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HomeMy WebLinkAboutFINAL SC Minutes October 12 2021.pdf FINAL MINUTES MINUTEMAN REGIONAL VOCATIONAL TECHNICAL SCHOOL DISTRICT REGULAR SCHOOL COMMITTEE MEETING OCTOBER 12, 2021 6.30 P M VIA REMOTE PARTICIPATION Present Pam Nourse, Chair(Acton) Michael Ruderman (Arlington) Steve LeDoux(Concord) Ford Spalding(Dover) Jennifer Leone (Lancaster) Judy Crocker(Lexington) Jeff Stulin, Vice-Chair(Needham) Alice DeLuca, Secretary (Stow) Absent. Dave O'Connor(Bolton) Weighted Vote• Weighted Vote present at start of meeting. 92 85% Others Present Dr Edward Bouquillon,Amy Perreault, Rich Ikonen, Anthony Chiariello, Katie Bouchard,and Julia Pisegna NOTE This meeting occurred in the 20`h month of the worldwide pandemic declared in March of 2020 The pandemic continues to play a huge role in school planning,transportation, staffing, and budgeting, and in the lives of families and children I CALL TO ORDER OPEN SESSION The Chair called the meeting to order at 6 03 p m 2 ADOPTION OF REMOTE PARTICIPATION VOTE To adopt remote participation by all members of the Minuteman School Committee pursuant to and in accordance with Sections(2) and (3)of the Executive Order Suspending Certain Provisions of the Open Meeting Law made by the Governor of Massachusetts on March 12, 2020, such adoption to be effective until said Executive Order is rescinded or the Commonwealth's State of Emergency as referenced in said Executive Order, is terminated, whichever happens first ACTION 2021 #184 Moved (DeLuca) and seconded(Leone) To approve remote participation VOTE 8 members in room at time of vote Weighted Vote present 92 85% Weight needed >46 42% Names of towns opposing or abstaining. none Final percentage results of vote• 92 85% Final status of the vote Unanimous Roll Call Pam Nourse(Acton)(Yes) Steve LeDoux(Concord)(Yes) Ford Spalding(Dover)(Yes) Jennifer Leone (Lancaster)(Yes) Judy Crocker(Lexington)(Yes) Jeff Stulin, Vice-Chair(Needham)(Yes) Alice DeLuca, Secretary(Stow)(Yes) 3. PUBLIC COMMENT None 4 CHAIR'S REPORT. FOR THE GOOD OF THE ORGANIZATION,Pam Nourse Committee Chair, Pam Nourse, commented that as part of her participation in the Superintendent Screening Committee, she had an opportunity to visit the new school and shared how amazed she was by having had the opportunity to see the new building,and that it would be nice for all School Committee members to take a tour of the school to remind themselves of the extraordinary building and programs that are in it Dr Bouquillon identified some available dates for tours,and she asked that members contact Ms Pisegna by the end of the week with their availability for a tour of the school Dr Bouquillon shared that there could be multiple tours, because if there were five or more members together at a time, it would need to be considered a School Committee meeting. Ms Nourse stated that the tours would be split up in the correct manner Ms Nourse requested that each subcommittee meet and think about their goals for the coming year so they can be reviewed and adopted at the next scheduled School Committee meeting Ms Nourse confirmed for Ms.Leone that if the Negotiations Subcommittee goals did not change,she can simply submit the same goals 5 PRINCIPAL'S REPORT Dr Bouquillon shared that in Mr. Clement's absence,the members of the administration will be sharing his report a School Transportation Dr Bouquillon shared that there are school transportations issues all over,and Mr Chianello will provide an update on transportation Dr Bouquillon stated that the District continues to work with NRT Bus Company regarding bussing issues Mr. Chiariello shared that for the past two weeks, bussing has been better than in previous weeks and there has been a significant improvement in just the past two weeks with the busses arriving on time He shared that NRT Bus Company has begun to move drivers through the re-licensing process, and it is trending in the right direction, and he continues to monitor the situation. He added that the late busses now running in the afternoon for activities have been arriving on time and have been running better since the last School Committee meeting Ms. Leone noted that with the upcoming winter months,we need to communicate with the bus company when there is a 2-hour delay for school to avoid students potentially missing the bus 2 Mr Ledoux shared that given the fact that the District has one year left on the bus contract, he wonders whether the District should do an analysis and cost-benefit of how we are doing it now versus the District running the transportation in-house and leasing the school busses with town employees as bus drivers He noted that we should consider doing that now, as the analysis will