HomeMy WebLinkAboutMinutes 2015-09-15.pdf FINAL
Approved 10.13.15
OPEN SESSION MINUTES
MINUTEMAN REGIONAL VOCATIONAL TECHNICAL SCHOOL DISTRICT
REGULAR SCHOOL COMMITTEE MEETING
SEPTEMBER 15, 2015 PM 7:00 PM
PAUL REVERE ROOM,MINUTEMAN HIGH SCHOOL
Present:
Jeff Stulin,Chair (Needham) Jennifer Leone(Lancaster)
Carrie Flood,Vice Chair(Concord) Sharon Antia(Lincoln)
David Horton, Secretary(Lexington) Jack Weis(Belmont)
Alice DeLuca(Stow) Doug Gillespie(Weston)
Ford Spalding(Dover) Pam Nourse(Acton)
Vince Amoroso(Boxborough)
Judy Taylor(Carlisle)
David O'Connor(Bolton)
Absent: Dave Manjarrez(Sudbury),Mary Ellen Castagno(Wayland), Sue Sheffler(Arlington)
Also present: Ed Bouquillon,Kevin Mahoney,Jack Dillon,Elizabeth Rozan,and reporters Nancy Pierce and Al
Gentile
1. CALL TO ORDER: OPEN SESSION
The Chair called the meeting to order at 7:00 PM.
2. PUBLIC COMMENT
There was no Public Comment.
3. TREASURER'S REPORT,Laurie Elliott
Ms. Elliott explained the process involved in her position as a part-time Treasurer,and shared her general
observations about interacting with the Business Office, as well as the state of Minuteman's financial
affairs. Her report can be found as Attachment A.
4. CHAIR'S REPORT,Jeff Stulin
a. Notes from the Chair
The Chair explained that a number of upcoming votes will determine the fate of the Minuteman Building
Project. He emphasized his interest in ensuring that the end result is what is best for the school and the
District, and that the funds are spent wisely. Therefore,he noted that to assist in completing this task, a
single District goal has been drafted for the 2015-16 school year.
b. District Goals
It was moved(Spalding) and seconded(Gillespie)to approve the District Goals 2015-16 as presented.
The practicality of having one goal,how it relates to other routine obligations of a public school,and how
it relates to the Superintendent's goals were issues discussed. The following vote was then taken:
ACTION 2015#72
Moved(Spalding)and seconded(Gillespie)
To approve the Minuteman District Goals 2015-16 as presented
Vote: 11 in favor, 2 abstentions
Curiosity arose as to why there were 2 abstentions,which typically occurs with a conflict of interest or
insufficient facts. One member pointed out that he sees his role as representing his town's interest, and
felt there was potential for a conflict of interest. The other stated her concern for a single goal. Another
member explained that there has always been some confusion about District/School Committee and
Superintendent goals, and the intention is to align them. The Chair expressed his opinion that a conflict
of interest was unwarranted.
The approved Minuteman District Goals 2015-16 document is shown as Attachment B.
c. Subcommittee Assignments 2015-16
There was no discussion on the Draft list of Subcommittees or assignments, and the following vote was
then taken:
ACTION 2015#73
Moved(DeLuca)and seconded(Spalding)
To approve the list of School Committee Subcommittees,Task Forces,Liaisons 2015-16 as
presented.
Vote: Unanimous
The approved list is shown as Attachment C.
5. SUPERINTENDENT'S REPORT,Ed Bouquillon
a. Update on Draft Project Prospectus
The Superintendent explained that the draft Project Prospectus document is not yet ready, due to holidays
and recent data and language changes. He explained that he anticipates that it will be available within a
week or so, and that it will be sent out to the School Committee when it is ready. Additionally,he
explained that there are a number of documents that the Chair is interested in completing, as
communications with the towns get underway.
b. Superintendent's Leadership Goals 2015-16
The Superintendent extended congratulations to Mr. Horton,who will continue as Chair of the
Superintendent Negotiations and Evaluation Subcommittee. He pointed out that this Subcommittee will
review the goals and prepare them for a vote of the School Committee. He explained the process will be
a bit different this year,as it involves simplification and developing a more measurable focus. He read
through the four Leadership Goals and explained briefly how they relate to the District Goals. Mr.
Horton added that now that the subcommittees have been established,the Superintendent Negotiations
and Evaluation Subcommittee will meet to review these goals,to ensure that they comply with Smart
Goal language,to recommend the timeline for the evaluation and review process,and to determine if
relevant evidence to support them is included. He said the Subcommittee will also work with Maryanne
Ham,the Supervisor of Evaluations,to keep on track with this. He anticipates bringing these goals back
to the School Committee at the next meeting for approval. Details under"curriculum and instruction"
were pointed out as not necessarily applying to the Superintendent. Mr. Horton agreed, and reiterated that
the next step will aim to ensure cohesion and relevance in the elements of the evaluation instrument. A
question about diversity in staffing was raised, and it was pointed out that this is a goal that many districts
struggle with, and that it is probably best not to have it fall under Superintendent Goals as outlined. The
Superintendent noted that appropriate language to support diversity efforts is included in all recruitment
ads.
c. Summative Evaluation of the Assistant Superintendent for Finance
The Superintendent reminded the School Committee that this position is one that reports to both him and
the School Committee. He pointed out that the Summative Evaluation comes up as part of the new
evaluation system, and that he has included Officer input in it. He shared his perspective that Mr.
Mahoney is a valuable asset to the District. Mr. Mahoney's performance has been exemplary,he
provides sound counsel on financial matters for the District,and has an ease in working with people and
with budgets that goes a long way. The Finance Subcommittee has given him consistent kudos for
improvements in reporting. His work with the recasting of various financial models and preparing reports
for the School Building and Regional Agreement discussions has been remarkable. He explained his
recommendation to extend Mr. Mahoney's contract by 3 years, and that a placeholder has been listed on
this agenda as an Executive Session item, if the Committee preferred discussing it privately before a vote
was taken. It was agreed to discuss both the evaluation and the contract extension in Open Session.
