MINUTES OF A REGULAR MEETING

OF THE

RUTHERFORD BOARD OF EDUCATION

DECEMBER 9, 2002

A regular meeting of the Board of Education was held on Monday evening, December 9, 2002 at the High School Cafeteria. Meeting was called to order by President Willis at 7:30 P.M. with the Pledge of Allegiance to the Flag.

On roll call the following members were present: Mrs. Ahmed, Mr. Brancato, Mr. Casadonte, Mrs. Cevasco, Mr. Gibney, Mrs. Monahan, Mr. Novosielski, and Mrs. Willis. Mr. Ferguson was absent for the entire meeting. Also present were Mrs. Conlon and Mr. Brown.

The New Jersey Open Public Meetings Law was enacted to ensure the right of the public to have advance notice of and to attend the meeting of public bodies at which any business affecting their interests is discussed or acted upon. In accordance with the provisions of this Act, the Rutherford Board of Education has caused notice of this meeting to be published by having the date, time and place thereof posted on the bulletin board outside the Borough Clerk's Office, mailed to the News Leader, Herald, South Bergenite, and the Record newspapers, and filed with the Borough Clerk.

As approved by the Rutherford Board of Education, we are taping and broadcasting our worksessions and regular meetings. These meetings will be broadcast without editing during a two-hour time segment on Tuesday evenings at 8:00 PM on the Comcast public access channel. At the conclusion of the two-hour segment, the broadcast will end regardless of what part of the meeting is currently being viewed due to the Comcast time constraint. Any member of the public who wishes to view the two-hour tape should make a written request to the Board Secretary who will have a copy of the tape made available within two weeks of the request. There will be a nominal fee charged for this tape reproduction. We welcome comments from residents viewing the broadcast.

• SPECIAL PRESENTATION: Student/Staff Recognition — Mrs. Conlon presented awards to the following students and staff members:

David Dyson — Bergen Record Athlete of the Week

Philip Zaorski — Third Place, Cartoon & Story — "The Three Mousquetaires" — American Association Teacher of French

Holly Kim — Fifth Place, Book Cover — "The Man in the Iron Mask" — American Association Teacher of French

Beverly Walker — Distinguished School Nurse Alumni Award — New Jersey City University

Ann Marie McCarthy — 31 years Lincoln School Grade 4 Teacher

Richard Wilke — 18 years Maintenance Department

Myrna Frazier — 13 years Sub Caller

The Board took a short recess at 7:40 P.M.

As approved by the Rutherford Board of Education at the March meeting, we are in a trial period of taping and broadcasting our worksessions and regular meetings. We are continuing our trial period broadcast, pending receipt of the evaluation of trial period. These meetings will be broadcast without editing during a two-hour time segment on Tuesday evenings on the Comcast public access channel. At the conclusion of the two-hour segment, the broadcast will end regardless of what part of the meeting is currently being viewed due to the Comcast time constraint. Any member of the public who wishes to view the two-hour tape should make a written request to the Board Secretary who will have a copy of the tape made available within two weeks of the request. There will be a nominal fee charged for this tape reproduction.

MINUTES APPROVAL 1. Resolution by Mrs. Cevasco, seconded by Mr. Brancato.

Roll Call Vote:

MEETING OPEN TO THE PUBLIC: (Agenda Items Only) 7:53 P.M.

Mrs. Harriet Saxon, Language Teacher, passed out brochures related to the French trip to Quebec.

Meeting was then closed to the public at 7:56 P.M.

Roll Call Vote Personnel Items #1-16:

Roll Call Vote Personnel Item #18:

Roll Call Vote Personnel Item #19:

Roll Call Vote Personnel Items #20-23:

JUDITH GIOIA 25. Resolution by Mrs. Ahmed, seconded by Mrs. Cevasco.