take some time to do and there is only one year left on the contract Dr Bouquillon agreed and stated that is a project for the Finance Committee Mr Ledoux stated that the group will discuss this further at a future meeting Dr Bouquillon shared that there was an analysis done years ago and one issue that we have now would be where to store our own busses, as well as having a fueling depot on campus, and that there are many issues to consider other than leasing our own busses and hiring drivers Dr Bouquillon added that they had a great consultant, Richard Labrie, who worked with the District in putting together the more recent RFP and he has worked with other Districts in doing their cost analysis. Dr Bouquillon will reach out to Mr Labrie to see his thoughts on the topic and meet with the Finance Committee to discuss the option further b October 1St Report Dr Bouquillon provided members with a copy of the recent October Pt Report and shared that the numbers are trending as predicted with a growing number of in-district enrollment There were no questions on the topic c Homecoming Event Dr Bouquillon shared that the Homecoming event is scheduled for Saturday,October 23rd Mr Chiariello provided details of the events scheduled for that day which includes boys' soccer, girls' soccer, football game, followed by a Homecoming dance for students in the evening He thanked Erin Bourdeau, Brian Tildsley, Heather Plater, and Erin Norsen and others for all their hard work in organizing these events He shared that students are very excited about the events, which highlights the community that is being developed at Minuteman He added that his will also be the unveiling of the football field which is an exciting benchmark on the completion of the fields project Dr Bouquillon updated Committee members on community outreach scheduled as follows • Superintendents Luncheon—Tuesday, October 10 • Legislative Breakfast—Friday, October 29th He shared that both events will be well-attended with all but one of the superintendents attending Mr O'Brien is putting together a legislative packet that will include some statewide issues which are going through Beacon Hill at this time regarding funding for Chapter 74 programs,building study commissions, changes being made in licensure which we continue to monitor closely, as well as working with MAVA leadership to provide testimony and written statements to the legislatures He shared that there has been a lot of work to do this year on the legislative side of things because of the attention paid to the admissions issues on the statewide level surrounding career and technical education, as well as increased interest in Innovation Pathways at comprehensive and city schools. He shared that there have been a lot of issues at the state level and fortunately they have been able to keep ahead of it He is also working closely with the Alliance for Vocational Technical Education (AVTE) which is a group Dr Bouquillon has been involved with from the beginning, which includes community-based organizations, powerful business organizations and traditional superintendents and CTE superintendents They all agree that high quality career technical education needs to be more accessible to more students 3 d Test and Stay Program Dr. Perrault shared that the new Test and Stay Program began today and the first day went smoothly Approximately 165 students have given consent One student was seen today for mild symptomatic reasons who tested negative and went back to class, so the program is working the way it was designed She added that at this time,there is one full-time tester who is there from the beginning of school to the end of school, five days per week, and the District is scheduled to get an additional tester so that there is a backup in the event that someone is sick, there will always be a tester The COVID-19 waiting area is right across form the nurse's office and they have worked well together There is also a communicator who works with Dr Perreault and assists in navigating all the in and outs of the program,and Dr Perreault feels that the program is very well run. Dr. Bouquillon added that today Governor Baker activated an additional 200 members of the National Guard to assist in the COVID-19 testing program in public schools These National Guard members will be trained to do the testing which does not require being a registered nurse or licensed practical nurse and shared that this shows how difficult it was to get this program up and running across the state, and he thanked Dr Perreault and the nurses for working to get this program started at Minuteman Mr Ruderman asked about the pool of students being tested. Dr. Perreault shared that Minuteman is participating in two