The Superintendent pointed out that his recommendation is to extend the contract through June 30,2019,
and increase the salary by 3%for FY 16. A motion was made(Spalding) and seconded(Gillespie)to
support the Superintendent's recommendation.
The Summative Evaluation was addressed first. Positive comments were shared from members of the
Finance Committee and the Building Committee, and from the new school committee member whose
interactions with Mr. Mahoney had been from the other side of the table as a member of a Board of
Selectmen. Providing good reports and materials within requested timeframes,his knowledge of the job,
and his thoroughness were noted. His positive attitude,that he gets along with people,is well-respected,
straightforward, and to the point were also noted. It was pointed out that great progress has been made in
implementing recommendations contained in the annual audit reports,and that his work has been
responsive behind the scene. Additionally,the Chair noted that from his 12-year perspective as a
Minuteman School Committee member,Mr. Mahoney has increased the professionalism of the financial
oversight of the school.
To address the contract extension,the Superintendent then distributed a draft contract(Attachment D)
that incorporates his recommendation,and he pointed out the sections(sections 2,7, and 9) which differ
from his current contract. The following vote was then taken:
ACTION 2015#74
Moved(Spalding)and seconded(Gillespie)
To approve the Superintendent's recommendation to extend by 3 years the contract for the
Assistant Superintendent for Finance,which incorporates a 3% salary increase for FY 16.
Vote: Unanimous
6. SCHOOL BUILDING REPORT,Ford Spalding
a. Design Enrollment Certification
Mr. Spalding explained that this vote is a formality,given the August 6,2015 vote of the MSBA on the
Preferred Schematic Report. It was clarified that the Superintendent is considered the CEO of the
District, and signs the document in two places. The member from Belmont expressed his opinion that the
previously signed Certification for a school of 800 should still be binding,and therefore he was planning
to abstain from the vote. He also expressed concern that the document begins with the words: "As a
result of a collaborative analysis...,"as he believes this runs contrary to how he thinks the 628 number
was determined. The Chair of the School Building Committee expressed disagreement, and pointed out
his opinion that this has been a totally collaborative process, involving significant communication efforts
from publicizing material on the website to holding many community meetings. The Chair expressed his
view that depriving community members of the opportunity to engage in the discussion would be an
error. The member from Stow pointed out that a key difference in this document is the inclusion of
enrollment in grades 9-12,which impacts square footage calculations. She saw this as a positive measure,
and also expressed that signing this document will preserve Minuteman as a flagship school. The
following vote was then taken:
ACTION 2015#75
Moved(Spalding)and seconded(DeLuca)
To authorize the Superintendent and School Committee Chair to execute the MSBA/MRVTSD
Minuteman Vocational Technical Regional High School Design Enrollment Certification for no
more than 628 students in grades 9-12 and to bind the Minuteman Regional Vocational
Technical School District to its terms
Vote: 12 in favor, 1 abstention
The Chair noted that he will sign the document at the end of the meeting so that it can be sent to MSBA
within their required time frame.
b. General Update
Mr. Spalding gave a general update on where things stand with regard to the deadlines and the process on
Module 4. He referenced the Module 4 and 5 documents,and encouraged people to read them and to
review the Module 4 Execution Schedule(9.9.15),previously distributed and on the website. He
explained design efforts to lower the financial impact on the communities, and outlined the plan for three
meetings scheduled to present material to Selectmen,Finance Committees, and Superintendents and
School Committees of member district towns. A number of suggestions were made related to
communication efforts,and the question of why these meetings would be of value to various stakeholders
was discussed. Mr. Spalding explained that there would be a joint meeting between the School Committee
and the School Building Committee on November 17 to vote to endorse the Schematic Design that will be
submitted to MSBA by December 1 for review at their January 27 Board Meeting. He emphasized the
value of School Committee member engagement in the process and in the school, and urged that members
set up meetings in their towns,which he will attend if he can,prior to November 17. It was also noted
that documents and communication materials are being developed for clarity and consistency in
messaging.
7. PRINCIPAL'S REPORT, Jack Dillon
a. Overnight Field Trip: Sept.29-Oct.2,2015 Environmental Students to Russell,MA
Mr. Dillon provided additional information on the field trip(Attachment E),and responded to questions
and comments about mode of transportation,compliance with policy, quality of this offering,and how
students/families are informed of available assistance for financial hardship. The following vote was then
taken:
ACTION 2015#76
Moved(Flood) and seconded(Gillespie)
To approve the Overnight Field Trip for the Environmental Students as presented
Vote: Unanimous
b. Opening Day: Enrollment, Staffing,and Students
Mr. Dillon explained that on Opening Day,the enrollment was 679 students,which included 133
Freshmen, 154 Sophomore, 189 Juniors, and 154 Seniors,as well as 11 AM students and 38 Post Grads.
He explained that the number of incoming out-of-district students was lower than last year, and that of
the total number, 31 students were new transfers into the 10th and 11th grades.
With regard to staffing,he noted the sad loss of the school nurse,who passed away at age 42 due to an
unexpected medical condition the day before school began,and gave an update on the filling of teaching
and non-teaching positions. He noted that there have been a number of retirements, and to start the
process of aligning staffing with the future lower enrollment number of 628 students,the decision has
been to consolidate positions rather than to rehire. He addressed questions related to staff turnover and
consolidations,and the impact of the state regulations with regard to out-of-district students. He
summarized that it's been a great opening,with students well-behaved, focused, and sharing a palpable
excitement in the building.
c.Update on School Improvement Plan
Mr. Dillon gave an update on the status of the School Improvement Plan,noting that his goal is to ensure
that the School Council meets every month starting in September. As they meet,they will review the
School Improvement Plan in a cohesive way, and he extended appreciation to the School Committee for
their patience while this gets underway.
d.Marketing,Retention,Recruitment Report, George Clement
Mr. Clement reported on efforts underway to augment the Admissions Video with an Alumni Video,
where people would be filmed at their work place. He noted the appeal to parents in this product, and his
difficulty in choosing only 5 of the many success stories. He described activities related to developing
presentations for career days, and in the use of career trees, developed under the guidance of consultant
Mark Perna. He described the development of an on-line applications system, and his own learning curve
with regard to social media. The lower numbers in out of district students was noted, and in response,
Mr. Dillon pointed out that there are some towns which may anticipate enrollment at Minuteman, such as
Watertown, due to their lack of vocational technical program offerings. Mr. Spalding added that it is
negative comments about the school that turn students away. He also noted that he, Mr. Horton, and Ms.