Roll Call Vote Personnel Item #25:

Roll Call Vote Curriculum and Instruction Item #1:

Accounts Payable 11-26-02 $293,100.06\

12-9-02 620,954.92

$914,054.98

General Activities 11-22-02 684.00

11-26-02 2,159.94

12-2-02 1,286.00

$4,129.94

Payroll 11-27-02 $883,781.92

1. The Rutherford Board of Education hereby finds and determines that (a) the School Business Administrator/Board Secretary has reviewed (i) the Information Statement dated September 30, 2000 described in the New Jersey Asset & Rebate Management Program ("ARM") and (ii) the Trust Agreement creating the New Jersey Asset & Rebate Management Program Trust ("ARM Trust") and (b) the School Business Administrator/Board Secretary has been afforded the opportunity to discuss ARM with the Investment Provider and Special Counsel to ARM and the Rutherford Board of Education has determined that it is in the best interests of the Rutherford Board of Education to authorize the Rutherford Board of Education to participate in ARM.

2. The Trust Agreement is hereby approved and the School Business Administrator/Board Secretary is authorized to execute the Trust Agreement on behalf of the Board of Education.

3. First Union National Bank, as Custodian for the ARM Trust, is hereby approved to act as a depository of Public Funds for the Rutherford Board of Education and the Rutherford Board of Education’s Cash Management Plan is hereby amended to provide the same.

4. The Rutherford Board of Education acknowledges that its decision to authorize the participation in ARM is based solely on the information set forth in the Information Statement and in the Trust Agreement.

5. This resolution shall take effect immediately upon its adoption.

IASA CARRYOVER 7. BE IT RESOLVED BY THE RUTHERFORD BOARD OF EDUCATION to approve a

Title II $304.00

Title IV 2,675.00

Title V 2,757.78

Total: $5,736.78

Roll Call Vote Finance Items #1-7:

INTERVENTION the following revised Policy #5141.6 Crisis Response/Intervention on first reading:

BOARD OF EDUCATION OPERATIONSPUPILS

The Board of Education recognizes its responsibility to be prepared to confront circumstances in which the physical and/or mental well being of pupils, staff, and other individuals on school grounds is threatened or overtly impacted upon by an individual or group of individuals. Situations at issue include, but are not limited to, acts of terrorism, hostage situations, threat of personal injury, accidents, and other threats or acts of a violent nature. The Board further recognizes there is a need to deal with the aftermath of such events and circumstances, and to contend with the psychological trauma, pain, and confusion, which may ensue as the result of these events.

The Board establishes through the person of the Superintendent or his/her designee, a Crisis Team whose responsibility it shall be to act:

1. As a source of information;

2. As a vehicle through which direct services may be delivered;

3. In an advisory capacity to the Superintendent, or his/her designee, and/or other

agents or agencies dealing with the crisis situation.

The Crisis Team shall consist of the following membership:

1. The Superintendent of Schools, or his/her designee;

2. An administrator from each of the schools within the district;

3. School Psychologist and/or Social Worker;

4. Student Assistance Counselor

5. Director of Special Services and/or Guidance

6. Director of Buildings and Grounds

7. Teacher representative (s);

8. A representative of local/State Police;

9. School Nurse;

10. Others as deemed appropriate to the function of the Crisis Team; e.g. a fire department representative, EMT specialist, or other community representatives.

The Crisis Team shall be convened at least on an annual basis:

1. To review established policy and procedures;

2. To orient new members as to their responsibility;

Adopted: July 9, 2001

BOARD OF EDUCATION OPERATIONSPUPILS

CRISIS RESPONSE

In responding to a crisis situation, the school administration and staff shall implement the following procedures:

A. LEVEL I - Threat Situation

In an event of an overt threat to an individual:

2. The administrator/supervisor, upon receipt of such a report, shall isolate and contain the individual (s) reported to have made said threat. Such action is to be

taken only if it is possible to do so without further jeopardizing the safety of the

individual threatened or any other individual on the school premises.

3. If the physical safety of any individual is, or might be, jeopardized the local law enforcement authorities shall must be contacted for their assistance.

4. Whenever possible, the building supervisor or administrator shall cause any and all other individuals present to be removed from the immediate and surrounding

location to a place of safety.

5. In those instances in which weapons and/or potentially dangerous materials are

6. The building administrator or supervisor shall, at his/her earliest opportunity, report to the Superintendent the existence of any crisis situation, the status of that situation and any action contemplated or taken by the building administrator.

