HomeMy WebLinkAboutFINAL OS SC Mtg Minutes 2017-09-19.pdf FINAL
Approved 10.17.17
OPEN SESSION MINUTES
MINUTEMAN REGIONAL VOCATIONAL TECHNICAL SCHOOL DISTRICT
REGULAR SCHOOL COMMITTEE MEETING
SEPTEMBER 19,2017 6:30 PM
PAUL REVERE ROOM,MINUTEMAN HIGH SCHOOL
Present:
Dave Horton, Chair(Lexington) Jennifer Leone (Lancaster)
Sue Sheffler,Vice-Chair(Arlington) David O'Connor(Bolton)
Pam Nourse, Secretary (Acton) Alice DeLuca(Stow)
Jeff Stulin, (Needham) Ford Spalding(Dover)
Carrie Flood,(Concord) Jim Gammill(Belmont)
Weighted Vote: Weighted Vote present at start of meeting: 100.00%
Others Present: Ed Bouquillon,Kevin Mahoney, Jack Dillon,Elizabeth Rozan; Connie Maynard,Robert
Hilsinger,Anita Courier,Maria Mastrocola,Laurie Elliot,Lynne Foster
1. CALL TO ORDER: OPEN SESSION
The Chair called the meeting to order at 6:30 PM.
2. CHAIR'S COMMENTS
The Chair noted that it was a new page in the chronicles of Minuteman. He introduced everyone at the
table, and pointed out that it is now a smaller district, and that the building project is underway,with
anticipated September,2019 opening, structured to align with the Academy Model. He expressed that he
was pleased with the direction Minuteman is going in, and with the effort and representation from the
towns. Hearing no objection from the School Committee,he noted that Item 8 would be taken out of order
to accommodate the guests present for the Assistant Superintendent's Report.
3. PUBLIC COMMENT
There was no Public Comment.
4. CHAIR'S REPORT,Dave Horton
a. Subcommittee Assignments 2017-18
Mr. Horton called attention to the draft list of Subcommittee Assignments for 2017-18, and the following
vote was taken:
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ACTION 2017#58
Moved(DeLuca)and seconded(Leone)
To approve the draft list of Subcommittee Assignments for 2017-18, as presented
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50.00%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%
Final status of the vote: Unanimous
b. School Committee Goals 2017-18
Mr. Horton called attention to the Draft School Committee Goals 2017-18 A motion was made(Leone)and
seconded(Stulin) and discussion began. The member from Belmont suggested amendments to Goal#2 and
Goal#3 as follows:
From
2. Increasing enrollment from member towns
To
2. Increasing enrollment from member and non-member towns.
From
3. Recruiting new member towns
To
3. Strengthening relationships with non-member towns
He expressed his view that he would like to see a relationship with the recently departed towns that would
allow them to be a part of the community,without voting rights. He would like to see the development of a
district-to-district agreement that addresses over a multiyear plan capital costs and operating costs, and that
this would require stronger relationships. He noted that converting a non-member town to full member
status would be the ultimate goal,but it may not be achievable in one year. The Superintendent noted that
under the new Regional Agreement it would take at least three years to add a voting member. He suggested
that language such as"in accordance with the process outlined in the Regional Agreement"be added to
Goal#3.
The member from Dover expressed that he would like to see what the action plan is for the School
Committee to take ownership of the goals,and to move quickly to do so. He suggested that a retreat of the
School Committee might be one way to discuss this, as the goals represent a lot of work to be done. The
member from Needham noted that it is not likely that Goal#3 would be achieved in one year,but it is
always in mind. He suggested the need to be open to opportunities,mindful of political vicissitudes. The
member from Stow noted that there is positive energy in the goals and that it is an exciting time at
Minuteman. These are 5 goals that will make this a stronger District,with enough momentum that other
communities will want to jump onboard, and not to have to be convinced of the benefits of joining. The
member from Concord pointed out that these goals are"to support the Superintendent in...", and they align
with the Superintendent's goals,which already outline actions. These are supporting steps to advance the
goals, and it can't happen in one year.