Antia attended the MAVA conference at Blackstone Valley Tech in Upton,Mass. on June 29th,where Mr.
Perna was the keynote speaker. He commended his energy, enthusiasm, and knowledge of recruitment,
and suggested that he be invited to a School Committee meeting at some point. The Superintendent noted
this has been discussed,and that Mr. Perna has a busy travel schedule. The member from Bolton urged
involving alumni as a resource in getting the word out about the school,and shared what he's observed in
other regional districts in terms of visibility. The member from Belmont requested that the School
Committee receive a list of 8th grade presentation dates in their towns so members could attend.
The member from Lancaster urged consideration of Minuteman's academic offerings, such as Freshman
Math, and offerings that appeal to girls in the context of recruitment efforts. The Chair noted that there is
a call to improve academics,but there are concerns about what a smaller school can offer practically. He
noted that he would like to see a document developed in the context of the recruitment efforts that
outlines reasonable obligations or responsibilities that member towns have in providing vocational
education. The member from Stow pointed out the importance of not losing sight of the tradition that
Minuteman has held,namely to offer a different educational environment,which is sometimes the only
refuge for some students to get an excellent education without the pressure of Advanced Placement
coursework. The benefit and value of measuring the success of recruitment tracking procedures and
practices was noted by the member from Acton.
With regard to alumni activity,Mr. Spalding noted the upcoming Hall of Fame dinner,to be held on
Saturday October 17,2015 at 7:00 pm at Montvale Plaza in Woburn,during which School Building
Committee member Dana Ham will be honored as an inductee.
The Superintendent clarified, for the benefit of the reporters who were present,that he takes exception
with the idea that there is a call to improve academics,as if there is failure in the effort. He noted that
with 46%of students on IEPs, 100%have passed the MCAS on the first try. He noted that there is a
challenge in how to deliver it,but that these results speak for themselves. He explained that more
information on the MCAS scores will be forthcoming, once the embargo on release is lifted.
8. ASSISTANT SUPERINTENDENT'S REPORT,Kevin Mahoney
a.Acceptance of Grant: Perkins-Instructional Equipment Grant
Mr.Mahoney explained the details behind this grant, and how the funds will be used, and the following
vote was taken:
ACTION 2015#77
Moved(DeLuca)and seconded(Spalding)
To accept the Perkins-Instructional Equipment Grant of$59,940 as presented
Vote: Unanimous
b. Update on Summer Project Work
Mr. Mahoney gave a brief update on Repair and Maintenance(R&M)work that was done over the
summer, specifically related to flooring, fire alarm,generator,and school store relocation. He pointed out
that all of this work has a 5-7 year window,which maintains safe access for students and staff,while
coinciding with the time frame of the building project. To the question of any surprises,he noted that he
had no success with the bidding for the front plaza,but that he will continue to pursue this project, and
that no emergencies displaced repair and maintenance projects that were planned.
9. SECRETARY'S REPORT,Dave Horton
a.Approval of Past Minutes
A motion was made, and the following vote was taken:
ACTION 2015#78
Moved(Horton)and seconded(DeLuca)
To approve the past minutes of 7.7.15 as presented
Vote: 11 in favor,2 abstentions
10. POSSIBLE NEED FOR EXECUTIVE SESSION
After conferring with the Superintendent,the Chair noted that there was no need for an Executive
Session,but that the item related to real property would be addressed in Open Session.
The Superintendent explained that the Town of Lincoln has developed a Memorandum of Understanding
for consideration related to zoning. The document has been turned over to the Attorney for review,and it
may be ready at the next meeting.
11. ADJOURNMENT
The meeting was adjourned at 9:20 PM.
Respectfully submitted,
Elizabeth Rozan David Horton
District Assistant Secretary
ATTACHMENTS TO THE MINUTES OF 9.15.15
A. Report of the Treasurer
B. Approve Minuteman District Goals 2015-16
C. Approved School Committee Subcommittees,Task Forces,Liaisons,2015-16
D. Approved Employment Contract for Assistant Superintendent for Finance July 1,2015-June 30,2019
E. Supplemental Field Trip Information
REPORT OF THE TREASURER
Presented to the School Committee
On September 15, 2015
Process:
The Treasurer's position is a part time position at Minuteman. The position of
Treasurer in a school district is somewhat unique in that certain roles that would
normally fall to a full time treasurer are handled by the Assistant Superintendent
of Finance to ensure segregation of duties.
For example Assistant Superintendent Mahoney handles all the day to day
operations of the Business Office including collection of receipts and issuance of
municipal bonds. The role of the Treasurer is this context is to verify the amounts
collected and in the case of bond issues sign off on the final documents keeping
the Treasurer updated as the process progresses.
In order to maintain segregation of duties checks and cash are collected by the
Business office, counted, and entered into the accounting software on to the
general ledger. The role of the Treasurer is to verify these amounts, deposit them
into the proper bank account, and reconcile what has been entered into the
general ledger to the activity in the bank.
In addition to conducting what one would view as the traditional role of the
Treasurer, handling and depositing cash and checks, the Treasurer at Minuteman
is also in charge of reconciling the monthly bank statements. The Treasurer
transfers cash between the School District's investment accounts into checking
accounts to fund payrolls and warrants as requested by staff.
The School District utilizes Eastern Bank as its main depository and also to process
payroll and accounts payable warrants. Eastern Bank is also the depository for the
School District's school lunch account. The School has an investment account
with the Mass Municipal Depository Trust where State Aid and grants are
deposited and monies are transferred as needed to fund operations. There are
also eight scholarship funds and a stabilization account in the MMDT.