7. In the absence of an imminent threat to any individual(s) (such as those outlined in #3 or #5 above), the Superintendent may choose to consult with others in determining an appropriate response to the threat situation; e.g., Board Attorney, administrator in whose school the threat has occurred.

8. The Superintendent may

a) Convene a meeting of the Crisis Team and/or members of that Team for consultation regarding an appropriate course of action.

b) Direct the administrator to:

1) Contact the parents of the individual (s) involved and require their

immediate presence at school to discuss the nature of the threat.

2) Immediately suspend the student (s) from school, pending further action.

c) In instances in which weapons have been involved, initiate suspension or expulsion proceedings in accordance with Policy #5610/5620.

9. Upon resolution of Level I situation, counseling services may be provided to individual (s) who have been adversely affected. Such services may be made available through the Guidance Department, Child Study Team or through a referral to an outside agency.

1011. The Superintendent or his/her designee shall report to the Board concerning the relevant details of the Level I crisis situation; specifically, those actions contemplated or taken and the resultant outcome.

B. LEVEL II - Crisis in Progress

2. The school shall place at the disposal of the law enforcement authorities, all personnel and information that might be supportive and useful in resolving the crisis.

3. The Crisis Team may be immediately convened.

5. The Crisis Team members will provide assistance and services as needed to help maintain order. Efforts should also be directed toward generating a sense of control in students, staff, and members of the community.

a) The safety of individuals immediately involved in the situation;

b) The reactions or interpretation of the staff, students, or community;

c) The effect upon law enforcement efforts to resolve the crisis.

C. LEVEL III - Aftermath

1. The Crisis Team shall consider and make recommendations concerning:

a) Individuals who are in the need of referral to in-school counseling services;

b) Individuals who need to be referred to agencies or private counselors;

f) Directions to the staff regarding appropriate/inappropriate media contact.

2. The Crisis Team shall:

a) Review the crisis policy and procedures currently in effect;

3. The Superintendent or his/her designee, shall communicate to the Board of Education information concerning the resolution of the crisis situation, details of actions contemplated or taken and recommendations for changes in policy or procedures.

4. Individuals who are members of the student population and are found to be culpable in the commission of any threat or act as indicated above, shall be subject to:

a) Criminal law pertaining to such acts and individuals.

b) The civil law pertaining to such acts and individuals.

c) New Jersey Education Law and Codes (Regular and Special Education) as they pertain to such acts and individuals.

Adopted: July 9, 2001

Revised:

BOARD OF EDUCATION OPERATIONSPUPILS

CRISIS INTERVENTION

Situation: A student is identified by a peer, teacher, or other school personnel as

possibly suicidal because he/she has directly or indirectly (e.g. in writings) expressed suicidal ideation or demonstrated other warning signs.

• Each school should have a person or persons (with backups) who are identified for staff and students as the individuals to contact if a student is thought to be at-risk.

• concurrent with contact with the student

• after contact with the student

Situation: A staff person observes or is told about an overt threat is in which the student has directly written or spoken about wishing to commit suicide and/or expressed a suicidal ideation or demonstrated other warning signs.

1) inform the building principal who shall notify the SAC

2) request that the parent(s) come to the school immediately

3) notify the remainder of the building crisis team as needed.

• SAC will talk/interview the student to clarify the situation and assess the lethality of the threat.

• SAC may recommend a referral to a mental health resource (agency, therapist, hospital, etc.)

• If student is uncooperative, the police should be contacted.

• request that the parent(s) or guardian(s) come to school immediately.

• inform the building principal who shall notify the Superintendent of Schools.

• notify the building crisis team member(s).

• talk with the identified student to clarify the situation and assess the lethality of the threat.

• recommend a referral to a mental health resource (agency, therapist, hospital, etc.)

• require an assessment by a mental health professional before the child may return to school.

• If student is uncooperative the police should be contacted.

1. The building team members first priority must be to ensure the short-term physical safety of the student.

The school nurse shall secure immediate medical treatment, using either first aid techniques or telephoning the local rescue squad.