The Chair asked if anyone would be in support of Mr. Gammill's suggestion re Goal#2. The member from
Acton expressed that she would be. The member from Concord noted that there is benefit in leaving the
goals broad to move towards the 628 enrollment number, comprised mainly of students from member
towns.
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It was suggested that the language of the goals be reworked and brought forth again at the next meeting.
There was general agreement, and no vote was taken.
5. SUPERINTENDENT'S REPORT,Ed Bouquillon
a. Superintendent Leadership Goal#1 - Student Improvement: Academy Model Development
1. Review of School-Wide Goals 2017-18
The Superintendent called attention to the School-Wide Goals 2017-18 included in the packet. He noted
that these are a continuation of goals from the last few years,with the addition of the 3rd bullet: Foster a
healthy, safe, supportive learning environment. He pointed out that he is sharing this as informational, and
that these goals are integrated across the school.
2. Review of Professional Development Opportunities and the School Reform Initiative(SRI)
The Superintendent called attention to the list of Professional Development Opportunities included in the
packet, and noted that this is an extensive program. It incorporates the common planning time scheduled
for every Wednesday. For example,he explained that earlier in the day,there was a staff meeting that
included an update from the nursing staff, an update on integration of academic and vocational education,
and an update on the ALICE training.
Additionally,he referenced material in the packet related to the School Reform Initiative. He explained that
24 staff will engage in specific training related to what is sometimes called"Critical Friends"or
"Professional Learning Communities". With this upcoming work, 1/3 of the staff will have gone through
the training. He added that 15 staff will attend a workshop of Project Based Learning at Regis College in
Wellesley,and he noted that there was much summer work preparing for this school year. The aim of all of
this Professional Work is to prepare for the implementation of the Academy Model.
3. Three Student Improvement Projects, Anita Currier and Maria Mastrocola
a. Senior Project
Maria Mastrocola gave a snapshot of summer activity related to the Senior Project. She described the details
and process for the Senior Project,noting that it offers an opportunity for students to synthesize skills. She
explained that every senior is required to complete a project,that students choose a teacher mentor to work
with,that students access the SIS (Aspen) for resources and due dates,that there is a research component
using"Noodle Tools",that there are 3 project options: Power Point, Coop/Internship, and Demonstration
of technical skills,and that there is also a final celebration of the work during Senior Project Week 4/30/18.
She then mentioned three examples of projects that students have done, including creating a clothing line, a
cookbook, and greeting cards. How teacher mentors are selected, and the possible interest of School
Committee members as mentors was discussed.
b. Portfolios
Anita Currier explained that Portfolios have been a unique Minuteman tradition,that supports Executive
Functioning while documenting the unique story each student has to tell. The group working on this has
developed and upgraded the checklist for completion,and is transitioning the product from a hard copy
binder to an electronic template via the cloud-based 1-1 laptop,and that all seniors are assigned a portfolio
mentor. In addressing the details related to the electronic transition, she noted that the personal data is
private, and that the template function is part of Office 365. How the material should be saved for future
access was discussed, as well as the need for redundant back-ups in the overall Minuteman system. It was
also pointed out that because all formats change over time, it still might be a good idea to remind students to
create a hard copy for their future access.
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c. Peer Mentoring
Anita Currier also introduced the Peer Mentoring program,noting that the need for it grew out of a student
survey related to how students felt they were being treated. She explained that the mission of the
Minuteman Peer Leadership Program is to nurture the relationship between Juniors and incoming
Freshmen,partnered because of the same vocational rotation,and to set behavioral expectations and
reinforce them. She noted that 52 Juniors recently completed the application,interview, and training to
become a Peer Leader, focused on supportiveness,onboarding, empathy, and leadership. Meetings are
scheduled twice a month,and Freshmen are paired with a Junior for a year-long mentorship.
