Mentor Exempted Village School District Paradigm October 9, 2018 To be approved at the Board of Education meeting November 20, 2018. MINUTES OF THE OCTOBER 9, 2018 REGULAR MEETING OF THE BOARD OF EDUCATION. THE BOARD OF EDUCATION MEETING IS VIDEOTAPED AND THE VIDEO IS AVAILABLE FOR REVIEW OR A COPY CAN BE OBTAINED BY CONTACTING THE TREASURER'S OFFICE AT THE HELEN H. "SUE" OSBORN ADMINISTRATION BUILDING. The Mentor Exempted Village Board of Education held its Regular Meeting on Tuesday, October 9, 2018 at 7:00 p.m., at Paradigm, 6465 Center Street, Mentor, Ohio. Members present: Mrs. Mary L. Bryner, Mr. E. Kenneth Buckley, Mrs. Virginia E. Jeschelnig, Mrs. Deanne M. Roberts, and Mr. Thomas V. Tuttle. Mrs. Bryner led the assembled in the Pledge of Allegiance. At this time Mrs. Bryner asked for a moment of silence in memory of Stephen Scherlacher, Mentor High School volleyball coach, who passed away October 8, 2018. Mrs. Roberts moved, seconded by Mr. Tuttle to approve the minutes of the special meeting held June 28, 2018 as amended for cash transfer corrections, the regular meeting held September 11, 2018 as corrected for address typo Brentmoor Elementary School, and the special meeting held September 25, 2018. Roll Call: Ayes: Mrs. Roberts, Mr. Tuttle, Mrs. Jeschelnig, Mr. Buckley and Mrs. Bryner abstained. The motion carried. 2018-10-140 At this time, Mrs. Bryner stated that there would be a hearing of the public on agenda items only. There were none. Mrs. Jeschelnig moved, seconded by Mr. Buckley that the Board of Education approve the consent agenda as presented by the Superintendent. Acceptance of gifts: 5 Amoeba tables from the Mentor Public Library to Mentor High School $33.30 from Skybridge Americas, INC. (Coca-Cola) to Bellflower Elementary School $200.00 from Concoc Phillips Company to CARES $2,500.00 from Mr. Joe Jaros, Marco’s Pizza to Fairfax Elementary School Approval of of the following overnight/out-of-state field trip at no cost to the Board of Education: Mentor High School/Lakeland SkillsUSA Fall Leadership Conference, Columbus, OH November 8-9, 2018 Mentor High School – Mentor Top 25 Annual Performance/Education Tour, San Antonio, TX June 5-11, 2019 Approval of the following overnight/out-of-state field trip: Mentor High School – Science Olympiad National Invitational, Massachusetts Institute of Technology - Cambridge, MA January 10-13, 2019 Approval of the designated bus stop list for the 2018-2019 school year and authorize the Superintendent to adjust the bus stops throughout the 2018-2019 school year. Mentor Exempted Village School District Paradigm October 9, 2018 Roll Call: Ayes: Mrs. Jeschelnig, Mr. Buckley, Mrs. Roberts, Mr. Tuttle, Mrs. Bryner. The motion carried. 2018-10-141 At this time Mr. William Porter, Superintendent, and Mr. Tuttle recognized the PTA/PTSA Presidents for the 2018-2019 School Year. Bellflower PTA Amy Tulenson Fairfax PTA Kelly Belin Hopkins PTA Christine Henninger Lake PTA Danielle Overall Orchard Hollow PTA Parham Weaver Ridge PTA Michelle Godek Sterling Morton PTA Rachel Tabone Memorial PTA Christine Henninger Shore PTSA Jennifer Seech Mentor High School PTSA Mickey Pugh Lake County Council Taryn Winney At this time there was a First Reading of the following revised policies: Policy 8.16 “Credit Card Policy” Policy 9.21 “Business Advisory Council” Policy 8.16 “Credit Card Policy” The Board of Education recognizes the efficiency and convenience afforded the day-to- day operation of the District by establishing a credit card account. A “credit card account” is any bank-issued credit card account, store-issued credit card account, financial institution-issued credit card account, financial depository-issued credit card account, affinity credit card account, or any other card account allowing the holder to purchase goods or services on credit or to transact with the account, and any debit or gift card account related to the receipt of moneys. A “credit card account” does not include a procurement card account, gasoline or telephone credit card account, or any other card account where merchant category codes are in place as a system of control for use of the card account. A credit card account will be established in the name of the District and will be used for incidental purchases authorized by the Treasurer/CFO. All presentation instruments related to the credit card account shall bear the District’s name, including cards and checks. Credit cards shall not be used to circumvent the general purchasing procedures required by law and the policies of the Board. Purchases using the credit card shall be supported by documentation as required by the Treasurer/CFO. The Treasurer/CFO shall retain general possession and control of the credit card account and presentation instruments related to the account, including credit cards and checks. The credit card must be secured at all times in the Treasurer/CFO’s office and/or designated