00 P.M.

AGENDA

I. CALL TO ORDER (6:00 P.M.)

II. ROLL CALL/PLEDGE OF ALLEGIANCE

III. PRINCIPAL’S WELCOME – Mr. Errin Parese

IV. PROPOSED EXECUTIVE SESSION SUBJECT TO BOARD APPROVAL:

Employment history of particular individual(s)

Matters leading to the employment of particular individual(s)

Collective bargaining under the Taylor Law (CSEA, ESP, KTF)

Proposed acquisition, sale, or lease of real property and publicity would substantially affect

the value thereof

V. RETURN TO PUBLIC SESSION (7:00 P.M.)

VI. ACTION PERTAINING TO EXECUTIVE SESSION (If necessary)

VII. PUBLIC PARTICIPATION (7:00 p.m.)

VIII. SUPERINTENDENT’S REPORTS

District Recognition – Ms. Patricia Beesmer

Mr. Adrian Manuel

2013-2014 Budget Update – Resolutions B86 & B87

Sophie Finn Update – Resolutions B90 & B91

BB8866 -- AAnnnnuuaall SScchhooooll DDiissttrriicctt BBuuddggeett

WHEREAS, the Board of Education of the City School District of the City of Kingston, New

York, Ulster County, desires to establish necessary appropriations for the operation of school

district programs for the fiscal year 2013-2014; and

WHEREAS, the appropriations have been examined by the Board of Education in accordance

to applicable regulations and Education Law;

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NOW, THEREFORE, BE IT RESOLVED, that the Board of Education of the City School

District of the City of Kingston, New York, Ulster County, adopt the proposed budget, of April

17, 2013, in the total amount of One-Hundred-Forty-Six-Million-One-Hundred-Three-

Thousand-Three-Hundred-Twenty-Two and no/100 Dollars ($146,103,322) as the Proposed

School Budget for the fiscal year 2013-2014 for presentation to the qualified voters of the

school district on the date of Tuesday, May 21, 2013; and

BE IT FURTHER RESOLVED, that the following proposition be placed before the voters of

the District on the ballot for Tuesday, May 21, 2013:

Proposition 1– 2013-2014 Budget

Shall the Board of Education of the Kingston City School District, Ulster County,

New York, be authorized to expend the sums of money which will be required for

school district purposes for the 2013-2014 School Year, in the total amount of

$146,103,322 (the Budget), and to levy the necessary sum against the taxable real

property in the School District.

FISCAL IMPACT: $146,103,322.

BB8877 -- PPrrooppeerrttyy TTaaxx RReeppoorrtt CCaarrdd

WHEREAS, the Board of Education of the City School District of the City of Kingston, New

York, Ulster County, desires to adopt the Property Tax Report Card to accompany the annual

school district budget for the fiscal year 2013-2014; and

WHEREAS, the property tax report card required by Sections 1608(7), 1716(7) and 2601-a (3)

of the Education Law is as follows:

Budgeted

2012-2013

(A)

Budgeted

2013-2014

(B)

Percent Change

(C)

Total Proposed Spending $143,084,388 $146,103,322 2.11%

Total Proposed School Year Tax

Levy, Including Tax Levy to Support

Library Debt 1

$93,401,490 $95,736,527 2.50%

Permissible Exclusions to the School

Tax Levy Limit

$816,403 $2,385,316

Proposed School Year Tax Levy,

Not Including Levy for Permissible

Exclusions or Levy to

Support Library Debt

$92,585,087 $93,351,211

School Tax Levy Limit, Not

Including Levy for Permissible

Exclusions 2

$93,392,663 $94,754,362

Difference (positive value requires

60.0% voter approval)

($807,576) ($1,403,151)

Public School Enrollment 6,792 6,676 -1.71%

Consumer Price Index 2.10%

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1

All proposed levies should exclude any prior year reserve for excess tax levy, including interest.

2 For 2013-2014, includes any carryover from 2012-13 and excludes any tax levy for library debt or

prior year reserve for excess tax levy, including interest.