6. ASSISTANT SUPERINTENDENT'S REPORT,Kevin Mahoney
a. Treasurer's Report,Laurie Elliot
The Assistant Superintendent for Finance introduced Treasurer Laurie Elliot,and the Assistant Business
Manager Michelle Shepard. Ms. Elliot explained the range of her duties in the part time position of
Treasurer at Minuteman and addressed the segregation of duties between her and the Assistant
Superintendent for Finance. She explained how cash and checks are handled in the context of the payroll
account,investment accounts,retirement account, and flex spending account. She explained the bank
reconciliation process and her involvement with the auditors, staff in the Business Office, and her role on
the Retirement Board. In response to a question, she noted that there is nothing she is concerned about
with regard to Minuteman's finances, or the support she receives from the Business Office. The Chair
extended appreciation to her for her work on behalf of Minuteman.
b. Building Project Financing
The Assistant Superintendent for Finance introduced Lynne Foster of UniBank Fiscal Advisors. Ms. Foster
explained that in the first phase of financing,bond rating needed to be secured. She referenced the AA
Long Term Bond rating received from Standard&Poor, included in the packet,noting the efforts of Mr.
Mahoney to establish policies that would be looked upon favorably in the assessment. She explained that 8
bids were received on the 30 year$36M General Obligation School Bond sale to finance this first of three
bond offerings for the school building project. She explained the low bid submission and the necessary
resizing,resulting in a total premium of$593,037.39. She noted that for this non bank qualified bond sale,
the cost of issuance is $130,000 and the net premium is $463,037.39. The net premium will be applied to
project costs. She also explained that full payment will be deferred into FY 21,with a minimum payment
due the first few years. She noted that Bond#2 will be issued next year, and Bond#3 after the MSBA audit
at the end of the project. She clarified concerns about language in the vote, and pointed out that the details
of Mr. Mahoney's revised memo at the table were incorporated into the vote language. She also addressed
questions related to the payment schedule,the role of DESE, and criteria for credit rating,which included
some cautions arising from the recent history of the new Regional Agreement,towns leaving, and
enrollment uncertainty. The following vote was then taken:
ACTION 2017#59
Moved(Leone)and seconded(Spalding)
To approve General Obligation Bonds, dated 9/26/17, as presented
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50.00%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%
Final status of the vote: Unanimous
The Bond#1 vote documents are found as Attachment A.
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c. Disposal of Surplus Property
The Assistant Superintendent for Finance noted that this surplus property relates to a number of old cars
that are on the property,and that are ready for disposal. The following vote was then taken:
ACTION 2017#60
Moved(Leone)and seconded(DeLuca)
To authorize the disposal of surplus property, as presented
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50.00%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%
Final status of the vote: Unanimous
d. Update on Inspector General Review
The Assistant Superintendent gave an update on this item. He explained that since the June meeting,
additional documents were requested, and on August 2,2017, 90 additional documents were provided. He
further explained that as of today,there has been no response.
7. SCHOOL BUILDING COMMITTEE REPORT,Ford Spalding
a. Presentation: Building Project Progress
Ford Spalding, as Chair of the School Building Committee,provided a viewing of"before"pictures and
current construction status pictures and videos. He explained the details related to clearing the site to date
to prepare for the upcoming foundation work. He called attention to the"Minuteman Rock"image, and
noted the decision to save it so that it can become part of site due to its historical and geological relevance.
He noted that it will be at the rear of the building. The Superintendent added that the size of the rock is
approximately 16 x 24 ft.
b. School Building Committee Update
Mr. Spalding explained that the 60%and 80%construction design documents have been submitted, and the
plan is to submit the 90%on October 17,4 weeks behind schedule,due to the Lincoln permitting delays.
He explained that there have been many meetings,much cooperation in providing details in response to
requests, and the hiring of a consultant at Minuteman's expense.
c. Permitting Relief
Mr. Spalding explained that the project is planned for implementation stage by stage, and he outlined some
unexpected cost issues. He explained that there was a delay in getting the necessary permit from Lincoln to
proceed after clearing the site. He explained that delays can create cost escalation. Delay in the approval of
the foundation/steel permit was due to differences in state construction code 8 (in effect at time of the
application) vs. state construction code 9 (in effect July 1,2017). The Design Team's attention was
directed away from preparing the 90%documents, so they could respond to questions raised by the Town of
Lincoln. As of September 8,however,the foundation/steel permit is in hand. Permit from the Lexington
Conservation related to wetlands and snow removal was received. Additionally,he pointed out that the
recent hurricanes will impact the cost and receipt of materials. The 90 and 100%construction documents
will involve a cost reconciliation. Finally,he explained the details related to the anticipated cost overrun in
the area of permit fees, as shown in materials distributed at the table(Attachment C).
