Meeting Minutes: July 6th, 2016

NYC School Support Services

Board Meeting

July 6, 2016

9:30 am, 52 Chambers Street

 

Meeting Minutes

 

The meeting of the NYC School Support Services, Inc. (“NYCSSS”) Board was called to order at 9:35 am by Treasurer Larian Angelo, who chaired the meeting in place of Chairperson Elizabeth Rose, who could not attend.  Ms. Angelo noted that a quorum was present to conduct business.

 

In attendance were treasurer Larian Angelo, secretary Natalie Green Giles, and board members David Kramer and Jose Davila, in addition to NYCSSS Executive Director Stephen Brennan, CEO of School Facilities for the DOE John Shea, Erin Lester, Special Assistant from the Office of Deputy Chancellor Rose, Robert Balducci, Deputy Comptroller for the New York City Municipal Water Authority, and Russell Buckley, Supervising Analyst for the Office of Management and Budget.

 

Ms. Angelo reviewed the agenda for the meeting, which included: the approval of the June 23, 2016 meeting minutes, a presentation of the NYCSSS fiscal year 2017 budget, the review and approval of the contract for services between ADP and NYCSSS, the review and approval of the contract between SymphonyHR and NYCSSS, and the consideration of any new business.

  1. A motion was made and seconded to approve the minutes of the June 23, 2016 meeting. The motion was approved and the minutes were unanimously approved without modifications.
  2. The Board members reviewed the fiscal year 2017 Annual Budget for Operating and Administrative expenses with a breakdown of operating expenses (comprised of payroll expenses and fringe benefits for the custodial employees) and the administrative costs associated with the operations of NYCSSS. Executive Director Stephen Brennan led the discussion of the budget, with assistance from representatives from the Office of Management and Budget (OMB).


The Board inquired about NYCSSS’s bank account, and Erin Lester replied that it was now operational, with a $500,000 bridge loan from the Fund for the City.  Ms. Angelo requested that the Board receive reports of actual vs. projected expenses at future meetings.   

 

3. A motion was made and seconded to review the contract for payroll services between ADP, LLC and NYCSSS. The motion to review was approved, and Mr. Brennan provided the Board with additional background information. 

Lester then presented the terms of the final contract, noting that the contract had been emailed to Board members in advance of the meeting. 

The Board discussed the following issues:

Competitive Bidding.  Mr. Brennan advised that other bids were reviewed, and that no other payroll service organization could provide the service needed within NYCSSS’s timeframe.

Impact of switch to ADP. The same practices for onboarding employees will be in place for background checks.  ADP will not be part of the onboarding process.

What is in place for retention/data back up?  ADP represented to NYCSSS that it has a robust disaster recovery program.

There being no further questions, Ms. Angelo made a motion to approve the authorization to enter into the contract with ADP, LLC.  The motion was seconded and approved, and the resolution was adopted. 

 

4. A motion was made and seconded to authorize a contract with SymphonyHR for consulting services. The motion was approved and Mr. Brennan explained the need for additional assistance from SymphonyHR, to provide services to clean up the custodial worker data before it could be provided to ADP. Board members questioned the method by which the vendor was identified and whether an alternative had been considered.  Brennan responded that another company, RCM, had been identified, but SymphonyHR was recommended by ADP and more competitive in its pricing.  It was also noted that SymphonyHR had signed a nondisclosure agreement, given the sensitivity of the personal data they would be handling.

There being no further questions, a motion was made and seconded to approve the resolution authorizing NYCSSS to enter into a contract for consulting services with SymphonyHR and the motion approved. 

5. New Business

Angelo requested an informal Board update (email rather than in person meeting) after the first test payroll. Mr. Brennan agreed to provide a briefing.

6. Adjournment

There being no further business, the meeting adjourned at 11:00 am.  The next meeting of the Board will take place in September 2016.  The exact date, time, and location is to be determined.

 

Respectfully submitted by Natalie Green Giles, Secretary