Actual

2012-2013

(D)

Estimated

2013-2014

(E)

Adjusted Restricted Fund Balance $13,070,254 $6,380,840

Assigned Appropriated Fund

Balance

$2,450,000 $850,000

Adjusted Unrestricted Fund

Balance

$5,723,375 $5,844,133

Adjusted Unrestricted Fund

Balance as a Percent of the Total

Budget

4.00% 4.00%


District of the City of Kingston, New York, Ulster County, adopt the Property Tax Report

Card as of this day, Wednesday, April 17, 2013; and

BE IT FURTHER RESOLVED, that the school district circulate the Property Tax Report

Card according to the statutes of the Education Law stated above.

B90 - SEQRA for the Authorization for Sale of Sophie Finn Elementary School Building

WHERAS, the Board of Education of the Kingston City School District (“Board”) has under

consideration the sale of certain real property, approximately six acres with improvements,

located at 94 Mary’s Avenue, Kingston, New York (Sophie Finn Elementary School Building)

to Ulster County (the “Proposed Action”); and

WHEREAS, the Board proposes to proceed with the Proposed Action and wishes to take all

actions necessary in connection therewith in order to comply with the State Environmental

Quality Review Act (SEQRA), including designating itself as Lead Agency for the purpose of

determination of the environmental impact of the Proposed Action; and

WHEREAS, while the Board believes that the Proposed Action is a Type II action under

Section 617.5 of the SEQRA Regulations and will have no adverse environmental effects, it is

treating the Proposed Action as an Unlisted Action requiring the completion of a Short

Environmental Assessment Form (“EAF”); and

WHEREAS, Dennis Larios, P.E., of Brinnier and Larios, P.C., Professional Engineers and

Land Surveyors, has prepared a Short EAF and has determined that the Proposed Action will

not have a significant adverse effect on the environment;

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NOW, THEREFORE, BE IT RESOLVED, that the Board of Education hereby designates

itself as Lead Agency for the Proposed Action; and

BE IT FURTHER RESOLVED, after having reviewed the components and aspects of the

Proposed Action and the Short EAF hereby determines that such Proposed Action will not have

a significant adverse impact on the environment and makes a negative declaration for the

purpose of the State Environmental Quality Review Act; and

BE IT FURTHER RESOLVED, that the Board hereby authorizes Dr. Paul J. Padalino to

execute the Short Environmental Assessment Form on behalf of the Board.

The contact person for the Kingston City School District is Dr. Paul J. Padalino, Superintendent

of Schools.

B91 – Sale of Sophie Finn Elementary School Building to Ulster County

WHEREAS, the Kingston City School District will close and vacate the Sophie Finn

Elementary School building (“Sophie Finn”) effective during the 2013-2014 school year; and

WHEREAS, there is no foreseeable future use for this building for School District purposes;

NOW, THEREFORE, BE IT RESOLVED, that the Board of Education of the Kingston City

School District declares the Sophie Finn Elementary School Building as surplus and of no

further use to the School District; and

BE IT FURTHER RESOLVED, that the Board of Education determines that the following

proposition be placed on the ballot at the Annual Meeting of the voters of the Kingston City

School District, to be conducted on the 21st day of May, 2013:

A. SALE OF SOPHIE FINN ELEMENTARY SCHOOL BUILDING TO ULSTER

COUNTY

SHALL the Board of Education of the Kingston City School District, Ulster

County, New York, be authorized to sell the Sophie Finn Elementary School

building, located at 94 Mary’s Avenue, Kingston, New York, consisting of

approximately 6 acres of land, also known as Tax Map Part of Section 56.034,

Block 2, Lot 40, together with the buildings and improvements thereon and

any appurtenances thereto, to Ulster County for the purchase price of

$300,000 and other good and valuable consideration, and upon such terms and

conditions as determined by the Board of Education.

AND BE IT FURTHER RESOLVED, that the District Clerk shall cause this proposition to

be placed within the remaining Legal Notices of Annual Meeting.

