Meeting Minutes: June 23rd, 2016

NYC School Support Services, Inc.

Board Meeting

June 23, 2016

8:30 a.m., 255 Greenwich St, 8th Floor, Conference Room 8-S1S2

 

Meeting Minutes

The meeting of the NYC School Support Services, Inc. (“NYCSSS”) Board was called to order at 8:50 a.m. 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. Also present were Stephen Brennan, NYCSSS Executive Director; John Shea, CEO of School Facilities for the DOE; Erin Lester, Special Assistant to Deputy Chancellor Rose; and Lori Barrett, Senior Counsel for the NYC Law Department.

 

Ms. Angelo reviewed the agenda for the meeting, which included the approval of the June 14, 2016 meeting minutes; review and approval of the Requirements Agreement between the Board of Education of the City School District of the City of New York and NYCSSS; approval of the extension of the Letter of Engagement between ADP, LLC and NYCSSS, and the consideration of any new business.

  1. A motion was made and seconded to approve the minutes of the June 14, 2016 meeting. The motion was approved and the minutes were unanimously approved without modifications.
  2. The Board discussed the Requirements Agreement between the DOE and NYCSSS, a copy of which was emailed to Board members in advance of the meeting. Lori Barrett explained to the Board certain provisions of the Requirements Agreement, a $1.8 billion, three-year contract.  It was noted that the contract had been approved by the Panel for Educational Policy at the June 22, 2016 meeting.  Board members were given the opportunity to raise questions regarding the contract.  The following was discussed:

 

  • If the DOE’s costs run higher than the yearly contractual amount of $603,697,806, NYCSSS and the DOE may execute an amendment to the contract, which would require approval from the NYC Comptroller.
  • The Board’s approval of the contract is separate from approval of the Corporation’s annual budget.
  • Nearly 100% of currently employed custodial assistants are expected to be employed by NYCSSS.
  • Board members requested that the Corporation’s budget be presented at the next meeting and that a monthly budget be provided going forward, denoting actual vs. planned expenses.
  • Brennan, Mr. Shea and Ms. Lester provided an explanation of the DOE’s calculation of the projected annual expenditure of $603,697,806. Mr. Shea pointed to the preliminary organizational chart previously provided to Board members and described the main HR functions of NYCSSS, including hiring, training, discipline, managing grievances, and managing the rigorous screening process of potential employees.  Mr. Shea explained that the contract will fund the salaries of custodial assistants and described various assumptions about efficiencies which are expected to contribute to payroll savings for custodial assistants, including: sharing building staff, redeploying clerical staff, savings in worker’s compensation rates for custodial assistants not employed by outsourced private firms and the phase-in schedule of prevailing wage and benefits for new hires.
  • In the near term custodial assistants will continue to clock in using paper time cards, but will eventually move to biometric readers that will feed directly to ADP.
  • The salaries of all custodial assistants will be raised as per the city’s prevailing wage schedule.
  • NYCSSS will handle discipline of custodial assistants, utilizing a civil service model for discipline/dismissal if warranted. Custodial assistants will be employed by NYCSSS but managed day-to-day by custodial engineers (who are DOE employees). Custodial engineers are managed by the Division of School Facilities, though principals serve as the rating officer for each building’s custodial engineer.

 

Ms. Barrett noted that Appendix G to the Requirements Agreement, Key Performance Indicators, was not included in the contract copies distributed to the Board and requested permission to read the brief text of the Appendix to the Board.  All agreed to the oral presentation of the Key Performance Indicators.

Additional information was provided to the Board regarding the payroll phase-in and the shift from real-time payroll to a lag payroll that is being negotiated with 32BJ as the Corporation seeks to transition on August 12, 2016.

 

There being no further questions on the presentation of the Requirements Agreement, a motion was made and seconded to approve the contract. The Board unanimously approved the resolution and the Requirements Agreement with the DOE.

  • A motion was made and seconded to approve the Amendment to the Letter of Engagement between NYCSSS and ADP, LLC which provides for an increase on the cap on implementation expenses from $20,000 to $220,000. There being no further questions, the Board unanimously approved the Amendment to the Letter of Engagement.


3. New Business

The request to devote a portion of the next meeting to a presentation and discussion of the detailed budget of the nonprofit was reiterated.  Comments from the public were solicited and none were offered.

 

4. Adjournment

There being no further business, the meeting adjourned at 10:45 a.m.  The next meeting of the Board was planned for Wednesday, July 6, with time and location to be determined.

 

Respectfully submitted by Natalie Green Giles, Secretary