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Mr.Mahoney explained the chart that was included on funds paid out to date. He added that the permitting
fee issue and delays represent real time and money, and raise lots of concerns. There are figures outlined in
the Project Funding Agreement which set an expectation, and the fees are anticipated to be in excess of that.
Additionally,permitting fees are not reimbursable, and they are being calculated on the residential base.
The Superintendent added that with the proposed vote,he would like to investigate how the fees are being
determined, and the cause of the delays. He noted that in order to seek relief,he may go through the
Selectmen or the Town Meeting process. He expressed his desire to be careful and knowledgeable about the
process, so wants to look at options after having conversations with MSBA and other towns. The Chair
suggested that an action plan be developed on the exploration process.
The member from Concord suggested that the Town of Lincoln may have limited experience with a
building project of this magnitude.
The member from Stow emphasized that time is being lost, and the fees are excessive and out of scale. She
pointed out that what was missing from the documentation provided was clarity around the state
construction codes for the 60% and 90% construction documents. Mr. Spalding explained that the
documentation provided by Skanska involved email conversations. In response to a question,the
Superintendent noted that the CM as Risk can not be held accountable for these fees because their job is
construction. Another point raised was that there may not be a precedent for a district school being built in a
non-member town. Mr. Spalding emphasized that the proposed vote has the support of the Project Team
and the School Building Committee.
The following vote was then taken:
ACTION 2017#61
Moved(Stalin)and seconded(Flood)
To direct the Superintendent to explore the process of seeking relief from permitting and other fees
related to the construction of the new high school
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50.00%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%
Final status of the vote: Unanimous
Mr. Spalding added that the project remains ahead of schedule still, and there are many proactive meetings
underway with various consultants to keep things moving. He urged that members visit the website
(http://minuteman.org/domain/81)for updates, announcements,neighborhood notifications,and ongoing
photos of the progress. He also noted that if anyone is interested in a tour of the site,they can contact him
directly.
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8. PRINCIPAL'S REPORT,Jack Dillon
a. Report on Opening Day
Mr. Dillon reported that it was a great opening day,with lots of good energy, enthusiasm, and no issues. He
noted there were 143 new Freshmen and 17 10th grade transfers, for a total of 539 students in all,including
non-members.
b. Report on Colonial Children's Academy
Mr. Dillon explained that this year the revamped Colonial Children's Academy opened for children aged
2.9 years to 5 years,with a capacity for 20 students. The staff in charge of the program have expressed that
it is much better having the students back on site. To date, 10 students are enrolled,with 7 full time, and 3
part time children, 1 teacher, 1 assistant teacher, an intern, and some Early Education and Care students.
c. Approval of Overnight Field Trip: Environmental Students to Russell,MA September 26-29,2017
Mr. Dillon explained the details of the overnight field trip for Environmental Students. The following vote
was then taken:
ACTION 2017#62
Moved(Leone)and seconded(O'Connor)
To approve the Overnight Field Trip of the Environmental Students to AMC Noble
View Facility in Russell,MA Sept. 26-Sept 29,2017
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50.00%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%
Final status of the vote: Unanimous
d. Approval of Out of State Field Trip: DVC Students to MOMA,NYC April 12,2018
Mr. Dillon explained the details of the out of state field trip for DVC students. The Chair expressed that he
was glad to see the financial hardship language included for both trips, and wondered if free and reduced
lunch acceptance creates any stigma for students. Mr. Dillon explained that because students tend to bring
snacks and carry backpacks, it is not an issue. The following vote was then taken:
ACTION 2017#63
Moved(Leone)and seconded(Flood)
To approve the Out of State Field Trip of the DVC Students to the Museum of Modern Art,New
York City April 12, 2018