IX. APPROVAL OF MINUTES

Minutes of April 3, 2013

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X. RESOLUTIONS (Consent Agenda)

PROFESSIONAL PERSONNEL

P80 -Professional Personnel – LOA & Appointment

BE IT RESOLVED, upon the recommendation of Dr. Paul J. Padalino, Superintendent of

Schools, that the following be approved by the Board of Education:

LEAVE OF ABSENCE

Meadow Blum Effective September 1, 2013 to January 30, 2014

(ESL Teacher)

BE IT FURTHER RESOLVED, upon the recommendation of Dr. Paul J. Padalino,

Superintendent of Schools, that the following teachers be approved for the ELA/Math after

school program (MCM school) for the 2012-2013 school year ($45.00 per hour) Federally

funded:

Deanna Guevara

Katrina Lukaszewski

Heather Parsons

P81-Professional Personnel – Home Teachers


Schools, that the following home teachers be approved by the Board of Education:

Lisa Faluotico

Jeffrey Karliner

John Moser

Kathleen Murphy

Kristy Nissen

John Prizzi

Karla Wehr

P82-Professional Personnel - Retirement


Schools, that the Board of Education hereby accepts the resignation for the purposes of retirement

to receive benefits from the New York State Teachers’ Retirement System of Dr. Ardrea Smith

from her position as Principal, effective June 30, 2014.

P83-Professional Personnel


Schools, that the following be approved by the Board of Education:

APPOINTMENT

Danielle Trippodo, extend Acting Assistant Principal at Kingston High School at an annual salary

of $75,315.00, pro-rated, effective April 19, 2013 to April 30, 2013

LEAVE OF ABSENCE

Danielle Trippodo, Science Teacher, extended April 19, 2013 to April 30, 2013

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CIVIL SERVICE

CS28 – Appointments, Change in Status, LOA, FMLA, Resignations & Retirement


Schools, that the following be approved by the Board of Education

APPOINTMENTS

The following substitute cleaners at $9.50 per hour effective 4/18/13

SUEANNE KELLOGG MONICA KOSINSKI

JOHN MAXWELL CHRISTINA WHIPPLE

RICHARD SOFIA – substitute teaching assistant at $9.50 per hour effective 4/18/13

DONNA WELLS – substitute monitor at $9.50 per hour effective 4/18/13

CHANGE IN STATUS

YOLANDA KENNEDY–change from probationary monitor to permanent monitor effective 3/14/13

MARYJO LOUGHRAN–change from 3.5 hour monitor (KHS) to 7.0 hour monitor (KHS) effective 4/11/13

JAMES TORELLI – change from probationary custodian to permanent custodian effective 3/14/13

LEAVE OF ABSENCES

JESSICA ALBRIGHT – food service helper (SF) extend leave of absence through 5/2/13

ANN DACHENHAUSEN – monitor (Crosby) extend leave of absence through 4/11/13

FMLA

ELIZABETH VADALMA – monitor (MCM) effective 4/9/13-5/8/13

RESIGNATIONS

SHARON GREEN – bus monitor effective 4/19/13

DONNA WELLS – monitor (SF) effective 4/11/13

BRIAN WOLF – substitute cleaner effective 3/13/13

RETIREMENTS

JOAN HARBECK – monitor (AD) effective 6/30/13

BUSINESS & OPERATIONS

BB8800 -- AAuutthhoorriizzaattiioonn ttoo EEssttaabblliisshh aa SScchhoollaarrsshhiipp FFuunndd

WHEREAS, The Board of Education of the City School District of Kingston, New York, has

received a request to establish a Scholarship Fund in the memory of former Kingston High

School Teaching Assistant, Peter P. Keizer, and it is the desire to create a scholarship/award

that will honor Peter’s memory by making a difference in a Kingston High School student’s

life; and

WHEREAS, Dr. Paul J. Padalino, Superintendent of Schools, has reviewed the request and

recommends the acceptance of establishing the scholarship fund;

NOW, THEREFORE, BE IT RESOLVED, that contributions be accepted with grateful

appreciation to establish the “Peter P. Keizer Scholarship Fund; and

BE IT FURTHER RESOLVED, that a scholarship in the amount of one thousand dollars

($1000.00), be awarded to a special education student who wishes to further their education.

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B81 - Corrective Action Plan – Extraclassroom Activity Fund

BE IT RESOLVED, that the Board of Education of the Kingston City School District,

Kingston, NY hereby approves the attached Corrective Action Plan (CAP), in response to the

report of examination of Extraclassroom Activity Funds prepared by the internal audit firm,

QUESTAR III.

B82 - Corrective Action Plan - Internal Controls over Retiree Healthcare



report of examination of Internal Controls over Retiree Healthcare prepared by the internal

audit firm, QUESTAR III.