of the program options 1) Symptomatic if a student comes to school and they are feeling fine but at some point during the day they begin to feel ill,and are presenting any symptom outlined in the DESE and CDC as possible COVID, the student would swab themselves, and the results come back within 15 minutes If they are negative, the student may still get home because they may be sick. If the results come back positive, the student goes homes and follows up with their primary care provider If they are sick,they may still go home 2)Test and Stay. if a student tests positive and they were in school,we figure out who their close contacts were while in school, and that group of students get tested every day for five days As long as those results continue to come back negative, the students remain in school, but in the event a close contact's test came back positive, we would follow the protocols in place for when a student tests positive e School Building Report—Ford Spalding Mr Spalding shared that Homecoming is scheduled for October 23rd and reported that the stadium field will be completed and will host both the boys' and girls' soccer games and the football game, and that the girls' soccer and the football team have winning records He invited members to watch the games and stop by to see the fields. He shared that the baseball turf field is being put into place and is all green He anticipates the striping work to be completed within the next 8-10 days The softball field's turf will arrive within the next 10 to 14 days, and he anticipates by December 1St, the athletic complex will be the envy of many places! He mentioned that it is still a construction site, but it will all be fenced off and safe for the October 23rd events Mr. Stulin added that it is very impressive and very important for members to go visit the school to see where the money went and why it costs a lot of money,particularly when you see it in person and see the size and quality of the project Mr Spalding also added much of the expense is for work which is underneath the fields in the foundation and drainage system to prevent water pooling 4 Ms. Nourse asked what else was being included with the fields, and Mr Spalding responded that the lighting is in place,there will be dug-outs for both the boys' and girls' baseball and softball teams,there will be some equipment storage, grassed in area, and the fields for both baseball and softball are multi - use fields for practices He believes there will be tremendous opportunity for rental income,but basically a grassed in area,and parking is where the student parking is located now There will not be grandstands, although there may be temporary ones added, but they will not be in place on October 23' The main grandstands, fieldhouse and the tennis courts will not be in place on October 23rd and is part of the next generation of work to be done which he is hopeful will happen in the near future, dependent on funding Ms Crocker asked if there was going to be a ribbon cutting ceremony,and Dr.Bouquillon responded that he would like to see everything complete when they do a ribbon cutting Ms DeLuca shared that we should have 13-14 ribbons to cut symbolizing each year that it took to get us to this point, as a lot of people do not realize how long the process was and that it is just a huge accomplishment to get us to this point Ms.Nourse thanked Committee members for their perseverance on this project 6 FINANCE REPORT Mr Ikonen provided the FY21 Student Activity Account activity and balances to members in their packet. There were no questions ACTION 2021 #185 Moved(Ledoux)and seconded(Leone), To approve the FY21 Student Activity Accounts. Fund Activity and Balances, as presented VOTE• 8 members in room at time of vote Weighted Vote present 92 85% Weight needed. >46.42% Names of towns opposing or abstaining. Final percentage results of vote. 92 85% Final status of the vote Unanimous Roll Call. Pam Nourse, Chair(Acton)(Yes) Michael Ruderman(Arlington)(Yes) Steve LeDoux(Concord)(Yes) Ford Spalding(Dover)Yes) Jennifer Leone(Lancaster)(Yes) Judy Crocker(Lexington) (Yes) Jeff Stuhn(Needham)(Yes) Alice DeLuca(Stow)(Yes) Mr Ikonen presented the FY21 Revolving Accounts. Fund Activity and Balances 5 ACTION 2021 #186 Moved(Leone)and seconded(Spalding), To approve the FY21 Revolving Accounts. Fund Activity and Balances, as presented VOTE. 8 members in room at time of vote Weighted Vote present 92.85% Weight needed >46 42% Names of towns opposing or abstaining. Final percentage results of vote 92 85% Final status of the vote Unanimous Roll Call Pam Nourse, Chair(Acton)(Yes) Michael Ruderman(Arlington)(Yes) Steve LeDoux(Concord)(Yes) Ford Spalding(Dover)Yes) Jennifer Leone(Lancaster)(Yes) Judy