The student will be kept under close supervision at all times.

The police should be called.

2. The school nurse or other designated school building team member will communicate with parents/guardians and principal to establish an interim plan of action.

3. The building team member will make an immediate referral to the appropriate mental health emergency service for the implementation of a plan for short-term assessment and long-term treatment and will recommend strongly that parent initiate immediate steps to arrange for a mental health assessment.

• initiate the signing of information releases to allow school personnel to communicate with the mental health professionals responsible for assessing the student.

• follow-up (by designated school professional) as necessary toencourage parents and/or student to maintain contact with a mental health agency.

4. If the student has siblings at other schools within the district, the principals of these schools should be informed by the Superintendent.

5. If the suicide attempt becomes known to other students, steps must be taken to attenuate contagion among vulnerable students and provide

needed support to those who may be upset by this news.

• A brief statement of the facts can be prepared, i.e., that there was an attempt and the student is receiving help. Any additional information is confidential.

• Close friends and students known to be less stable must be identified and contacted to monitor their response and offer support as needed.

• Reactions of school staff members should also be monitored in order to ensure the provision of needed support to staff members who may be especially troubled by the suicide attempt.

7. If the student is in the process of attempting suicide or has already made an attempt, the building principal or assistant principal should contact the police and other emergency personnel as needed. The area should be cleared of other students immediately. Once the student has been provided with emergency medical attention, the building principal shall notify the superintendent. At the building principal's discretion, all students will be kept in current classes until the emergency is over.

8. All faculty, staff, or administrators (including the principal) who directly dealt with the suicidal student should participate in a mandatory debriefing session with a mental health consultant who is trained in post-crisis debriefing.

1. The building team members should attempt to engage the student in supportive interaction to determine exactly what happened in the suicide attempt.

• recognition of the seriousness of the problem

• need for professional help

• recommend strongly that parent(s) initiate immediate steps to arrange for a mental health assessment.

• initiate the signing of information releases to allow school personnel to communicate with the mental health professionals responsible for assessing the student.

• follow-up (by designated school professional as necessary to encourage parents and/or student to maintain contact with a mental health agency.

4. If the student has siblings at other schools within the district, the principals of these schools should be informed by the superintendent.

5. When the suicide attempt becomes known to other students, steps must be taken to attenuate contagion among vulnerable students and provide needed support to those who may be upset by this news.

• A brief statement of the facts can be prepared, i.e., that there was an attempt and the student is receiving help. Any additional information is confidential.

• Close friends and students known to be less stable must be identified and contacted to monitor their response and offer support as needed.

• Reactions of school staff members should also be monitored in order to ensure the provision of needed support to staff members who may be especially troubled by the suicide attempt.

1. The appropriate school official, upon learning from student's parents, or, if student is hospitalized, from hospital liaison person, about expected length of absence time, should contact student's teachers and request class work assignments that can be completed at home.

2. The designated staff person will maintain periodic contact with the student while he/she is away from school, keeping her or him informed about latest developments in the school; e.g. team scores, other special events, etc.

3. Immediately prior to student's return, the building team member will seek consultation with community treatment resources to learn of any specific treatment objectives which the school might be instrumental in supporting. Prior signed "Release of Information" form will be required. The student will not be readmitted without medical clearance and the appropriate consultation having occurred.

4. Discussion of the case in general faculty meetings is not recommended, unless such discussion can be specifically related to treatment and support needs of student. Generally, discussion of the case with any faculty or other staff should only be on a specific "need to know" basis. Only those persons directly involved with the student need to know about the attempt. Any discussion by these staff with the colleagues is an unethical breach

of confidentiality.

5. Discussion of the case in classroom settings should be avoided entirely since such discussion would constitute a violation of the student's right to confidentiality, and such discussion would serve no useful purpose to the

student.

6. If, by chance, the attempt was generally known to faculty and/or students, the same rules concerning general discussion of the incident (4 and 5) still apply.

7. School personnel or students who are aware of the case can be encouraged to discuss any of their concerns or reactions with an appropriate administrator or counselor.