B83 - Corrective Action Plan - Internal Controls over Cash Receipts for Athletic Events



report of examination of Internal Controls over Cash Receipts over Athletic Events, prepared

by the internal audit firm, QUESTAR III.

B84 - Disposal Of Surplus Equipment

WHEREAS, it is desirable to dispose of the attached Kingston City School District equipment,

and continued storage is inadvisable and the items are surplus and of no use to the district,


District of Kingston, New York declares the items identified as attached, as surplus and that

they be disposed of; and

BE IT FURTHER RESOLVED, that Dr. Paul J. Padalino, Superintendent of Schools, be

authorized to arrange for such appropriate disposal.

VEH

# YEAR MAKE

/MODEL VIN PLATE REASON

1 1999 FORD

TAURUS 1FAFP52UXG123600 L74978 FRAME ROT /DOES NOT PASS

INSPECTION

2 1994 FORD

TAURUS 1FALP52U1RA278599 K47665 TRANSMISSION /BODY ROT

3 1999 FORD

TAURUS 1FAF52U8XG106996 L74977 FRAME ROT/DOES NOT PASS

INSPECTION

10 1991 CHEVY PU 1GBGK24XME180553 K47663 TRANSMISSION/DOES NOT PASS

INSPECTION

16 1993 CHEVY VAN 1GCG25ZOPF359831 K47662 TRANSMISSION/ BODY ROT

40 1998 CHEVY

DUMP 1GBJK34R6WF065762 M33670 FRAME ROT/ DOES NOT PASS

INSPECTION

41 1999 DODGE VAN 2B7LB31Z4XK533872 K47671 BODY ROT/ DOES NOT PASS INSPECTION

Stairmaster-MOD: 4000 PT-SER: C-20507

Startrac PRO - Asset:004842 MOD: 5130-SINTPO-SER: 5160902649 Manuf: 2006

8

Startrac PRO - Asset :004841 MOD: 5130-SINTPO SER: 5160902645 - Manuf: 2006

Startrac PRO - Asset: 004843 MOD: 5130-SINTPO SER: 5161002905 Manuf: 2006

BB8855 -- BBOOCCEESS CCooooppeerraattiivvee BBiiddddiinngg BBllaannkkeett RReessoolluuttiioonn

WHEREAS, it is the desire of the participating school districts of the Board of Cooperative

Educational Services, Ulster County, adopting this resolution to jointly request bids for certain

commodities to be determined by the Superintendent of this school district from time to time

for the 2013-2014 school year,

NOW, THEREFORE, BE IT RESOLVED, that the Kingston City School District hereby

agrees to participate with other school districts of the Board of Cooperative Educational

Services, Ulster County, New York, in the joint bidding of commodities to be requested by the

school district Purchasing Agent and approved by the Superintendent, and

BE IT FURTHER RESOLVED, that the specifications as prepared by the Steering

Committee of participating school districts and presented to this Board of Education will be

used and that this Board, if it desires to purchase these commodities agrees to purchase said

commodities at the lowest bid price recommended by the Steering Committee of the joint

school districts; provided, however, that each participating Board of Education in exercising its

legal responsibilities, has the right to reject and/or modify the recommendation of the Steering

Committee in the awarding of the bid, and

BE IT FURTHER RESOLVED, that the invitation to bid will be advertised by BOCES in the

Kingston Daily Freeman, the Middletown Times Herald Record, and the Poughkeepsie Journal

in accordance with the provisions of Section 103 of the General Municipal Law.

BB8888 -- AAcccceepptt GGrraanntt AAwwaarrdd ffoorr KKiinnggssttoonn HHiigghh SScchhooooll

WHEREAS, the Kingston High School is the recipient of a generous grant award from the

Community Foundation of the Hudson Valley Field Trip Fund in the amount of Two Thousand

and 00/100 Dollars ($2,000.00), to be used for 2012/2013 Field Trips, and

WHEREAS, Dr. Paul J. Padalino, Superintendent of Schools, has reviewed the proposal and

recommends the acceptance of this grant award, and


District of Kingston, New York does hereby accept, with grateful appreciation, the award of

$2,000.00 from the Community Foundation of the Hudson Valley Field Trip Fund, and

BE IT FURTHER RESOLVED, that the Board of Education directs the Treasurer to amend

the 2012-2013 budget in the amount of $2,000.00, and increase the revenues and appropriations

as follows:

Account Code Dollar Increase

Appropriation A2110.400.36.0000 $2,000.00

Revenue A2705 $2,000.00

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BB8899 -- DDiissppoossaall ooff KKCCSSDD LLiibbrraarryy TTeexxttbbooookkss

WHEREAS, it is desirable to dispose of/donate dated Kingston City School District textbooks

that are no longer in use, and continued storage is inadvisable, and

WHEREAS, Dr. Paul J. Padalino, Superintendent of Schools, and Marystephanie Corsones,

Assistant Superintendent for Curriculum and Instruction, have reviewed this proposal and

recommend this action to be taken, and


District of Kingston, New York declares the items identified as attached as obsolete and of no

value, and that they be disposed of, and

BE IT FURTHER RESOLVED, that Allen Olsen, Assistant Superintendent for Business, be

authorized to arrange for such appropriate disposal/donation.

BOARD OF EDUCATION

BOE69-Revised

WHEREAS, the Board of Education wishes to meet its responsibility to obtain the best price

possible when selling school district property;

NOW, THEREFORE, BE IT RESOLVED, that the Board of Education hereby directs

Deegan-Sanglyn Commercial Real Estate to solicit bids and offers for a period of 30 days for

the Tillson Building and the Meagher Building, to end no later than June 15, 2013, prior to the

Board considering and acting upon any purchase offers for these buildings.

****End of Consent Agenda****

XI. BOARD OF EDUCATION

DDiieettzz SSttaaddiiuumm CCoommmmiissssiioonn

CCuurrrriiccuulluumm && IInnssttrruuccttiioonn CCoommmmiitttteeee

JJooiinntt VViissiittaattiioonn//MMaasstteerr PPllaann FFaacciilliittiieess CCoommmmiitttteeee

PPoolliiccyy CCoommmmiitttteeee –– 11sstt RReeaaddiinngg ooff PPoolliiccyy 44553311 FFiieelldd TTrriippss aanndd EExxccuurrssiioonnss aanndd

PPoolliiccyy 66883300 TTrraavveell,, CCoonnffeerreennccee AAtttteennddaannccee && EExxppeennssee RReeiimmbbuurrsseemmeenntt

AAuuddiitt && FFiinnaannccee CCoommmmiitttteeee –– BBOOEE7766 -- TTrreeaassuurreerr’’ss RReeppoorrtt && BBOOEE7777 CCllaaiimmss AAuuddiittoorr RReeppoorrtt

Resolution #2012-BOE76 – Treasurers Report

BE IT RESOLVED, that the following Treasurer’s Report for January and February 2013 be

accepted as attached (see Appendix C).

10

Resolution #2012-BOE77 – Claims Auditor Report

BE IT RESOLVED, that the following Claims Auditor report be accepted for January and

February 2013 as attached (see Appendix D).

XII. OLD BUSINESS

XIII. NEW BUSINESS

XIV. BOARD MEMBERS ANNOUNCEMENTS

XV. PUBLIC PARTICIPATION

XVI. PROPOSED EXECUTIVE SESSION SUBJECT TO BOARD APPROVAL

Matters leading to the employment of particular individual(s)

XVII. PUBLIC PARTICIPATION

XVIII. ADJOURNMENT

Camille Ellsworth

District Clerk’s Office

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“Appendix A”

Policy No. 4531

FIELD TRIPS AND EXCURSIONS

The Board of Education recognizes that field trips for educational purposes are an important

part of the school curriculum. Field trips may be an integral part of the regular educational program, a

supplement to the regular educational program or part of an extracurricular school program.

The Building Principals will approve the frequency and content of class field trips. Each

student must secure the permission of his/her parent or guardian before participating in such activity.

District-wide field trips will be the shared responsibility of teachers and building principals.

Building principals shall be responsible for approving all walking field trips. The approval of the

Superintendent of Schools shall be required for all other field trips. Superintendent approval should be

obtained on the completed request form at least 10 school days prior to the event. Each student must

secure the permission of his/her parent or guardian before participating in such activity.