The School District was utilizing Bank of America for a majority of its banking
needs. The main depository, accounts payable, payroll, and school lunch were on
deposit with BOA. We transitioned those accounts over to Eastern Bank and
saved somewhere in the area of $5,000 annually in banking fees. While in the
process of transitioning we consolidated a number of bank accounts that
addressed a point in a prior audit of too many separate accounts.
The School District has an employee flex spending account maintained at
Cambridge Savings Bank. Deductions are deposited and all costs related to the
flex spending accounts are run through this account. Costs related to the new
school project are handled through an account at Unibank. This is where the BAN
proceeds for the project are deposited and renewed.
Each month a reconciliation is performed by the Treasurer on each of the School
District's bank accounts. Source documents from activities that have taken place
during the course of the month, including warrants, payrolls, and deposits, are
compared to the bank transactions.
The Treasurer clears all those items in the bank reconciliation module of the
Schools accounting software. The bank reconciliation module contains all the
transactions that have taken place on the general ledger for the month. The
Treasurer maintains source documents for activities that have run through the
bank. What transacted through the bank and what has transacted on the general
ledger need to equal. If there are any discrepancies, the Treasurer, along with the
Business Office Staff must figure out what they are and correct them.
The Treasurer works very closely each month on the reconciliation with the
Assistant Business Manager. The Treasurer provides the ABM with the reconciling
items for the month and they work together to resolve them. Some examples
might be credit card receipts posted to the bank, flex spending expenses,
insufficient funds checks, and interest earned.
The Treasurer is also involved in the annual audit of the school district's finances.
The Treasurer answers any questions posed, and provides bank statements and
source documents as requested by the Audit firm.
General Observations:
The position of Assistant Business Manager is currently held by Michelle
Resendes. Michelle has been wonderful to work with. She's extremely helpful,
responsive, and is very diligent about making sure we account for everything. We
have built up an excellent relationship and work well together. She is an asset to
your organization. The bank reconciliations are completed in a timely manner
each month. We are currently up to date on all reconciliations.
The Business Office turns over the funds to the Treasurer on a timely basis
resulting in a stable and steady cash flow. I don't anticipate any issues with this
important function going forward. We've been at this for two years now and the
system is pretty well established. We have never encountered an issue funding
warrants or payrolls.
As Treasurer I am also an ex-officio member of the Retirement Board which meets
once a month. I am responsible for the retirement system's bank reconciliations
and approving and releasing the monthly retiree payroll. The Minuteman
Retirement system is well positioned compared to other systems in the
Commonwealth to meet the mandated 2030 fully funded deadline.
Thank you for the opportunity to serve as your Treasurer.
Laurie Elliott
9.5.15
Fiscal Year 2015-June 30th Bank Balances
June 30, 2015 0/S Checks Other
Eastern Bank Depository 10117810 $ 2,510,399.14 $ 2,510,399.14
Eastern Bank Payroll 10117828 $ 6,144.34 (6,296.11) 151.77 $ (0.00)
Eastern Bank Accounts Payable 10117836 $ 208,759.59 (436,292.13) 227,532.54 $ -
Eastern Bank School Lunch 10117844 $ 836,481.79 $ 836,481.79
Cambridge Savings Flex. Spending 56-485-4634 $ 47,214.04 $ 47,214.04
MMDT Investment 4400-2574 $ 3,725,474.06 $ 3,725,474.06
MMDT Gen Awds Sch 4404-8460 $ 17,339.95 $ 17,339.95
MMDT Eleftherakis Sch 4401-5675 $ 46,734.85 $ 46,734.85
MMDT Johnson Sch 4419-4629 $ 16,069.99 $ 16,069.99
MMDT Koppeis Sch 4419-6319 $ 7,798.85 $ 7,798.85
MMDT Rosselli Sch 4426-0115 $ 19,760.85 $ 19,760.85
MMDT Tosti Sch 4427-3225 $ 47,982.10 $ 47,982.10
MMDT Lillis Award 4426-2046 $ 10,092.99 $ -
MMDT Stabilization 4775-284 $ 300,603.62 $ 300,603.62
Unibank Bond Proceeds 7710028445 $ 552,509.01 $ 7,575,859.24
$ 8,353,365.17
dinh INUTE�IAA T
A REVQLIJTIQN IN LEARNING
Approved by Minuteman School Committee 9.15.15
Minuteman District Goals 2015-16
To work cooperatively toward attaining the required approvals for a schematic design and for funding for
the proposed Minuteman MSBA building project. These efforts will:
a. be within the current MSBA process and timeframe,
b. support a standard of educational excellence for future students, and
c. maximize the value to the District's member communities.
758 Marrett Road, Lexington, MA 02421 T 781.861.6500 F 781.863.1747 TDD 781.861.2922 minuteman.org
Serving Acton,Arlington, Belmont, Bolton, Boxhorough, Carlisle,Concord, Dover, Lancaster, Lexington, Lincoln, Needham,Stow,Sudbury, Wayland and Weston
13111
A REMINUTEMANVOLUTION IN LEARNiNC
Approved by Minuteman School Committee 9.15.15
SCHOOL COMMITTEE SUBCOMMITTES,TASK FORCES, LIAISONS 2015-16
SUBCOMMITTEES
1. Finance Subcommittee/Fincom (Budget and Warrant Review)
Carrie Flood Chair, Jack Weis, Dave Horton, Susan Sheffler
This Subcommittee will focus on the review and understanding of the annual budget and non-budget
accounts, insure that items from annual audit are addressed, review recommendations on Policy Section
D (Fiscal Management), examine per-student costs, develop opinions as directed by the School
Committee on financial matters impacting the school, and will act as the Warrant Committee for the
District. The Budget Subcommittee/Fincom will report to School Committee as appropriate.
2. Communications Subcommittee
Judy Taylor, Ford Spalding, Sharon Antia
Working with the administration, this Subcommittee will review and recommend District
communications around the Regional Agreement, School Building Project, and other critical internal and
external communications related to the functioning of the school.