8. The building team member should maintain periodic contact with student and his/her parents, following his or her return to school in order to monitor progress and offer appropriate level of support.

9. Generally, every attempt should be made to help the student return to normal functioning by treating him/her as similarly as possible to any student returning from any injury or illness.

IV. Responding to a Critical Situation:

1. The school superintendent or (designee) will obtain from police all pertinent information concerning the catastrophic incident.

2. The superintendent will convene the school (or District) Crisis Response Team. Based upon the severity of the event, the Team will decide which, if any of steps 3-10 will be implemented.

3. If the incident occurs or is discovered during the school day, immediate arrangements will be made in order to have siblings of those involved accompanied home.

4. The Crisis Response Team leader will coordinate support (which has been pre- arranged) from community mental health agencies.

5. The Superintendent (or designee) will put into action the planned news media control procedures.

• designate a spokes-person(s)

• prepare written news releases. Control/limit access to all other written material.

• designate grounds access perimeters for news media to minimize disruption to school activities. Specify news media office/interview rooms.

• disclose all relevant facts pertaining to the event

• allow time for immediate staff reactions

• compile list of all students who were close to those involved in the incident

• compile list of all school staff members who had contact with those involved

• review planned school response during subsequent school days and weeks including policy regarding contacts with news media

• review planned small group (in-class) disclosure to students of relevant facts including suggested discussion format.

• review procedures for making student referrals from classes to designated crisis/survivor support rooms

7. The Crisis Response Team will initiate meetings with all students. The meetings will be structured in small groups (classrooms) only:

• disclose all relevant facts pertaining to tragedy

• proceed with pre-planned small-group discussion process

• announce locations of crisis/survivor support rooms and time availability

• re-orient students to ongoing classroom activities.

8. The Crisis Response Team will initiate survivor group counseling sessions for:

• students who were closest to deceased

• other concerned/troubled students

• faculty/staff members

9. The Crisis Response Team will arrange meetings for parents in order to:

• disclose facts and inform of subsequent steps taken by school

• review school/community resources they may wish to utilize

• remind them of their children's special needs during the crisis period.

10. The Crisis Response Team will initiate additional survivor support services as follows:

• reschedule any immediately, impending stressful academic exercises/tests if possible.

• inform local hot-line and mental health center of events at school so they

can be prepared to meet student needs.

• contact administrators in surrounding schools and districts. Aftermath of tragedy also affects students and staff in other schools.

Situation: Child abuse is witnessed and/or suspected

1. The state/child protection agency is notified by staff member.

2. The Principal is notified.

3. The Principal notifies the Superintendent of Schools and a law enforcement official as appropriate.

Situation: An abduction occurs.

1. If the abduction is witnessed or reported, 911 is call immediately.

2. Principal is notified.

3. Principal notifies the Superintendent of Schools.

Situation: There is an abduction or rape/abduction attempt.

1. 911 is notified.

2. Principal is notified.

3. Principal notifies the Superintendent of Schools.

4. The family is notified.

5. The child is contained.

6. The Principal assigns a building crisis team member to serve as a surrogate for the interview with a state/child protection agency

representative.

Adopted: July 9, 2001

Revised:

BOARD OF EDUCATION OPERATIONSPUPILS

Upon receiving notification of a tragedy, the following actions will be taken by school administration:

1. Call police and/or authority to verify facts (Principal/designee)

2. Notify Superintendent of Schools and, if needed, other members of crisis management team; identify district liaison with media; prepare press release/information sheet (Principal/designee)

3. Notify other schools' administration if there are other family members in district (Principal/designee)

4. Activate staff telephone chain and notify staff of meeting to be held before opening of school. (Principal)

5. Activate PTA emergency telephone chain if appropriate. Notify PTA President of tragedy and steps which school will be taking. (Principal) Note: Information on phone chain should be provided to an adult only. Messages regarding specific information should not be left on voicemail or communicated to a child.

