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. II. III. IV. CALL TO ORDER (6:00 P.M.) ROLL CALL/PLEDGE OF ALLEGIANCE PRINCIPALS WELCOME Mr. Errin Parese 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. VI. VII.

RETURN TO PUBLIC SESSION (7:00 P.M.) ACTION PERTAINING TO EXECUTIVE SESSION (If necessary) PUBLIC PARTICIPATION (7:00 p.m.)

VIII. SUPERINTENDENTS REPORTS District Recognition Ms. Patricia Beesmer Mr. Adrian Manuel 2013-2014 Budget Update Resolutions B86 & B87 Sophie Finn Update Resolutions B90 & B91

B86 - Annual School District Budget 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; 1

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-ThreeThousand-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. B87 - Property Tax Report Card 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)
Total Proposed Spending Total Proposed School Year Tax Levy, Including Tax Levy to Support Library Debt 1 Permissible Exclusions to the School Tax Levy Limit Proposed School Year Tax Levy, Not Including Levy for Permissible Exclusions or Levy to Support Library Debt School Tax Levy Limit, Not Including Levy for Permissible Exclusions 2 Difference (positive value requires 60.0% voter approval) Public School Enrollment Consumer Price Index $143,084,388 $93,401,490

Budgeted 2013-2014 (B)

$146,103,322 $95,736,527

Percent Change (C)

2.11% 2.50%

$816,403 $92,585,087

$2,385,316 $93,351,211

$93,392,663

$94,754,362

($807,576) 6,792

($1,403,151) 6,676 -1.71% 2.10%

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All proposed levies should exclude any prior year reserve for excess tax levy, including interest. 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) Adjusted Restricted Fund Balance Assigned Appropriated Fund Balance Adjusted Unrestricted Fund Balance Adjusted Unrestricted Fund Balance as a Percent of the Total Budget $13,070,254 $2,450,000 $5,723,375 4.00% Estimated 2013-2014 (E) $6,380,840 $850,000 $5,844,133 4.00%

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 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 Marys 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; 3

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 Marys 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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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 (ESL Teacher)

Effective September 1, 2013 to January 30, 2014

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 BE IT RESOLVED, upon the recommendation of Dr. Paul J. Padalino, Superintendent of 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 BE IT RESOLVED, upon the recommendation of Dr. Paul J. Padalino, Superintendent of 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 BE IT RESOLVED, upon the recommendation of Dr. Paul J. Padalino, Superintendent of 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 5

CIVIL SERVICE CS28 Appointments, Change in Status, LOA, FMLA, Resignations & Retirement BE IT RESOLVED, upon the recommendation of Dr. Paul J. Padalino, Superintendent of 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 KENNEDYchange from probationary monitor to permanent monitor effective 3/14/13 MARYJO LOUGHRANchange 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 B80 - Authorization to Establish a Scholarship Fund 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 Peters memory by making a difference in a Kingston High School students 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. 6

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 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 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 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 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, NOW, THEREFORE, BE IT RESOLVED, that the Board of Education of the City School 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 # 1 2 3 10 16 40 41 YEAR 1999 1994 1999 1991 1993 1998 1999 MAKE /MODEL FORD TAURUS FORD TAURUS FORD TAURUS CHEVY PU CHEVY VAN CHEVY DUMP DODGE VAN VIN 1FAFP52UXG123600 1FALP52U1RA278599 1FAF52U8XG106996 1GBGK24XME180553 1GCG25ZOPF359831 1GBJK34R6WF065762 2B7LB31Z4XK533872 PLATE L74978 K47665 L74977 K47663 K47662 M33670 K47671 REASON FRAME ROT /DOES NOT PASS INSPECTION TRANSMISSION /BODY ROT FRAME ROT/DOES NOT PASS INSPECTION TRANSMISSION/DOES NOT PASS INSPECTION TRANSMISSION/ BODY ROT FRAME ROT/ DOES NOT PASS INSPECTION BODY ROT/ DOES NOT PASS INSPECTION

Stairmaster-MOD: 4000 PT-SER: C-20507 Startrac PRO - Asset:004842 MOD: 5130-SINTPO-SER: 5160902649 Manuf: 2006 7

Startrac PRO - Asset :004841 MOD: 5130-SINTPO SER: 5160902645 - Manuf: 2006 Startrac PRO - Asset: 004843 MOD: 5130-SINTPO SER: 5161002905 Manuf: 2006 B85 - BOCES Cooperative Bidding Blanket Resolution 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. B88 - Accept Grant Award for Kingston High School 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 NOW, THEREFORE, BE IT RESOLVED, that the Board of Education of the City School 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 Appropriation Revenue Dollar Increase $2,000.00 $2,000.00

A2110.400.36.0000 A2705

B89 - Disposal of KCSD Library Textbooks 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 NOW, THEREFORE, BE IT RESOLVED, that the Board of Education of the City School 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

Dietz Stadium Commission Curriculum & Instruction Committee Joint Visitation/Master Plan Facilities Committee Policy Committee 1st Reading of Policy 4531 Field Trips and Excursions and Policy 6830 Travel, Conference Attendance & Expense Reimbursement Audit & Finance Committee BOE76 - Treasurers Report & BOE77 Claims Auditor Report

Resolution #2012-BOE76 Treasurers Report BE IT RESOLVED, that the following Treasurers Report for January and February 2013 be accepted as attached (see Appendix C).

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 Clerks 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. 11

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, Womens 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., Womens 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. 2. 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 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 students 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 parents 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

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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 Districts 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.

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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

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