3. Superintendent Negotiations and Evaluation/School Committee Evaluation
Dave Horton, Chair;Dave O'Connor, Jennifer Leone
This Subcommittee will insure that the annual evaluation of the Superintendent follows the DESE
process, including mid-course evaluation. This Subcommittee will also develop and implement an
instrument to evaluate the operations of the School Committee.
TASK FORCES AND LIAISONS
1. Special Policy Task Force
Alice DeLuca Chair
This Task Force will work with the Administration, the Finance Subcommittee, and the School
Committee as needed to accelerate the process of updating policies for Policy Section D (Fiscal
Management) and other necessary policies.
2. General Advisory Board Liaison
Pam Nourse
The General Advisory Board (GAB), a group of approximately 30 people, is comprised of chairs
representing the various CVTE program areas within the Program Advisory Committee.
The School Committee liaison to the GAB would attend the GAB meetings, and is welcome to attend any
program meeting as well. The School Committee liaison serves as a resource,but is not an active voting
member of this group. The GAB meets in the Fall and Spring as follows:
General Advisory Board Meeting September 30, 2015, 5:30-8:00 PM
Annual Appreciation Dinner(with guest Lt. Governor Polito) October 14, 2015 5-8 pm
(Dinner is from 5-6:30 PM)
General Advisory Board Meeting March 16, 2016, 5:30-8:00 pm
758 Marrett Road, Lexington, MA 02421 T 781.861.6500 F 781.863.1747 TDD 781.861.2922 minuteman.org
Serving Acton,Arlington, Belmont, Bolton, Boxhorough, Carlisle,Concord, Dover, Lancaster, Lexington, Lincoln, Needham,Stow,Sudbury, Wayland and Weston
MINUTEMAN REGIONAL SCHOOL DISTRICT
CONTRACT OF EMPLOYMENT FOR
ASSISTANT SUPERINTENDENT FOR FINANCE
THIS CONTRACT OF EMPLOYMENT (hereinafter referred to as the "2015 Employment
Contract"), is made and entered into this day of September, 2015, by and between the
MINUTEMAN REGIONAL SCHOOL DISTRICT COMMITTEE (hereinafter referred to as
the"Committee"), whose members act hereunder in their representative capacity only and without
any personal liability to themselves, and KEVIN MAHONEY, of North Andover, Essex County,
MA(hereinafter referred to as "Mahoney").
WHEREAS, the Committee and Mahoney are currently party to a Contract of Employment, dated
December 18, 2012, (hereinafter the "Original Employment Contract"), which defines the terms and
conditions of employment for Mahoney as Assistant Superintendent of Finance for the Minuteman
Regional School District; and
WHEREAS, the term of Mahoney's employment pursuant to Paragraph 2 of the Original
Employment Contract ends on June 30, 2016; and
WHEREAS, the Committee and Mahoney desire to enter this Contract of Employment for the
purpose of continuing and extending Mahoney's term of employment as Assistant Superintendent
of Finance consistent with and subject to the terms and conditions of this 2015 Employment
Contract; and
WHEREAS, it is the desire of the Committee to describe and define the duties, benefits, and terms
and conditions of employment for such position; and
In consideration of the mutual promises contained herein and other good and valuable
consideration, the receipt of which is hereby acknowledged, the parties hereto agree as follows:
1. EMPLOYMENT
The Committee hereby continues to employ Kevin Mahoney as Assistant Superintendent for
Finance and Mahoney hereby accepts continuing employment as Assistant Superintendent for
Finance in the Minuteman Regional School District, subject to the terms and conditions hereinafter
provided.
2. TERM OF EMPLOYMENT
Notwithstanding the provisions of any other written or verbal agreements or understandings,
including but not limited to the Original Employment Contract, the term of this 2015 Employment
Contract shall be for a period of four(4) years commencing on July 01, 2015 and ending on June
30, 2019,unless sooner terminated in accordance with the provisions hereof. It is expressly
acknowledged and agreed that all prior agreements, including but not limited to the Original
Employment Contract, have terminated effective June 30, 2015 and the terms of this 2015
Employment Contract shall control for the period of July 01, 2015 through June 30, 2019.
1
3. DUTIES AND RESPONSIBILITIES
Kevin Mahoney shall serve as chief fiscal officer of the School Committee and the School Business
Administrator for the District. He shall be responsible for administering the business affairs of the
school district so as to attempt to provide the best possible educational services with the financial
resources which are available. As Assistant Superintendent for Finance, subject to the supervision
and direction of the Superintendent, Kevin Mahoney shall diligently, faithfully, and competently
perform the duties and responsibilities imposed upon or required of the Assistant Superintendent for
Finance under the statutes of the Commonwealth, the regulations of applicable state and federal
agencies, the policies of the Minuteman School Committee, the directives of the Superintendent of
Schools, and the provisions of this 2015 Employment Contract. The Assistant Superintendent for
Finance shall serve and perform such duties at such times and places and in such manner as the
Superintendent may from time to time direct.
4. WORK YEAR AND HOURS OF WORK
The work year for the Assistant Superintendent for Finance shall be 12 months and consist of 260
working days less holidays provided to all District employees. The Assistant Superintendent for
Finance shall work the number of hours necessary to perform all the duties and responsibilities of
his position. Due to the unique nature of this employment, it is understood and agreed that, in order
to properly perform the job required, the Assistant Superintendent for Finance may have to expend
additional time beyond the normal work day and he agrees to do same as is required. Such
additional time includes but is not limited to time required to attend evening meetings and school-
related functions that occur outside the normal working day. The Assistant Superintendent for
Finance shall attend evening, emergency or such other meetings or conferences as requested by the
Committee and/or the Superintendent, including meetings of Town Boards and Committees. It is
acknowledged that the position is that of an Executive/Administrative nature as that term is used in
the Fair Labor Standards Act, its rules and regulations. There shall be no paid overtime or
additional compensation for said additional time.
5. CERTIFICATION/LICENSURE
Kevin Mahoney shall furnish and maintain throughout the term of this contract of employment a
valid and appropriate certificate/license which qualifies him to serve as an Assistant Superintendent
and as a School Business Administrator in the Commonwealth, as required by Section 38G of
Chapter 71 of the General Laws, and any other applicable provision of law or regulation of the
Massachusetts Department of Secondary and Elementary. Additionally, Mahoney shall secure and
maintain MCPPO certification. The Assistant Superintendent for Finance agrees to advise the
Committee immediately in the event that his licenses and/or certifications are revoked, suspended,
or otherwise affected in any way.
6. MEDICAL EXAMINATION
The Assistant Superintendent for Finance may be required to submit to a medical examination once
each year during the life of this 2015 Employment Contract, the cost of which shall be borne by the
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Committee, and shall file or cause to be filed with the Superintendent an appropriate physician's
certification of his ability to fulfill the duties of the position of Assistant Superintendent for
Finance. This provision may be waived by the Superintendent in his/her sole and absolute
discretion
7. COMPENSATION
The Assistant Superintendent for Finance shall be paid a salary as set forth below. For purposes of
determining any pro-rated annual salary and benefit eligibility, the "contract year" shall be the
period commencing July 1 and ending June 30 of any year under this 2015 Employment Contract.
A. For the period commencing July 01, 2015 through June 30, 2016, the Assistant
Superintendent for Finance shall be paid a salary of$ 161,792.00. Said salary shall
be payable bi-monthly, in equal installments consistent with the normal payroll
practices applicable to all non-union employees of the Minuteman School District.
B. For the period commencing July 01, 2016 and for each of the contract years
thereafter when this contract of employment is in effect, the Superintendent shall
submit to the Committee for review the Assistant Superintendent for Finance salary
annually in conjunction with a performance evaluation. The Committee may, in its
sole discretion, increase the Assistant Superintendent for Finances' salary for the
following contract year.
The Assistant Superintendent for Finance's annual salary shall not be reduced during the life of this
agreement or any addendum, modification or amendment hereto, without mutual written agreement.
8. FRINGE BENEFITS
A. Insurance
The Assistant Superintendent for Finance shall be entitled to all insurance benefits
(medical, hospital, and life) at the same premium contribution rates, as are currently
provided by the District to its employees. The Committee reserves the right to
change insurance benefits, including provider, plan design and/or premium
contribution rates during the term of this Contract. The Assistant Superintendent for
Finance agrees to accept any such changes which are made by the Committee.
B. Reimbursement for Expenses
The School Committee shall reimburse Kevin Mahoney for all expenses reasonably
incurred in the performance of his duties under this 2015 Employment Contract.
Such expenses shall include, but shall not be limited to costs of transportation and
attendance at appropriate local, state and national meetings and conferences pre-
approved by the Superintendent, and dues resulting from membership in the
Massachusetts Association of School Business Officials and the Association of
School Business Officials International and the Massachusetts Association of School
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Superintendents.
C. Professional Development Funds
The Committee shall make available professional development funds, which may be
used to pay for Mr. Mahoney's participation in courses, seminars, and other
professional activities, which have been pre-approved by the Superintendent and will
serve to enhance his performance and skills. Monies from such professional
development funds, upon approval by the Superintendent, may also be used to pay
his special travel expenses, which may arise in connection with such professional
development activities.
D. Professional Engagements and Consultative Work
Kevin Mahoney may, with the Superintendent's pre-approval, and advance notice to
the Committee, and with sound discretion,undertake and accept compensation for
speaking, writing and lecturing engagements and any other engagements of a
professional nature and consultative work outside the Minuteman Regional School
District; provided however, that none of such engagement or consultative work shall
derogate from the duties as Assistant Superintendent for Finance of the public
schools and that, if such work is performed on a regularly scheduled work day,
vacation time be utilized.
E. Annual Vacation
Based upon prior service to the District, it is hereby agreed the Assistant
Superintendent has days of accrued but unused vacation as of June 30, 2015.
Effective July 1, 2015 and each July 1 thereafter during the term of this Contract,
Kevin Mahoney shall be granted twenty-five (25) working days as annual vacation,
exclusive of legal holidays. This annual vacation allotment shall be pro-rated in the
event of a partial year's employment. The Assistant Superintendent for Finance may
accumulate no more than 40 vacation days. Use of said vacation days must be
mutually agreed upon by the Superintendent and the Assistant Superintendent for
Finance.
F. Sick Leave
1. The Assistant Superintendent shall be entitled to earn paid sick days at the
rate of one and one-half(1.5) days for each month of service. Sick days may
be used for the Assistant Superintendent's own personal illness or injury or
that of an immediate family member. Sick days not used in the year in which
it is earned shall be accumulated for use in subsequent years. However, all
unused sick time remaining as of the time of contract termination or
separation from employment shall be forfeited and is not subject to buy back
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under any circumstances.
2. The Assistant Superintendent for Finance shall provide the Superintendent or
his/her designee with notice of usage of sick time as soon as practicable and
pursuant to any procedures the Superintendent may require.
3. The Superintendent may require, at any time during the duration of this 2015
Employment Contract, the submission of a written certification of illness,
injury or disability, whether mental or physical in nature, and a written
diagnosis, prognosis and/or statement of ability to return to duty by an
appropriately licensed physician or other professional of the Superintendent's
choice.
4. If at any time during Kevin Mahoney's service as Assistant Superintendent
for Finance of the Minuteman Regional School District, he has utilized all
accumulated sick leave on account of catastrophic illness, the School
Committee, at the discretion of the Superintendent, may grant additional sick
leave,paid or unpaid,upon such terms as the Committee deems appropriate.
G. Personal Leave
Up to three (3) days of personal leave without loss of pay may be granted during the
contract year to be used for personal affairs that cannot be conducted during non-
school hours. Personal days shall not be used to perform work outside the District.
Written request to use such days must be submitted to the Superintendent at least
twenty-four hours in advance. Unused personal time may not be accumulated or
carried from year to year and shall be forfeited at the conclusion of this 2015
Employment Contract term.
H. Bereavement Leave
In the event of death in his immediate family, the Assistant Superintendent for
Finance shall be allowed up to five (5) calendar days of bereavement leave without
loss of pay commencing with the day of death. For purposes of this provision,
"immediate family" shall include: parents, spouse, children, grandchildren and any
relative living in his household. Up to three (3) days of leave without loss of pay
shall be allowed to attend the funeral or memorial services of other members of his
family. For such leave without loss of pay, advance notice must be given the
Superintendent.