Crocker(Lexington)(Yes) Jeff Stulin(Needham)(Yes) Alice DeLuca(Stow)(Yes) Mr. Stulin shared that the document is very hard to read and difficult to interpret due to the small print and black and white(although some of it is in red and that is not visible) He suggested that members be mailed a larger printed copy for easier reading He reminded members of the challenges that there was during a five-year period in an attempt to get control over these accounts, eliminate the negative balances and get the revenues and expenditures of these accounts to the proper balance, such as revenues being greater than expenditures He acknowledged that during COVID, it was necessary to be less fussy on that in a few areas,however, it is unclear to him the overall picture of the revolving funds, such as which ones are doing well financially, and which ones are not doing well For those not doing well, is it due to COVID or is there an ongoing problem He does not want to go back to the situation we were in not too long ago when the finances of these accounts were very unfortunate. He requested a new copy of the document which is easier to read and asked for an overview of what situations are temporary COVID-related and which items need long-term attention as it is hard to fully verify in reading this form Mr Ikonen addressed those items which are primarily COVID-related, such as Child Development He stated that due to COVID, there were no children inside the building and salaries were still being paid out of that account Food Services Account He shared that even though we were being subsidized,we continued to pay salaries out of that account Community Education and Minuteman Technical Institute Mr Ikonen is working directly with Ms Houle, Director of MTI, to improve the budget system Some of that is related to COVID as well, but we need to address the budget development process particularly Mr Stulin requested a report for comparison purposes for future years which indicates things which we expect to be a one-year issue or issue for more years as we are focusing on moving forward, and to have 6 further discussion on that at both the Finance Committee and School Committee level He does not want to see these negative balances fester, and if more money needs to be added from the budget as we have done in the past,then we need to do that For those that are going south due to revenue,then we need to address that also in the short term and not return to the situation we were in not so long ago. He would like the Finance Committee to look into this It is important work and he hopes to hear more about this in the near future Mr. Ledoux added that the Finance Committee does review these accounts on an on-going basis, and we continue to try to stay on top of it. Mr Spalding inquired about 213 Culinary PS and shared that Culinary did an amazing job during the year of COVID offering meals on a weekly basis which he participated in He added that it shows no income and asked if they received income from the Lexington and Arlington programs Dr Bouquillon stated that reflects the post-secondary program which did not operate during COVID Ms. DeLuca shared that she is also confused by the Summer School and Community Education lines She pointed out the note at the bottom which read `fully funded by awarded grants not reflected in the report', and that there is a summer school listed in the Community Education section with a small revenue which she does not understand Ms. Andrade explained that figure is actually for the fiscal year before, so July and August of 2020, and that summer programs for 2021 actually are in the fiscal year 2022 She added that due to COVID,those programs did not run and most of the revenues received needed to be refunded back Ms DeLuca asked if the summer school 2021 which starts July 15t and is in the next fiscal year, is that actually handled someplace else,and Mr. Ikonen confirmed that is in FY22 report. Ms. DeLuca added that the explanation indicates that it was fully funded and is not reflected,and while she understands that it is in a different fiscal year, she was confused by the comment indicated on the bottom of the sheet. Ms Nourse explained that as described by Ms Andrade, the amount of$850 was summer school for the summer of 2020 Mr. Ikonen and Ms Andrade confirmed that was correct and added that this report ends on June 30,2021 so the extra additional revenues or expenses would not be included in July or August until the next quarterly report but noted that we did receive grants to cover that so none of those funding will go through the revolving accounts as noted here because they were covered by federal and state grants received Ms DeLuca asked for confirmation that those will not