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50.00%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%
Final status of the vote: Unanimous
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9. SUBCOMMITTEE REPORTS
a. Superintendent Negotiation and Evaluation Subcommittee(SN&ES),Dave Horton/Jen Leone
1. Superintendent Evaluation Cycle Deadlines and Process 2017-18
Transitioning from the Chair of this Subcommittee,with Ms. Leone taking over,Mr. Horton explained that the
outlined cycle deadlines are related to the DESE evaluation schedule. Ms. Leone pointed out that because this is a
contract year for the Superintendent,the last line of the document related to salary recommendation should be
amended for clarity. There was no opposition to this suggestion and the following vote was then taken:
ACTION 2017#64
Moved(Flood) and seconded(Stulin)
To approve the Superintendent Educator Evaluation Cycle Deadlines and Process 2017-18, as
presented, and amended
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50.00%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%
Final status of the vote: Unanimous
2. Superintendent Goals and Annual Plan 2017-18
Mr. Horton explained how the standards outlined on the document align with those in the DESE rubric,
and the following vote was taken:
ACTION 2017#65
Moved(O'Connor) and seconded(Leone)
To approve the Superintendent Goals and Annual Plan 2017-18, as presented
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50.00%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%
Final status of the vote: Unanimous
3. Contract Negotiations Process
Ms. Leone pointed out that she will set a meeting with the Subcommittee,now comprised of herself as Chair,Ford
Spalding,Dave O'Connor, and Pam Nourse There was some discussion about when the contract negotiation needs
to begin,and it was determined it was not specified,but will begin in the late fall/November-December
timeframe.
The approved Evaluation Cycle Deadlines and Process and Superintendent Goals and Annual Plan for 2017-18 can
be found as Attachment D.
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10. SECRETARY'S REPORT,Pam Nourse
Approval of Draft Minutes
Ms.Nourse noted that no amendments were received. Ms. Leone called attention to an error on the last
page that referenced her attendance at the meeting(she had been absent), and the following vote was taken:
ACTION 2017#66
Moved(Nourse) and seconded(Stulin)
To approve the draft minutes of 7.11.17,as presented and amended
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50.00%
Names of towns opposing or abstaining: 2 abstentions(Bolton and Lancaster)
Final percentage results of vote: 83.60%
Final status of the vote: Approved
11. POSSIBLE EXECUTIVE SESSION
The Chair explained that there was a need to enter into Executive Session,pursuant to MGL Ch. 30A,
Sec. 21(a) 6, to consider the purchase, exchange, lease or value of real property, as an open meeting
discussion would have a detrimental effect on the negotiating position of the public body, and he so
declared,noting that the School committee would not return to Open Session,and that Mr. Dillon,Mr.
Mahoney,Dr. Bouquillon,and Ms. Rozan would remain present. The following vote was then taken.
ACTION 2017#67
Moved(Spalding) and seconded(DeLuca)
To enter into Executive Session,pursuant to MGL Ch. 30A, Sec. 21(a) 6, to consider
the purchase, exchange, lease or value of real property, as an open meeting
discussion may have a detrimental effect on the negotiating position of the public
body, and the Chair so declared,noting there would be no return to Open Session,and that Mr.
Dillon, Mr. Mahoney,Dr. Bouquillon, and Ms. Rozan would remain present.
VOTE: 10 members in room at time of vote
Weighted Vote present: 100%
Weight needed: > 50.00%
Names of towns opposing or abstaining: none
Final percentage results of vote: 100%by roll call
O'Connor(Bolton)Yes Gammill(Belmont)Yes
Spalding(Dover)Yes Leone(Lancaster) Yes
DeLuca(Stow) Yes Flood(Concord)Yes
Stulin(Needham)Yes Horton(Lexington)Yes
Sheffler(Arlington)Yes Nourse(Acton)Yes
Final status of the vote: Unanimous
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12. ADJOURNMENT
The meeting was adjourned at the end of the Executive Session at 9:12 PM by roll call vote.
Respectfully submitted,
Elizabeth Rozan Pam Nourse
District Assistant Secretary
Attachments to the Minutes of 9.19.17
A. Final Subcommittee Assignments 2017-18
B. Bond#1 Financing Vote
C. Materials Related to Permitting Fees
D. Approved Evaluation Cycle Deadlines and Process and Superintendent Goals and Annual Plan for
2017-18
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