building/department staff person’s office, with request being made for use to the Treasurer/CFO and/or designated building/department staff. by the employee responsible for the District’s credit card. Officers or Positions Authorized to Use Credit Card Only officers/employees of the Board who have received authorization from the Treasurer/CFO may authorize and approve credit card transactions. The Treasurer/CFO shall document the name and position title of any District officer/employee authorized to use the credit card. Mentor Exempted Village School District Paradigm October 9, 2018 Acquisition, Use and Management of Credit Card Before an officer/employee may use the credit card account, credit card, or any checks associated with such account, he/she must sign an acknowledgment that he/she has read and understands this Board policy. Expenses for which the Credit Card Account May be Used The credit card may be used only for official business and for the benefit of the District. Credit card expenditures for the following are strictly prohibited: entertainment, alcoholic beverages, personal services, and cash advances. A District officer/employee who utilizes the credit card in violation of Board policy may be subject to prohibition from result in loss of use of the District’s credit card, disciplinary action, including termination, and personal liability for unauthorized charges. Cash Withdrawals and Maximum Credit Limit Cash withdrawals may not be made with the credit card. No authorized user of the credit card may incur more than Fifty Thousand Dollars ($50,000.00) in debt through use of the credit card for any individual transaction. Submission of Itemized Receipts Receipts for any transaction involving the credit card must be obtained by the officer/employee using the card to incur the expense and submitted to the Treasurer/CFO and/or designated building/department staff at the time that the credit card is returned. If an officer/employee fails to submit a receipt to the Treasurer/CFO and/or designated building/department staff to document a transaction involving the credit card, the officer/employee shall be liable for the expense. provide a list receipt affidavit. Guidelines Officers/employees are required to abide by the following guidelines when using a District credit card. A. All credit cards shall be issued to and in the name of the Mentor Board of Education. B. District officers/employees may use credit cards only in connection with Board- approved or school-related activities and in accordance with funds availability and the appropriation of a particular building or department budget or grant provision. C. Subject to the discretion of the Board and the approval of the Treasurer/CFO, credit cards may be used for eligible goods and services, including: 1. Transportation reservations and expenses; 2. Conference registrations; 3. Hotel reservation guarantees and expenses; 4. Purchases from vendors who do not accept purchase orders or vouchers, with prior approval from the Treasurer/CFO; 5. Supplies and materials needed for District expenses; 6. Other purchases approved by the Treasurer/CFO on a case-by-case basis. Mentor Exempted Village School District Paradigm October 9, 2018 D. Credit cards shall not be used for personal purchases or expenditures not allowed under this guideline. In particular, credit cards shall not be used for expenses that are not incurred in connection with Board approved or school- related activities, are not for the benefit of the District, and do not serve a valid and proper public purpose. Use of credit cards in an unauthorized or illegal manner may result in revocation of credit card privileges, disciplinary action and/or where appropriate, may require the user to pay any and all inappropriate charges, including finance charges and interest assessed in connection with the purchase. Knowing misuse of the District’s credit card is a criminal offense under O.R.C. §2913.21. E. Officers/employees requiring the use of District credit cards shall request (in writing) the use of such cards from the Treasurer/CFO and/or designated building/department staff. F. The District is a nonprofit political subdivision of the State of Ohio. Tax exemption forms shall be utilized and are available at the Treasurer/CFO’s Office. G. Upon receipt of a District credit card, officers/employees shall: 1. Inform merchants that the purchase is for “official School District business” and is not subject to State or local sales tax. The officer/employee shall present a tax exemption form. 2. Maintain credit cards in a secure fashion and prevent unauthorized charges to the account. 3. Maintain sufficient documentation of all purchases, including, but not limited to, charge receipts, original cash register slip or other detailed receipt, and invoices. 4. Provide documentation of all purchases to the Treasurer/CFO’s office in a timely manner to ensure prompt payment. 5.