Prior to making any field trip commitments and/or reservations, all requests for field trips must

be submitted to and approved by the appropriate building principal and the Superintendent. Factors

relevant in consideration of approval of such trips should include the relationship to the curriculum,

availability of transportation, the cost involved, weather conditions, and a detailed description of the

responsibilities of staff and chaperones relating to adequate supervision while on the field trip.

The school district assumes no responsibility or liability for trips planned without having

received the prior approval of the Superintendent of Schools or Board of Education, as

appropriate. Without prior approval, these trips are considered non-school sponsored trips, and

the school district's liability insurance will not cover the students, staff members or other

individuals chaperoning or accompanying the trip. The organizer(s) of any non-school

sponsored trip shall assume all responsibility and liability and shall indemnify and hold harmless

the Kingston City School District, its officers, employees and agents, from and against any claim,

suit, demand, action, judgment, cost, expense and liability, including the costs of defense of any

such claim, including reasonable attorney's fees, which may arise or result, directly or indirectly,

from the planning or operation of a trip without such prior approval. In September, this policy,

or a plain language summary thereof, shall be distributed to all staff members by their building

principal. The Superintendent is charged with the enforcement of this policy, and will take

appropriate disciplinary action for non-compliance, if needed.

Funding of educational field trips that are an integral part of an approved course of study will

be based upon available funds from the budget of the individual school, the department or sponsoring

organization. Students and chaperones may be asked to bear the full or partial cost of such trips such as

costs related to transportation, food, lodging or admissions. No student will be denied permission to

participate for failure to contribute.

Funding associated with extracurricular field trips, trips that are designed as an enrichment to

the course of study, may be paid by students, sponsoring organizations, fund raising activities and/or

through donations.

At a minimum, student conduct on field trips shall be governed by Board of Education policies

5300 and 5305 on student conduct. Additional rules for student conduct on a particular field trip may

be announced in advance by the building principal and/or the participating teacher.

12

If a field trip occurs during the school day, students who do not participate will be expected to

be in school and will be assigned appropriate work for the day(s).

Appropriate adult supervision is essential for all field trips. It is recognized that the

adult/student ratio required may vary based on the age of the students and the nature and destination of

the trip. The appropriate ratio for each trip will be determined by the building principal in conjunction

with the sponsoring teacher/agency subject to the following guidelines.

At the elementary level, field trips involving a relocation of classroom setting into a self-contained

(i.e., UPAC, Women’s Studio Workshop, Kingston High School) would require a minimum of 15:1

ratio. Field trips not to a self-contained environment would require a minimum of 10:1 ratio. At the

secondary level, field trips involving a relocation of classroom setting into a self-contained

environment (i.e., Women’s Studio Workshop) would require a minimum of 20:1 ratio. Field trips not

to a self-contained environment would require a minimum of 15:1. A more stringent ratio may be

required by the building principal and/or department chair given the specific nature of the field trip.

Final approval will be at the discretion of the Superintendent.

Employees chaperoning field trips and volunteer chaperones may not receive consideration

from private sources, booster clubs or extracurricular organizations beyond the expenses related to the

field trip.

Trips organized by groups or individuals separate from Kingston City School District

curricular, supplemental or extracurricular programs may not be planned for any time during school

hours or on school district property. Travel by employees as chaperones for non-school groups will not

be allowed on scheduled or rescheduled school days.

Return Transportation

When the district provides transportation to students on a school-sponsored field trip,

extracurricular activity or any other similar event, it shall provide transportation back to either the

point of departure or to the appropriate school in the district unless:

1. the parent or legal guardian of a student participating in such event has provided the district

with a written notice authorizing an alternative form of return transportation for the student; or 2. intervening circumstances make such transportation impractical.

Where intervening circumstances (e.g., injury to the student or other good cause) have made

transportation back to the point of departure or to the appropriate school in the district impractical, a

representative of the district shall remain with the student until such student’s parent or legal guardian

has been contacted and the student has been delivered to his/her parent or legal guardian.

Whenever a parent or legal guardian desires to have an alternative form of return

transportation, the parent’s prior written request or a written request made at the event site before

school buses begin to depart from the event, shall specify the mode of transportation and the person

who will be responsible for transporting their child.