I. Contributory Retirement Plan
The Assistant Superintendent for Finance shall be a member of the Teachers'
Contributory Retirement System as required by M.G.L. c. 32, §2.
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9. EVALUATION
Kevin Mahoney shall be evaluated on an annual basis by the Superintendent of Schools using the
Massachusetts Model System for Evaluation, including but not limited to the DESE Model Rubric
for Superintendents (attached hereto as Exhibit A) and the Implementation Guide for
Superintendent Evaluation(attached hereto as Exhibit B) as amended and modified from time to
time by the Committee. The Superintendent will coordinate the evaluation process, soliciting input
as appropriate from the School Committee. Additional criteria for evaluation may be utilized if
agreed to in advance by the three parties. Mahoney shall have the right to prepare a response to said
evaluation report, if he so wishes. Failure by the Superintendent or Committee for any reason to
evaluate the Assistant Superintendent for Finance shall not be considered a material breach of this
Agreement.
10. TERMINATION OF CONTRACT BY ASSISTANT SUPERINTENDENT FOR FINANCE
In the event that Mr. Mahoney wishes to terminate this 2015 Employment Contract prior to the
expiration time of the Contract, he may do so by giving at least ninety(90) calendar days' notice of
his intention to the School Committee and the Superintendent. In the event that such notice is given
by the Assistant Superintendent for Finance, the rights, duties and obligations of the parties hereto
shall cease and be determined as of end of business on the aforementioned termination date. The
Assistant Superintendent for Finance acknowledges that the termination option referenced herein is
exercisable only with a resignation date acceptable to the Superintendent.
11. TERMINATION OF CONTRACT BY THE COMMITTEE
The Committee, shall have the right to suspend and/or dismiss the Assistant Superintendent for
Finance for good cause; provided that the Committee has given him ten(10) calendar days written
notice of intent to suspend or dismiss in sufficient detail to place the Assistant Superintendent for
Finance on notice of the basis for such intended action, copies of all relevant documents on which it
intends to rely for such action, and the opportunity to appear before the Committee relative to the
proposed disciplinary action.
In the event of termination of the Assistant Superintendent for Finance under this provision, the
rights, duties and obligations of the parties hereto shall cease and be determined as of end of
business on the aforementioned termination date. In addition, this 2015 Employment Contract may
be terminated at any time with the concurrence of the Committee provided that the balance of all
financial obligations and benefits due until the expiration of the Contract term is paid in full.
12. NOTIFICATION FOR SUCCESSOR AGREEMENT/NON-RENEWAL
Should the Committee wish to enter into negotiations for a successor agreement, it shall notify the
Assistant Superintendent for Finance by no later than December 31, 2018 of its intention. Absent
notification of such interest to negotiate a successor agreement, this 2015 Employment Contract
will automatically terminate on June 30, 2019. It is expressly understood and agreed that the non-
reappointment of the Assistant Superintendent for Finance by the Committee upon the expiration of
this contract, or any renewal or extension thereof, shall not be considered a dismissal within the
6
meaning of this 2015 Employment Contract and that the requirements thereof shall not be
applicable in such circumstances. Execution of this 2015 Employment Contract shall constitute an
acknowledgment that all renewal or extension provisions of the Original Employment Contract are
null and void.
13. RESOLUTION OF DISPUTES
Any claim arising out of or relating to an interpretation of any term or condition of this 2015
Employment Contract or any alleged breach of this 2015 Employment Contract shall be settled and
determined by arbitration in accordance with the Voluntary Labor Arbitration Rules of the
American Arbitration Association. Either party may invoke the arbitration provisions hereunder by
filing a demand for arbitration with the American Arbitration Association in accordance with such
rules. The decision by an arbitrator selected pursuant to such rules shall be final and binding on the
parties hereto and may be entered in any court, tribunal, or commission otherwise having
jurisdiction thereof, for enforcement pursuant to the provisions of M.G.L. Chapter 150C. Each
party shall pay its own attorneys' fees with respect to the arbitration, and shall bear the costs of the
arbitration as provided in the rules of the American Arbitration Association. It is hereby agreed and
acknowledged that the arbitrator shall in no event have the authority to order or require the
reinstatement of the Assistant Superintendent for Finance to his position following termination by
the Committee. The arbitrator shall not have the authority to award attorney's fees or interest.
14. WARRANTY OF CREDENTIALS
The Assistant Superintendent for Finance warrants the validity of the credentials and experience
represented to the Committee in pursuit of this position and any material misrepresentations made
therein may constitute grounds for immediate termination of this 2015 Employment Contract and
the Assistant Superintendent for Finance's employment.
15. STATE ETHICS LAWS
The Assistant Superintendent for Finance is expected to familiarize himself with all applicable
ethics laws of the Commonwealth of Massachusetts and is expected to comply in all respects with
such laws, and requirement thereunder, during the term of this Agreement and in connection with
the performance of his job duties and responsibilities.
16. CORI CHECK
Prior to the commencement of the 2015 Employment Contract term, and from time to time as
required by Massachusetts laws and/or District policies, the Assistant Superintendent for Finance
shall authorize and the Superintendent shall perform a so-called CORI check with the
Massachusetts Criminal History Systems Board. To the extent that the Superintendent becomes
aware of any information revealed by the CORI check, which in his sole discretion, renders the
Assistant Superintendent for Finance unqualified or otherwise unfit for the position of Assistant
Superintendent for Finance, then this 2015 Employment Contract shall become null and void with
no further obligations or recourse to the Parties.
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17. INDEMNIFICATION
The Committee agrees to provide indemnification and legal defense of the Assistant Superintendent
for Finance in accordance with Massachusetts General Laws, Chapter 258, and pursuant to
Committee policies, to the extent applicable. As a condition of said indemnification and legal
defense, the Assistant Superintendent for Finance shall cooperate with the Committee, its attorneys
and agents in all matters relating to said claim.
18. SALARY DEDUCTIONS
This 2015 Employment Contract shall be deemed to have been entered into subject to all provisions
of the laws of the Commonwealth of Massachusetts and shall conform to regulations governing
deductions from the above-stated compensation with reference to withholding tax and retirement
provisions, and any other deductions authorized by the Assistant Superintendent for Finance and
agreed upon by the parties or required by law.
19. ENTIRE AGREEMENT
This 2015 Employment Contract embodies the whole agreement between the Committee and the
Assistant Superintendent for Finance and there are no inducements, promises, terms, conditions or
obligations made or entered into by either party other than those contained herein. This Contract
may not be changed except by a writing signed by the party against whom enforcement thereof is
sought.
20. INVALIDITY
If any paragraph,part of or rider to this 2015 Employment Contract is determined invalid, it shall
not affect the remainder of said Contract, but said remainder shall be binding and effective against
all parties.
21. LAW GOVERNING
This Agreement shall be construed and governed by the laws of the Commonwealth of
Massachusetts.
22. COUNTERPARTS
This 2015 Employment Contract shall be executed in two counterparts, each of which shall be
deemed to be an original, and both of which taken together shall be deemed one and the same
instrument.
In witness whereof, the parties have duly executed this contract of employment on the day
of September, 2015.
8
Assistant Superintendent for Finance—Kevin Mahoney
Superintendent-Director—Edward A Bouquillon PhD
Chairperson School Committee—Jeffrey Stulin
9
Field Trip: Appalachian Mountain Club--- Noble View Outdoor CenterRuono|, MA
Monday: September 28, 2015
Field Trip Preparation - research the following:
• McLaughlin Fish Hatchery
• The Trustees of Reservations
• Mount Tom State Reservation
�->Organize
�Paok
• See equipment & supply list
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• See list
Tuesday: September 29, 2015
->Bagohook - bagatowrest|ing room @ 7AM
Pack bus: equipment & bags
-->Lunoh -onthewayto \hoBarkahinaa
Afternoon
• McLaughlin Hatchery
Goals:
(1) To explain the importance and purpose the hatchery program in Massachusetts
(2) To identify and describe types of jobs at the McLaughlin Hatchery
(3) To identify species grown in hatchery | Jim Hahn,Hatchery Manager
(4) To describe filtration used in the hatchery McLaughlin State Trout
(5) To describe routine monitoring required at the hatchery Hatchery
(6) To Identify sustainable and non-sustainable factors within the hatchery 90 East Street
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- Provide worksheets to class
• Quabbin Reservoir Visit
Goal: To observe the history of the Quabbin Reservoir
Evening
-�Dinner at Noble View - Student prepared
• Reading Lab & Discussion: Removing Invasive Plants
Goals:
(1) To explain the purpose of removing invasive plant species to manage forests in New England
(2) Toureateanopinionontheva|uo (impodanoo) ofremovinginvaoivep|antopaoies
(3) To discuss different opinions on invasive species management
- Provide article and reading guide to class
• Journal Writing
• Assign Poster Project Groups
Wednesday: September 30, 2015
Morning
- Breakfast at Noble View— Prepared by students
• The Trustees of the Reservations— Land of Province
Goals:
(1) To explain the purpose of the Trustees of the Reservations
(2) To assist employees of the Trustees of the Reservation remove invasive plant species and
manage the property
Afternoon
-�Lunch — p:aparedatNob|eViewandbroughttotheoite
• Research & Poster: Forest Ecology
Goals:
(1) To observe and describe the ecology of foresin western Massachusetts
(2) To determine if New England's forests and commercial industries are sustainable
(3) To create a poster to describe biotic and abiotic characteristics of the forest, natural and
human disturbances in the forest, interactions among organisms and between organisms and
the environment, soil profiles in different locations in the forest.
(4) To describe how the above factors are sustainable or non-sustainable for the forest
(5) To present observations and research on the ecology of the forest and the sustainability of
New England
- Provide directions to class
• Journal Writing Assignment
Goal: To write a detailed journal to describe the trip to western Massachusetts
4 Provide directions to class
• Nature Walk: Observing & Classifying Abiotic and Biotic Factors in the Environment
Goals:
(1) To observe and describe abiotic and biotic factors in the environment
(2) To observe and describe interactions between living organisms and the environment
(3) To observe human and natural disturbances
-
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Evening
- Dinner at Noble View —Student prepared
• Journal Writing
• Work on posters
• Free reading time
• Outdoor exploration (with classmates)
Thursday: October 1. 2015
Morning
-�
Breakfast at Noble View— Student prepared
• The Big E
Goals:
(1) To research and describe examples of sustainable resources and/or programs
(2) Todiffonantiat» botweon ''notprocessef' and ^pnzoosoed" products/sen/iooainNmmEng|and
(3) To research and present examples of sustainability in New England based on observations
from the Big E & existing programs in New England.
-->Providnworksheets toclass
4Lunch purchased at the Big E
Afternoon
• Mount Tom State Reservation
Goals:
(1) To observe and describe abiotic, biotic, and human influences in Mount Tom State
Reservation
(2) To observe and explain natural and human disturbances impacthe environment in Mount
Tom State Reservation
(3) To observe and describe interactions among organisms and between organisms and the
environment
(4) To observe and describe the biotic and abiotic characteristics of soil in Mount Tom State
Reservation in different locations
(5) To research and observe how humans manage the forest ecosystem
-
�Providavvorkuhootatoo|aao
Evening
4 Dinner at Noble View—Student prepared
• Outdoor exploration
• Journal Writing
• Work on posters
• Poster Presentations: Forest Ecology/Sustainability
Goals:
(1) To present research findings and observations of forest ecology/sustainability in New
England
(2) To ask questions about forest ecology
(3) To ask questions about sustainability
Friday: October 2, 2015
Morning
4Breakfast at Noble View— leftovers prepared by Students
• Clean Noble View Cabins
• Pack bus
4Lunoh en route to Minuteman
• Return to MMHS
• Clean & organize
• Journal writing