appear in the FY22 reports Ms Andrade confirmed that those will not because this is the revolving fund report and those were covered by grants which was a different source of funding. Ms Nourse asked for confirmation that the note for summer school 2021 refers to the June 2022 report, and Ms Andrade confirmed that it was added in an attempt to avoid any confusion Ms Crocker requested that in addition to the enlarging the size of the financial reports that were difficult to read,could the enrollment projections also be rotated to portrait instead of landscape because it is difficult to read on laptops Ms Nourse reiterated this request,noting that the numbers in color should be shown in color 7 c Approval for the monthly informational list of donations Mr Ikonen provided members a copy of the September list of donations in their packet There were no questions ACTION 2021 #187 Moved(Ledoux)and seconded(Leone) To approve the September list of donations, as presented VOTE: 8 members in room at time of vote Weighted Vote present 92 85% Weight needed. >46 42% Names of towns opposing or abstaining Final percentage results of vote 92.85% Final status of the vote Unanimous Roll Call. Pam Nourse, Chair(Acton)(Yes) Michael Ruderman(Arlington)(Yes) Steve LeDoux(Concord)(Yes) Ford Spalding(Dover)Yes) Jennifer Leone(Lancaster)(Yes) Judy Crocker(Lexington)(Yes) Jeff Stulm(Needham)(Yes) Alice DeLuca(Stow)(Yes) d FY22 Budget Calendar Review Mr Ikonen provided members a copy of the FY23 budget calendar for informational purposes and noted that no vote is necessary e Finance Committee—Steve Ledoux Mr Ledoux shared that the Finance Committee members have had discussions, as have many other municipalities and school districts, surrounding the issue of the unfunded liability related to OPEB (other post-employment benefits) primarily health insurance benefits for those that retire He noted that the accrued liabilities are huge and noted that some communities and school districts have done better than others in trying to pay down that liability He shared that when he and Dr Bouquillon went before anoint meeting of the Concord Select Board and Finance Committee, they commented on the lack of aggressiveness on trying to fund our OPEB liability The District's liability is approximately$32M and we have typically budgeted$60,000 per year, so it will take a long time to pay off that liability. We have also discussed using the ESCO lease funds, when that is paid off,to pay those monies towards OPEB liability Finance Committee members discussed strategies to tackle OPEB more aggressively than what we have been doing in the past and decided on an OPEB Study Committee. They considered a charge to this Study Committee to work with the consultant who does the actuarial analysis to try to understand what calculations and assumptions drive that number,come up with some action items on how to deal with OPEB for FY23 and beyond,and then try to understand what our investment policy has been relative to the OPEB Trust Fund 8 Mr Ledoux recommended a committee of five members, one of which would be a member of the Finance Subcommittee,the Assistant Superintendent of Operations and Facilities or designee, District Treasurer or designee, Finance Director from a member town or Finance Committee member(not noted in the packet), and an at-large person with OPEB knowledge and expertise but not necessarily associated with the district. He noted that the School Committee passed a policy last year that gave that flexibility, and suggested Mr Jim Gammill,as he has experience with OPEB, and he has indicated that he would be interested in serving on this group Mr Ledoux reported that he anticipates receiving a new actuarial study in the near future which is done every three years so we will have new numbers to work off of, and that the study committee will be disbanded in a relatively short period of time once we complete our task Mr Stulin thanked Mr Ledoux for his work, and he approves the way that this study committee is being set up and that it is the right way to move forward Ms Leone shared that while OPEB is not something that everyone understands completely, it was also discussed when the consultants would come and speak to the full school Committee She suggested that we have a recommendation from the OPEB Study Committee in order to review what they say so we can ask the consultants any questions that we might have, rather than just receiving an overview of what we have now Ms Nourse thanked the members of the Finance Committee for taking this OPEB item on. Mr. Ledoux noted that we will bring forward a list of members for the School Committee to vote on at a future meeting ACTION 2021 #188 Moved(Stulin)and seconded(DeLuca), To