6. Conduct pre-school opening meetings of building crisis management team; identify "at risk" students. (Principal/designee)

7. Prepare information sheet for distribution at staff meeting, as appropriate.

8. Contact local clergy to request assistance with students/parents, if appropriate.

(Principal/designee)

9. Conduct Staff Meeting

• Distribute fact sheet to all to be read in homerooms

• Advise staff of funeral arrangements, if known

• Identify steps for dealing with students, staff, media

10. Proceed with normal school day schedule as much as possible

11. Contact parents to express sympathy (Principal/designee)

12. Attend funeral as needed; students may attend with prior written parental permission.

13. Schedule subsequent faculty meetings as needed

14. Schedule small meetings with parents and/or students as needed

Roll Call Vote Policy on 1^st Reading #1-3:

BOARD REPRESENTATIVES

Student Representative to the Board of Education

The board of education invites a representative of the student body and an alternate to that representative, who will speak in the absence of the representative to attend regular worksession meetings of the board and to contribute to discussions as nonvoting representatives. In extending this invitation, it is the desire of the board to provide student representatives with a unique experience in functioning democracy, to foster a sense of responsibility to the system, to help students understand the process of decision-making in public bodies, and to provide a direct liaison between the board of education and the student body.

The student representative to the board of education:

• Must be at least a junior in the high school at the time of his/her election and

• Must be elected at the time of the annual student council election.

The alternate must be at least a sophomore at the time of election and shall be elected by the student council at its organization meeting. At any time that a vacancy exists for either the regular representative or alternate, the student council shall elect a new member or alternate. The student representative and the alternate will be notified in advance of each regular board meeting, will receive the agenda and necessary back-up materials that would ordinarily be available to the public.

Neither the student representative nor the alternate will participate in closed sessions of the board.

Time shall be allotted at each regular worksession board meeting for presentation of student body issues and/or problems.

Legal Reference: N.J.S.A. 18A:11-1 General mandatory powers and duties

Adopted:

Roll Call Vote Policy 2^nd Reading Item #1:

ROOF PROJECT 1. BE IT RESOLVED BY THE RUTHERFORD BOARD OF EDUCATION to approve

ROOF PROJECT 2. BE IT RESOLVED BY THE RUTHERFORD BOARD OF EDUCATION to approve

1. The fee structure proposed is most advantageous to the Board, price and other factors considered.

2. Experience and resources necessary to perform the contract have been demonstrated.

3. Reputation and responsibility of professional contractor are satisfactory.

BE IT FURTHER RESOLVED that:

1. The Board hereby approves the architect contract between the Board and Chapin Architectural Services, P.A. which is attached hereto and made a part hereof.

2. The Board authorizes the Board President and The Board Secretary/Business Administrator to execute the contract and any other documents necessary to effectuate the award.

KESSLER ENGINEERING 4. BE IT RESOLVED BY THE RUTHERFORD BOARD OF EDUCATION to approve a

EPIC MANAGEMENT, INC. 5. WHEREAS, the Rutherford Board of Education (hereinafter referred to as the "Board") has solicited proposals for construction management services, which is an extraordinary unspecifiable service (hereinafter referred to as "EUS") in accordance with N.J.A.C. 5:34-2.4;

WHEREAS, the Board finds the fee structure to be favorable;

NOW, THEREFORE, BE IT RESOLVED as follows:

1. The Board hereby approves the construction management contract between the Board and Epic which is attached hereto and made a part hereof.

2. The Board authorizes the Board President and the Board Secretary/Business Administrator to execute the contract and any other documents necessary to effectuate the award.

Roll Call Vote Buildings and Grounds Items #1-5:

MEETING OPEN TO THE PUBLIC: (Any Topic) 8:21 P.M. No comments made.

Approved.

Respectfully submitted,

Robert Brown

School Business Administrator/Board Secretary

MINUTES APPROVAL 1A. Resolution by Mr. Brancato, seconded by Mrs. Cevasco.

Roll call vote:

Roll call vote Personnel Item #1A:

Accounts Payable 12-3-02 $383,499.01

Payroll 11-15-02 $1,022,569.63

General Activities 11-6-02 2,147.31

11/20/02 342.40

$2,489.71

Roll call vote Finance Item #1A:

Roll call vote Finance Item #2A: