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HomeMy WebLinkAboutFINAL OS SC Mtg Minutes 2018-06-12.pdf OPEN SESSION MINUTES MINUTEMAN REGIONAL VOCATIONAL TECHNICAL SCHOOL DISTRICT REGULAR SCHOOL COMMITTEE MEETING JUNE 12,2018 6:45 PM PAUL REVERE ROOM,MINUTEMAN HIGH SCHOOL Present: Dave Horton,Chair(Lexington) Alice DeLuca(Stow) Ford Spalding(Dover) Jennifer Leone (Lancaster)(arrived at 7:20 PM) Pam Nourse, Secretary (Acton) Jim Gammill(Belmont) Jeff Stulin, (Needham) David O'Connor(Bolton) Carrie Flood,(Concord) Absent: Sue Sheffler,Vice-Chair(Arlington); Jen Leone until 7:20 PM Weighted Vote: Weighted Vote present at start of meeting: 65.39%;then 75.32% Others Present: Ed Bouquillon,Kevin Mahoney,Jack Dillon,Elizabeth Rozan, Connie Maynard, Malcolm Paradise,Michelle Roche and students Dara Wall,Lillian Powell, and Anna Clark 1. CALL TO ORDER: OPEN SESSION The Chair called the meeting to order at 6:45 PM. 2. PUBLIC COMMENT There was no Public Comment. 3. CHAIR'S REPORT a. For the Good of the Organization There was no report from the Chair. 4. SUPERINTENDENT'S REPORT a. Community Service Group Student Presentations Michelle Roche extended appreciation to the School Committee for funding the excursion to New Orleans for the Community Service Group students. She introduced students Dara Wall,Lillian Powell, and Anna Clark,who summarized their experience restoring homes devastated by dramatic weather,and aspects of it that were most meaningful to them. At the end of their sharings, a slide show depicting photos of the students at work was played with Imagine by John Lennon as the background music. The Chair extended thanks to the students for their good work. b. Superintendent Leadership Goals: Goal#4: District Improvement Campus Development Update on Special Legislation H4473 The Superintendent gave an update on the Special Legislation,noting that it was in final Committee as of last Friday. Additionally,he reported that both branches of the Legislature approved the amendment to the Capital Bond Bill,which would provide$1.4 M for a Photo Voltaic Overlay District for Minuteman. The Governor will determine when the funds will be released. 1 c. Admissions Report The Superintendent noted that he was not able to have a report on this, as Mr. Clement has been out. He noted that he had provided an enrollment list of accepted students by town to Ms. DeLuca, and he will forward. He confirmed that there were 133 incoming Freshmen anticipated,and 130 Seniors recently graduated. d. Response to the Belmont Working Group Request Mr. Gammill explained that in the Fall of 2016 when Belmont voted to leave the District,the Belmont School Superintendent established a working group to look at options for Belmont students. There are 16 people in this group,including himself, and they have met 8 or 9 times. He explained that they developed questions and submitted them to Shawsheen, Cambridge, and Minuteman. In the packet was Minuteman's response to the questions. He also noted that the Working Group will make their report to the Belmont School Committee next week, and he will forward the report to Minuteman. He extended appreciation to Dr. Bouquillon and his team for the comprehensive reply, and noted that the document provides good information. Other School Committee members concurred. 5. SCHOOL BUILDING COMMITTEE REPORT a.Update on the Building Project Mr. Spalding reported that the design of the building is evident now, with roofing 40%done,the drains and floors done, and rooms taking shape. He pointed out that there are currently 140 people on the job and the number is growing. He noted that at the July School Committee meeting,he will have a report on the project and a review of the GMP(final budget),which the School Building Committee will have approved in June. In response to a question about the progress videos,it was noted that the latest is on the website, and the next one is anticipated for a week or so, as a retrospective. [Ms. Leone arrived at 7:20 PM, 75.32%present.] 6. PRINCIPAL'S REPORT a.Approval of 2018-19 Student Handbook Amendments: Revised Procedures to Support Alcohol, Tobacco, and Drug Use Prohibited Policy JICH Revised Procedures to Support Physical Restraint Policy JKAA Revised Recognitions Revised Procedures to Support Student Attendance Policy JE Mr. Tildsley explained the details of the revised procedures,noting that he would like to include those relating to the newly approved Policy JICH. He also noted that more comprehensive explanation of Policy JKAA was recommended by the Coordinated Program Review team. A question arose about whether the language presented will be satisfactory to them, and Mr. Tildsley explained that he does not foresee a problem. Further,he noted that in his tenure,there have been no restraint incidents. Mr. Dillon added details on restraint training. There was some discussion about the revisions to the recognitions section,and Mr. Dillon explained that those revisions were at the suggestion of students. He then explained the details related to the procedures to support the Student Attendance Policy JE. He stressed that he is not recommending changes to the policy itself,but that the procedures provide more layers to support those families with attendance issues. As an example,he noted that a staff person is in process of becoming a School Attendance Officer to proactively engage with families. It was noted that there are challenges in chronic absences, specifically that it is difficult for students to keep up with the work. There was also a question about excused vs.unexcused absences,which Mr. Dillon clarified. He noted that next year,accountability to the state will include MCAS scores and attendance issues,and he explained that 2 the goal is to educate and work with parents. The following vote was then taken: ACTION 2018#44 Moved(Leone) and seconded(Spalding) To approve the 2018-19 Student Handbook Amendments, as presented VOTE: 9 members in room at time of vote Weighted Vote present: 75.32% Weight needed: >37.66% Names of towns opposing or abstaining: none Final percentage results of vote: 75.32% Final status of the vote: Unanimous (with 9 present) b. Approval of Out-of-State Overnight Field Trip and Funds: FFA to Convention in Indiana in October,2018 Mr. Dillon explained the details of this trip, and clarified that they have not yet determined the number of students going,nor the number of chaperones needed. The following vote was then taken: ACTION 2018#45 Moved(Leone) and seconded(Spalding) VOTE: To approve the out-of-state overnight field trip and funds for the Minuteman FFA Chapter to attend the 91st National FFA Convention and Expo in Indianapolis, Indiana on Tuesday October 23th-Friday October 26th,2018,as presented,and to authorize the Superintendent to approve up to $6,000 for additional expenses that may be incurred VOTE: 9 members in room at time of vote Weighted Vote present: 75.32% Weight needed: >37.66% Names of towns opposing or abstaining: none Final percentage results of vote: 75.32% Final status of the vote: Unanimous (with 9 present) 7. ASSISTANT SUPERINTENDENT'S REPORT a.Revolving Fund Budget [Mr. Spalding left the room at 7:40 PM, and returned in time for the vote.] Mr.Mahoney presented the list of the FY 19 Revolving Funds,which outlined the description,projected receipts, and projected expenses. He noted that this was reviewed by the Finance Subcommittee at their last meeting. He noted that he is generally comfortable with the trends. It was noted that these funds are generally doing much better than 5 years ago,but there are some challenges. While enrollment at the Child Care Center is at capacity,the school store was not successful, and the Summer School and some sports will require some difficult decisions as the transition to the new building occurs. Exploring a temporary trailer to keep the Summer School going was raised as an option, and the Superintendent pointed out that innovative responses will be developed as needed. He noted there is no requirement to provide"credit recovery"for summer,over general enrollment. It was suggested that a discussion on Summer School be added to an agenda in the future. The Chair of the Finance Subcommittee noted that 3 their fine point review of the revolving funds revealed that not only are the funds doing better,but they are being looked at and being managed. The following vote was then taken: ACTION 2018#46 Moved(DeLuca) and seconded(Leone) VOTE: To approve the FY 19 Revolving Fund Budget,as presented VOTE: 9 members in room at time of vote Weighted Vote present:75.32% Weight needed: >37.66% Names of towns opposing or abstaining: none Final percentage results of vote: 75.32% Final status of the vote: Unanimous (with 9 present) b. Student Activity Accounts Mr.Mahoney explained that the requirement to self audit was recommended in the recent Management Letter. To comply,this list of Student Activity Accounts was being reported to the School Committee with a request to approve the list. He explained that these are active accounts, and attempts are being made to locate class officers to gain approval to close out the accounts or to transfer the funds. It was suggested that it would be helpful to see balances and activity in these accounts; this will be provided at the next meeting. The following vote was then taken: ACTION 2018#47 Moved(DeLuca) and seconded(Leone) VOTE: To approve the Student Activity Accounts, as presented VOTE: 9 members in room at time of vote Weighted Vote present: 75.32% Weight needed: >37.66% Names of towns opposing or abstaining: none Final percentage results of vote: 75.32% Final status of the vote: Unanimous (with 9 present) c. Budget Transfers Mr. Mahoney explained the details of the proposed budget transfers,noting that they have been reviewed by the Finance Subcommittee. In response to the question of whether there were any surprises,he noted the interest on the building project, the freezing of$120K to offset a deficit in the fall due to the scheduling, and the unanticipated transportation funds due to compliance with the McKinley-Vento Act for homeless students. The following vote was then taken: 4 ACTION 2018#48 Moved(DeLuca) and seconded(Leone) VOTE: To approve the Budget Transfers,as presented VOTE: 9 members in room at time of vote Weighted Vote present: 75.32% Weight needed: >37.66% Names of towns opposing or abstaining: none Final percentage results of vote: 75.32% Final status of the vote: Unanimous (with 9 present) 8. SUBCOMMITTEE REPORTS a. Strategic Planning Group 1. Acceptance of Report on Strategic Planning Group Goal 1: Board Development On behalf of the Strategic Planning Group,Mr. Spalding noted that in an effort to strengthen future School Committees, a set of procedures for attaining and onboarding new School Committee representatives was developed and presented to the School Committee by Mr. Gammill on April 10. Members were asked for feedback and to develop their bios. He clarified that the request of the group is to accept the report so they can move on to their next goal. It was pointed out that some of the material needs to be updated, and that in addition to sending a letter, it would be important for the Chair and existing School Committee member to meet with the Appointing Authority directly to build relationships,and that periodic face-to-face meetings with the Appointing Authorities be held to sustain these relationships. It was also suggested that these procedures do not preclude going beyond them, and could include inviting people in for a tour of the building, for example. Mr. Horton asked that the materials be updated to reflect these suggestions, and be posted on the School Committee resources page on the website. The following vote was then taken: ACTION 2018#49 Moved(Spalding) and seconded(DeLuca) VOTE: To accept the Report on Strategic Planning Group Goal 1: Board Development, as presented by Mr. Gammill on 4.10.18, and amended VOTE: 9 members in room at time of vote Weighted Vote present: 75.32% Weight needed: >37.66% Names of towns opposing or abstaining: none Final percentage results of vote: 75.32% Final status of the vote: Unanimous (with 9 present) b. Superintendent Negotiations and Evaluation Subcommittee 1. 2017-18 Superintendent Summative Assessment Results Mr. Spalding explained that he met with the Superintendent Negotiations and Evaluation Subcommittee prior to this meeting,chairing the meeting for Ms. Leone,who had a prior commitment. He noted that the Subcommittee reviewed the Assessment Results, and concluded that the ratings indicated that progress was made and the goal was met or exceeded on Goal 1,Academy Model Development, and on Goal 2, Legislative Engagement. While progress was made on Goal 3,Increasing Membership,the goal was not met,and Goal 4, Campus Development is in progress,not yet met. Congratulations was extended to Dr. Bouquillon for a job well done over the year, and Dr. Bouquillon expressed appreciation for the Committee's thoughtful comments.He noted that enrollment 5 will be front and center on the next round of goals, and towards this end,he is in the process of reallocating resources to provide Mr. Clement with additional help. The School Committee has increased the opportunities to get into the member towns,but Mr. Clement was unable to be at all the appropriate opportunities. Mr. Gammill noted that the submission of the Assessment Results was made before receiving the Response to Belmont's Working Group,but the Response could be considered additional evidence for Goal 3,Increasing Membership. He also suggested that deeper thought needs to be put into articulating the next set of goals,as increasing membership will involve both the School Committee and the Superintendent. Other comments included that the categories need to be fine-tuned, as it is difficult to equate "met" or"exceeded",when the outcome clearly shows progress,without actually meeting the goal;that progress has clearly been made on what are multi-year goals;that the evaluation process is much smoother than in previous years,facilitated by having fewer,more targeted goals; that the evidence provided,including the Executive Summary,was useful and relevant; that goals drive progress and that adding 2 more towns is not the answer to the long-term enrollment concerns,and that goals need to be rethought. It was suggested that an action plan on enrollment need to be developed. Mr. Stulin and Ms. DeLuca expressed an interest in being involved in a working group(as an informal group, a task force,or a subcommittee)to brainstorm and propose actions for enrollment. The Chair made note of this for the 2018-19 School Committee Subcommittee list. He extended thanks to the Superintendent for a great year and for providing significant evaluation materials to support his evaluation. The Superintendent in turn extended thanks to Ms. Rozan and Ms. Ham for their help in putting it together. 9. SECRETARY'S REPORT a. Approval of Draft Minutes 5.15.18 Ms.Nourse explained the amendment she had received on the minutes. Hearing no objection to this,the following vote was taken: ACTION 2018#50 Moved(Nourse) and seconded(DeLuca) VOTE: To approve the draft minutes of 5.15.18, as presented and amended VOTE: 9 members in room at time of vote Weighted Vote present: 75.32% Weight needed: >37.66% Names of towns opposing or abstaining: none Final percentage results of vote: 75.32% Final status of the vote: Unanimous (with 9 present) 10. POSSIBLE EXECUTIVE SESSION At approximately 8:15 PM,the Chair announced that there was a need for an Executive Session. He indicated the people who would remain for various discussions, and indicated that there would be a return to Open Session. Ms.Nourse then read the reasons, and the following vote was taken by roll call: 6 ACTION 2018#51 Moved(Spalding) and seconded(Leone) To enter Executive Session for the following purposes: a.)Pursuant to MGL Ch. 30A, S. 22 (f)to review, amend, finalize and approve minutes from Executive Session of the Committee held on 5.15.18 and to determine whether continued non-disclosure of such minutes is appropriate; b.)Pursuant to MGL Ch. 30A, S. 21 (a)(4)to discuss the deployment of security personnel or devices,or strategies with respect thereto; c.) Pursuant to MGL Ch. 30A, S. (a) (3)to discuss strategy with respect to potential litigation, as an open meeting may have a detrimental effect on the position of the District, and d.) Pursuant to MGL Ch. 30A, S. 21 (a)(2)to conduct strategy session in preparation for negotiations, including contract negotiations,with certain nonunion personnel,namely Dr. Edward Bouquillon, with Dr. Bouquillon,Mr. Mahoney,Mr. Dillon,Mr. Joynt(KBA), and Ms.Rozan remaining, and with a return to Open Session. VOTE: 9 members in room at time of vote Weighted Vote present: 75.32% Weight needed: > 37.66% Names of towns opposing or abstaining: none Final percentage results of vote: by roll call 75.32% O'Connor(Bolton)Yes Nourse(Acton)Yes Spalding(Dover)Yes Leone(Lancaster)Yes DeLuca(Stow) Yes Stulin(Needham) Yes Flood(Concord)Yes Gammill(Belmont)Yes Horton(Lexington)Yes Final status of the vote: Unanimous (with 9 members present) 11.POSSIBLE RETURN TO OPEN SESSION a. Possible Vote on Superintendent's Contract and Salary At approximately 9:15 PM,the Committee returned to Open Session,invited Dr. Bouquillon back into the room, and took the following vote: 7 ACTION 2018#52 Moved(Leone) and seconded(Stulin) VOTE: On Superintendent Contract and Salary Contract: After a review of the End-of-Cycle Summative Assessment data for the Superintendent generated by the School Committee,and after negotiations with the Superintendent,the Superintendent Negotiation&Evaluation Subcommittee recommends that the School Committee vote to approve a 3 year contract for the Superintendent,covering the period July 1,2018 through June 30,2021. Salary: In addition,as outlined in Section 2 of the Contract,the Superintendent Negotiation& Evaluation Subcommittee recommends that the salary for the Superintendent as of July 1,2018 be$201,657.64.For each subsequent year of this Contract,being July 1, 2019—June 30,2020 and July 1,2020—June 30,2021,the Superintendent will be eligible for annual salary increase of up to two and one-third percent(2.33%). The salary increases for the 2019-2020 and 2020-2021 contract years shall be specifically subject to approval by a majority vote of the School Committee,made in accordance with the Regional Agreement in effect at the time the vote is taken. Such vote shall take place by June 1,2019 and June 1,2020,respectively,and shall be based upon satisfactory performance by the Superintendent during the preceding year. VOTE: 9 members in room at time of vote Weighted Vote present: 75.32% Weight needed: >37.66% Names of towns opposing or abstaining: none Final percentage results of vote: 75.32% Final status of the vote: Unanimous (with 9 members present) On behalf of the School Committee,the Chair extended thanks to the Superintendent for a job well done, and the Superintendent extended thanks to the School Committee for this vote. The fully executed contract, signed at the end of the meeting, can be found as Attachment A. 12. ADJOURNMENT There being no further business,the following vote was taken: ACTION 2018#53 Moved(Gammill)and seconded(Leone) To adjourn the meeting at 9:20 PM VOTE: 9 members in room at time of vote Weighted Vote present: 75.32% Weight needed: >37.66% Names of towns opposing or abstaining: none Final percentage results of vote: 75.32% Final status of the vote: Unanimous (with 9 members present) 8 Respectfully submitted, Elizabeth Rozan Pam Nourse District Assistant Secretary Attachments to the Minutes of 6.12.18 A. Fully Executed Superintendent Contract 2018-2021 9