The School District Organizational Meeting

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Educational Management Services

Room 876 Education Building Annex

Albany, New York 12234

(518) 474-6541

 

June 1998

 

 

 

 

Type of District

 

Date of Annual Meeting

Date of Organizational Meeting

 

 

Legal Reference

 

Common Schools

Third Tuesday in May, unless it conflicts with a religious observation then it is the second Tuesday in May

 

None Required

 

2002, 2017

 

Union Free and Central Schools

Third Tuesday in May, unless it conflicts with a religious observation then it is the second Tuesday in May

First Tuesday in July unless it is a legal holiday, then it is the first Wednesday in July

 

Board may decide on any time during the first fifteen (15) days in July

1707, 1804, 2002

Central High Schools:

Nassau Suffolk

  

Second Tuesday in July

1904, 1906

City Schools:

 

Under 125,000

 

 

 

 

Over 125,000

 

 

New York City

 

 

City Schools

 

 

Community District (NYC)

 

 

None

 

 

 

 

None

 

 

None

 

 

None

 

 

Election first Tuesday in May, every three years after 1977.

 

 

First week in July, date and time designated by the board

 

Second Tuesday in May at 4:00

 

First Tuesday in July

 

First week in July at 4:00

 

Not specified but would assume it would be first meeting in July

 

 

2504

 

 

 

 

2563

 

 

 

2563

 

2504

 

 

2590(c)

BOCES

Held in April

Not specified but would assume it would be first meeting in July

1950, 1951

 

___________________________________________________ School District

 

 

 

Annual Organizational Meeting of the Board of Education

 

Date:_______________________

 

 

 

  1. Administration of Oath

    2.  

     

    _____ a. Newly Elected Board Members; Administer Oath of Faithful Performance in Office to newly elected board members: New :York State Constitution, Article XIII-I; Public Officers Law 10, 30

     

  2. Election of Officers

    3.  

    _____ a. President of the Board: Education Law 1701, 2504, 2563

     

    _____ b. Vice President: Education Law 1701, 2504

     

    _____ c. Administer Oath of Faithful Performance in Office to above: New York State Constitution, Article XIII-1; Public Officers Law 10, 30.

     

  3. Appointment of Officers

    4.  

    _____ a. Clerk of the Board; Education Law 2114, 2130, 2503; Commissioner's Regulations 170.2

     

    _____ b. District Treasurer: Education Law 2114, 2130, 2503; Commissioner's Regulations 170.2

     

    _____ c. Deputy Treasurer; Education Law 1720

     

    _____ d. Tax Collector: Education Law 2101, 2114, 2130, 2506; Commissioner's Regulations 170.2; Town Law 37

     

    _____ e. Claims Auditor: Education Law 1709-20a, 2526; Commissioner's Regulations 170.2

     

     _____ f. Deputy Claims Auditor: Education Law 1709-20a, 2526

     

     _____ g. Administer Oath of Faithful Performance in Office to above: New York State Constitution, Article XIII-1; Public Officers Law 10, 30

     

     

  4. Other Appointments

    5.  

    _____ a. School Physician: Education Law 902, 1709-21; Commissioner's Regulation 136.2

     

    _____ b. School Attorney

     

    _____ c. Census Enumerator: Education Law 3242 (discretionary)

     

    _____ d. Central Treasurer - Extraclassroom Activity Account: Education Law 2503; Commissioner's Regulation 173.4

     

    _____ e. Attendance Officer: Education Law 3213

     

    _____ f. School Dentist: Education Law 902

     

    _____ g. Independent Auditor: Education Law 2116-a; Commissioner's Regulation 170.2

     

    _____ h. Records Access Officer: Commissioner's Regulation 185.2(a)(1)

     

    _____ j. Asbestos (LEA) Designee: AHERA, Public Law 99-519

     

    _____ k. Purchasing Agent: Commissioner's Regulations 170.2

     

  5. Designations

    6.  

    _____ a. Official Bank Depository, All Funds: Education Law 2129, 2130;

    Commissioner's Regulation 170.2

     

    _____ b. Regular Meetings: Education Law 1708 (at least once in each quarter), 2504

     

    _____ c. Official Newspapers: Education Law 2004; General Municipal Law 103

     

  6. Authorizations

    7.  

    _____ a. To Certify Payrolls: Education Law 1720, 2523; Commissioner's Regulation 170.2

     

    _____ b. Conferences, Conventions, Workshops Attendance: General Municipal Law 77-b

     

    _____ c, To establish Petty Cash Funds: Education Law 1709-29; Commissioner's Regulation 170.4

     

    _____ d. Designation of Signatures on Checks: Education Law 1720, 2523

     

    _____ e. Budget Transfers on Chief School Officer's approval: Commissioner's Regulation 170.2

     

    _____ f. Superintendent to apply for Grants in Aid (State and Federal): Education Law 1711, 2508

     

  7. Official Undertakings (Bonds)

    8.  