approve the formation of the OPEB Study Committee VOTE: 8 members in room at time of vote Weighted Vote present 92.85% Weight needed >46 42% Names of towns opposing or abstaining: Final percentage results of vote 92 85% Final status of the vote Unanimous Roll Call. Pam Nourse, Chair(Acton)(Yes) Michael Ruderman(Arlington)(Yes) Steve LeDoux(Concord)(Yes) Ford Spalding(Dover)Yes) Jennifer Leone(Lancaster)(Yes) Judy Crocker(Lexington)(Yes) Jeff Stulin (Needham)(Yes) Alice DeLuca(Stow)(Yes) 9 7 SUBCOMMITTEE REPORTS, Ford Spalding a Superintendent Screening Committee Mr. Spalding shared that the position for the next Superintendent of Minuteman was posted on October 1" and applications are due by November 12th He shared that the goal is to present to the School Committee in late December two or more finalists for action in the beginning of January He invited members to go to the Superintendent's page of the Minuteman website to the section entitled Superintendent Search Process 2021-2022 which includes the documents which were voted on by the Committee Mr Spalding shared that an organizational meeting was held where members went through the process, along with a tour of the building, with all but one member in attendance Also listed on the website is the District Profile,Minuteman Superintendent Profile,which is the document that the members of screening committee and the School Committee will be judging the candidates on The next meeting is scheduled for November 4th where we will review the documents and our questions, as well as a public session which we are required to have The invitation went out through MASC The application requires that the applicants provide written answers to three questions He said Mr Koocher says this is one of the more thorough processes he has seen to date Ms DeLuca added for point of clarification that applications will not be sent to the school,but rather to the Massachusetts Association for School Committee Mr Spalding confirmed that Massachusetts Association for School Committee will hold the applications, as well as all documents and materials. He shared that the process the District is undertaking is a confidential process in Executive Session to protect the candidates, not Minuteman, as many of the candidates have not notified their current employer that they are exploring this opportunity. As soon as the finalists are announced, then it becomes a public process, and they will have notified their employer at that point For now, it is the Screening Committee, and they know that they are not to speak to anyone regarding any candidate He added that the months of November and December will be very busy. b. Communications.Access and Admissions Subcommittee—Jeff Stulin Mr Stulin shared that there will be updates from Mr O'Brien and Mr Chiariello • Communications Report—Dan O'Brien o Lexington Re-Discovery Day—Saturday, October 9th Mr O'Brien provided an update on recent communications as there has been a lot done behind the scenes He has worked with Mr Chiariello to revamp the brochures and showcase what is new at Minuteman and highlight the life at Minuteman Another big project has been the development of the new website which he hopes to launch in December which will be more robust and more attractive to prospective parents Mr O'Brien has interviewed many current students and alumni and one of the brochures highlights those interviews, as well as some of the statistics on the success rates from the most recent year of graduates He highlighted that 92% of those graduates went right into college or career after graduation. Examples from the brochures included athletics,the new fields,the very successful First Robotics Club,the female student who refurbished a 1951 GMC pick-up truck, as well as the co-op programs which provides students with hands-on experience in fields such as electrical and horticulture 10 Mr O'Brien also attended the Re-Discover Lexington Day event and created the flyer which showcased the public services and fall events and happenings at Minuteman and the MTI Adult Learning programs He included QR codes that one can simply scan to go right to the website, promotion of the District Restaurant,which is now open in person, in addition to the salon,auto repair, and the daycare(currently at capacity),as well as the rentals at Minuteman He noted we have been getting a lot of inquiries about renting facilities He added that he is excited about the website and has been working with Allison Barry and Jim McNamara,Design Visual Communication teachers,have been a tremendous help in putting the website together He hopes that it will be a state-of-the-art website which makes us more competitive with some of the schools in our member towns. He shared