Ref: Education Law §§1604; 1709; 1804; 1903; 2503; 2554; 2590-e

13

“Appendix B”

Policy #6830

TRAVEL, CONFERENCE ATTENDANCE AND

EXPENSE REIMBURSEMENT

The Board of Education recognizes the value of participation at professional conferences,

meetings and out-of-district visitations as one way of ensuring that the Kingston City School District’s

educational programs are current and state of the art. Further, attendance at, or support of, such

activities can help the Board identify future trends that could benefit our children.

The Superintendent of Schools or designee may direct employees or approve requests from

employees to attend meetings, conferences or visitations as a representative of the School District,

except as provided herein.

Board approval is required two months prior to:

1. Out of state travel in excess of 200 miles one-way by members of the Board of Education,

the Superintendent of Schools and District Clerk. The Board resolution will contain the

name of the activity, date(s) and location, as well as the names of persons attending. The

resolution will indicate whether expenses are included. The Board will act on this

resolution before the event occurs, except in emergencies.

2. travel by employees and students outside of the country. The Board resolution will include

the name of the travel activity, the person(s) attending, the dates of travel and, if applicable,

the amount the Board authorizes towards the cost of such travel. If an employee has

requested a leave for the purpose of such travel, the Board will entertain that request as a

separate resolution.

3. travel by employees and students that involves appropriations for domestic airfare. The

Board resolution will include the name of the activity, the name of those attending, the

dates of the activity, and the amount the Board authorizes towards the cost of such travel.

The school district assumes no responsibility or liability for trips planned without having

received the prior approval of the Superintendent of Schools or Board of Education, as

appropriate. Without prior approval, these trips are considered non-school sponsored trips, and

the school district's liability insurance will not cover the students, staff members or other

individuals chaperoning or accompanying the trip. The organizer(s) of any non-school

sponsored trip shall assume all responsibility and liability and shall indemnify and hold harmless

the Kingston City School District, its officers, employees and agents, from and against any claim,

suit, demand, action, judgment, cost, expense and liability, including the costs of defense of any

such claim, including reasonable attorney's fees, which may arise or result, directly or indirectly,

from the planning or operation of a trip without such prior approval. In September, this policy,

or a plain language summary thereof, shall be distributed to all staff members by their building

principal. The Superintendent is charged with the enforcement of this policy, and will take

appropriate disciplinary action for non-compliance, if needed.

14

If an employee is invited to travel outside of the country by an organization other than the

School District (e.g., New York State Education Department, Federal Government, Foreign

Government, etc.) for an educationally-related purpose which will benefit the School District, the

employee shall submit a written request for Board approval to the Superintendent of Schools, including

all available information, at least two months prior to the date of travel. If the inviting organization

will not pay for all or part of the expenses, the Board may act by resolution to pay for some or all of

the costs of travel outside of the country. In the event full funding is not available, the employee may

opt to pay for all of his/her own expenses. If the employee has requested a leave for the purpose of

such travel, the Board will entertain that request as a separate resolution. The employee who

participates in any such Board approved activity is expected to submit a report in writing regarding the

benefits gained from such travel experience.

School district officers, employees and members of the Board of Education will be reimbursed

for appropriate and reasonable out-of-pocket expenses incurred while traveling for school related

activities. Only expenses necessary for the purpose of travel shall be reimbursable. Transportation

costs, such as taxicabs, are allowable only for essential transportation. Mileage for travel by personal

vehicle will be paid at the rate fixed annually by the Board. Tax exemption certificates shall be issued

and utilized as appropriate.

The Superintendent of Schools shall determine, in the first instance, whether attendance by

District staff at any conference or professional meeting is in the best interest of the District, and

eligible for reimbursement of expenses under this policy.

To obtain reimbursement, the claimant must complete and sign an expense voucher, attach all

itemized receipts or other expense documentation, together with a copy of the approved conference

attendance request form and evaluation report (if required), and submit the same to the appropriate

administrator.

Regulations concerning expense reimbursement shall be attached to this policy, shall be

reviewed annually, and shall be revised as appropriate.

Cross Ref: 2521 Attendance by Board Members at Conferences, Conventions and Workshops

Ref: Education Law §§1604(27); 1709(3); 1804; 2118; 2523; 2524; 3023; 3028; 3813

General Municipal Law §77-b

kingston board of education agenda and resolutions for meeting of 04/17/2013

Documents

womens studio

cooperative

regular educational

internal audit

corrective

school district

school sponsored

field trips