    _____ a. District Clerk: Education Law 2527, City Districts with no auditor

     

    _____ b. District Treasurer: Education Law 2122, 2130, 2527; Commissioner's Regulation 170.2

     

    _____ c. Deputy Treasurer: Education Law 1720

     

    _____ d. District Tax Collector: Education Law 2124, 2527; Commissioner's Regulation 170.2

     

    _____ e. Central Treasurer Activity Funds: Commissioner's Regulation 172.5

     

    _____ f. Internal Claims Auditor: Education Law 2527; Commissioner's Regulation 170.2

     

    _____ g. All persons and positions required by law or regulation to be bonded: Public Officers Law, Section 11 and Commissioner's Regulation 170.2 permit use of a Faithful Performance Blanket Bond in lieu of specific official undertakings; virtually all school districts and BOCES take this approach

     

  8. Other Items

 

_____ a. Re-adoption of all Policies and Code of Ethics in effect during previous year: Implied in Education Law 1709, 2503

 

_____ b. Establish Mileage Reimbursement Rate: Education Law 2118

 

_____ c. _________________________________________________________

 

_____ d. _________________________________________________________

 

_____ e. _________________________________________________________

 

 

Organizational Meeting

Do's and Don'ts

 

DO

 

  1. Check the oath to insure it conforms to Article XIII-1
  2. Make certain the person administering the oath countersigns it
  3. Make certain all board officers as well as newly elected members of the board take an oath each year
  4. Appoint a deputy treasurer
  5. Include the stipend, if any, in the appointing motions
  6. Include in the appointing motion for the treasurer, deputy treasurer, tax collector, extraclassroom activity fund treasurer, claims auditor and deputy claims auditor, the amount of bond they are to obtain
  7. Make certain someone is authorized to certify payrolls
  8. Designate a purchasing agent
  9. Indicate the person responsible and the amount when establishing a petty cash fund
  10. Designate the signature of the treasurer on all school district checks
  11. Re-adopt all previous policies
  12. Establish the mileage reimbursement rate for use during the fiscal year when appropriate staff use their own vehicles on official business
  13. Authorize the superintendent to make budget transfers
  14. Authorize the superintendent to approve the attendance of staff to conferences
  15. Properly label this meeting as the "Organizational Meeting"
  16. Set the meeting dates for regular meetings throughout the year
  17. Designate the bank or banks where the treasurer will deposit district monies for the fiscal year
  18. Designate the official newspaper or newspapers where official district notices will be published for the fiscal year

 

DON'T

 

  1. Don't hold the organizational meeting before July 1 or after July 15 (unless you are a city district of over 125,000)
  2. Don't allow newly elected board members to vote until they have taken their oath
  3. Don't close the organizational meeting and then open a regular meeting immediately following - it is all one meeting
  4. Don't use titles for board officers which are not in law or regulation (e.g., alternate treasurer or substitute internal claims auditor
  5. Don't forget to add the words "with expenses" when recording a motion authorizing members of the board to attend conferences and conventions
  6. Don't organize the minutes from back to front - they should read like a book
  7. Don't forget that law and regulations are constantly changing which may change the format of the organizational meeting - check

 

Suggested Resolutions For Use at the

Annual Organizational Meeting of the Board of Education

 

Upon motion made by _________, seconded by________ the following resolution was offered:

 

Resolved, that _______ be elected President of the Board

of Education of this District for the 19____, _____ fiscal year.

 

Vote on the foregoing resolution was:

 

Ayes _____ Motion Carried _____

Or

Nays _____ Motion Defeated _____

 

 

 

Election

Of

President

98-01

 

Upon motion made by _________, seconded by __________, the following resolution was offered:

 

Resolved, that __________ be and is hereby appointed

Treasurer of this District to serve at the pleasure of the Board

of Education during the school year 19___ - ____ at an annual

salary of ______ and is directed to procure an official undertaking in the amount of __________ and deliver it to the board.

Vote on the foregoing resolution was:

 

Ayes _____ Motion Carried _____

Or

Nays _____ Motion Defeated _____

 

 

 

 

Appointment

Of

District Treasurer

98-02

 

Upon motion made by _________, seconded by __________, the following resolution was offered:

 

Resolved, that the following Banks and/or Trustee Companies be and are hereby designated as the official Depositories for the funds shown during the school year 19___ - ____.

Bank or Trust Company Fund

 

___________________ ___________________

 

___________________ ___________________

 

Vote on the foregoing resolution was:

 

Ayes _____ Motion Carried _____

Or

Nays _____ Motion Defeated _____

 

 

 

 

Designation

Of

Official

Depositories

98-03