some examples of other districts who use the vendor Finalsite Mr O'Brien has recently hired a photographer, Reba Saldanha of Andover, for short-term work to gather professional photographs for marketing purposes for Minuteman,including photographs of every CTE program,academics,and sports games These high-quality images will be used on the website and also for our brochures Mr O'Brien hopes to have professional photography done every two or three years to assist in marketing the school and showed a variety of photograph slides Another project underway is the athletics rebranding which will go in line with the new facilities and fields. There were a number of focus groups held with faculty and staff which included coaches,teachers, and a staff member who previously worked in college athletic departments to truly get a sense of what people wanted He feels confident that the rebranding is reflective of the group feedback He has also been busy with day-to-day communications with COVID, Test and Stay Program, and bus routes. He has been liaising with the Minuteman Parents Association and shared that the president, Ellen Lawton has been a great ally and truly wants to partner with us to make the best outcome for the students He also shared the recent news coverages and stories and highlighted the Animal Science Program which was profiled on Channel 4 and was filmed at Blue Pearl Animal Hospital in Waltham. He thanked all those involved. Social media continues to grow with each group of new parents and students, but he believes that some of the increase is due to consistent postings on social media of Facebook, Instagram, and Twitter. The monthly newsletter will relaunch soon, repurposing some of the content that is already being put out- it is a great way to communicate as not all of our parents are on social media Mr. O'Brien shared a photo from the Re-Discovery Lexington Day event. He was impressed by how well-attended the event was Their booth was very busy all day with a lot of flyers being distributed He thanked the four student ambassadors(the group is run by Sheila Nagle)who were great and did a terrific job talking about the school, as well as Erin Norsen,Nancy Houle and Anthony Chiairello He noted the divide of Lexington families that half knew all about Minuteman and the other half who did not realize that this wonderful resource was in their town Ms Nourse commented that the materials look fantastic and thanked Mr O'Brien for his work Mr Spalding agreed He requested a copy of the PowerPoint be sent to the Committee Ms DeLuca added that once again, Minuteman will be driving change in education in Central Massachusetts and beyond She commented that the marketing looks great and way above the top in terms of comparisons to other school districts It raises the bar for all 11 Ms Crocker thanked all for their participation in Re-Discovery Lexington Day Dr Bouquillon praised his staff,and shared that in addition to these events,we hosted the Middlesex Valley Superintendent's Round Table, and is another great event for the school and he is enjoying the outreach and having all come to Minuteman He said everyone else makes his job easy while he makes everyone's job hard He will miss everyone. • Fall 2022 Admissions Update—Anthony Chiariello o Applications Received to Date Mr. Chiariello shared that it is the beginning of admission season and we have begun presentations to sending schools,which include both in-person and remote We recently had our first in-person presentation at Luther Burbank which was our first in-person event in two years,and also held the first of three events at the Diamond Middle School(keeping the groups small) He is also scheduled for Dover-Sherborn, as well as other virtual events scheduled He thanked the dedicated student ambassadors whose presentations at each of these events are tremendous He said they take a lot of pride in representing Minuteman and are very excited to go to their alma maters He shared that he and Mr. O'Brien have worked hard on those brochures, as well as mailings that have recently gone out He added that applications are coming in and we are currently up 38 applications or 15% from where we were this time last year,and to date,there are also 17 out-of-district applications received o Showcase Day—Wednesday.November 10th` Showcase Day is scheduled for Wednesday,November 10th,which will include four of the nine member towns Acton,Arlington,Concord,and Lexington,and added that a number of towns still have restrictions on field trips in terms of their district policy He explained that Showcase Day is a field trip to Minuteman where students visit two of our career and technical education majors. A virtual family information day will be held live on November 15th The event will also be videotaped so it can be sent out to those interested o Open House Events—Sunday November 21St The Open House event is scheduled for Sunday, November 21st from 10.00 a m to 1.00 p m. He added that tours of the building continue in the afternoon and evenings and will include additional tours and weekends tour in December Mr Chiariello emphasized that as of the October 1st report numbers,we are now at 82%in-district students total For the freshman and sophomore classes making up more than half of the building 92%are in-district students and we are trending in the right direction which is due to all the hard work He says we have"lifted the curtain off the unicorn that is Minuteman", as we always had great programs,teachers and students but now we have the building to reflect all of those people and programs.It is a fantastic educational experience to communicate to our member towns Mr Stulin asked that Mr. O'Brien send the printed brochures to School Committee members so that they can pass them around as he would like to have them in hand He added that the Communications, Access and Admissions group is working on two important documents 1)the draft of the Admissions Policy and 2)he suggested that there would be a shorter document which includes an explanation of the Admissions Policy which can be sent to all of our member communities so that there will be no questions or mistakes on how they should proceed with deadlines for students of member towns to apply 12 He added that it is important to stay on track with the number of students increasing as it is,they will not be able to go in the current building as it is now He said there are plans to expand these programs into other parts of the building which will cost money to do, and it is important that we time the creation of the new spaces before the new students arrive,which is a multi-year project that will culminate after Dr. Bouquillon's tenure with the district Mr Stulin shared that he has been with Minuteman for a very long time and that the communications team,Mr. O'Brien and Mr Chiariello, is the strongest team that has been at Minuteman during his tenure, and there is not a close second,based on the items created and the pace. Ms Nourse thanked all those working on this very important work 8 SECRETARY'S REPORT,Alice DeLuca a. Approval of Draft Minutes of September 14th and September 23rd,2021 VOTE• To approve the draft minutes of September 14th and September 23rd, as presented ACTION 2021 #189 Moved(Stulin)and seconded(Leone), To approve the draft minutes of September 14t, as presented VOTE: 8 members in room at time of vote Weighted Vote present 92 85% Weight needed.>46.42% Names of towns opposing or abstaining Final percentage results of vote 66 51% Final status of the vote• Unanimous Roll Call. Pam Nourse, Chair(Acton)(Yes) Michael Ruderman(Arlington)(Yes) Steve LeDoux(Concord)(Yes) Ford Spalding(Dover)Yes) Jennifer Leone(Lancaster)(Abstained) Judy Crocker(Lexington) (Abstained) Jeff Stulin(Needham)(Yes) Alice DeLuca(Stow)(Yes) ACTION 2021 #190 Moved(Stulin)and seconded(Leone), To approve the draft minutes of September 23' VOTE: To approve the draft minutes of September 23rd, as presented VOTE: 8 members in room at time of vote Weighted Vote present 92.85% Weight needed >46 42% Names of towns opposing or abstaining. Final percentage results of vote• 92 85% Final status of the vote Unanimous 13 Roll Call. Pam Nourse, Chair(Acton)(Yes) Michael Ruderman(Arlington)(Yes) Steve LeDoux(Concord)(Yes) Ford Spalding(Dover)Yes) Jennifer Leone(Lancaster)(Yes) Judy Crocker(Lexington)(Yes) Jeff Stulin(Needham)(Yes) Alice DeLuca(Stow)(Yes) Ms DeLuca added that she has spoken to Ms.Nourse about having a consent calendar which allows us to not record 10,000 roll call votes on minutia Ms Nourse agreed Dr Bouquillon stated we will review the item during the Officers meeting Mr Stulin added that the two advantages are that the minutes are being done extremely well and things are not dragged out unnecessarily Ms Nourse thanked Ms. DeLuca and Ms Pisegna for their work with the minutes 9. ADJOURNMENT ACTION 2021 #191 Moved(Stulin)and seconded(Leone), To adjourn the meeting at 7.44 p m VOTE: 8 members in room at time of vote Weighted Vote present 92 85% Weight needed >46 42% Names of towns opposing or abstaining Final percentage results of vote. 92 85% Final status of the vote Unanimous Roll Call. Pam Nourse, Chair(Acton)(Yes) Michael Ruderman(Arlington)(Yes) Steve LeDoux(Concord)(Yes) Ford Spalding(Dover)Yes) Jennifer Leone(Lancaster)(Yes) Judy Crocker(Lexington)(Yes) Jeff Stulm (Needham)(Yes) Alice DeLuca(Stow)(Yes) Respectfully submitted, Julia Pisegna Alice DeLuca District Assistant Secretary 14