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HomeMy WebLinkAboutFinal OS Minutes Tues. 4.9.13.pdf FINAL Approved 6 18 13 OPEN SESSION MINUTES MINUTEMAN REGIONAL VOCATIONAL TECHNICAL SCHOOL DISTRICT SPECIAL MEETING OF THE SCHOOL COMMITTEE MEETING APRIL 9,2013 7 00 PM PAUL REVERE ROOM,MINUTEMAN HIGH SCHOOL Present: Jeff Stulin,Vice-Chair(Needham) Kemon Taschioglou(Lincoln) Came Flood, Secretary(Concord) Dore Hunter(Acton) Ford Spalding(Dover) Jack Weis(Belmont) Cheryl Mahoney(Boxborough) David Horton(Lexington) Bella Wong(Weston) Daniel Mazzola(Lancaster) Dave Manjarrez(Sudbury) David O'Connor(Bolton) Absent.Alice DeLuca,Chair(Stow),Laura Momssette(Arlington),Don Rober(Carlisle), Mary Ellen Castagno (Wayland) Others Present Dr Bouquillon,Kevin Mahoney,Ernie Houle,Ron Marino,Kris Luoto,Elizabeth Rozan,John Donato,Solomon Rubin,Mary Ann Williams(Skanska),Eugene DiPaolo,Diane Dempsey,Al St George,Marjorie Daggett, Sheila Nagle,Tracey Sierra,Deirdre Fernandez 1. CALL TO ORDER. OPEN SESSION The meeting was called to order at 7 00 PM by Vice-Chair Jeffrey Stulm,as Chair Alice DeLuca was ill 2. PUBLIC COMMENT After a member voiced his desire to make Public Comment,there was a brief discussion about the protocol for School Committee members who wish to make Public Comment The Vice-Chair outlined the procedure required for the member to speak,as determined by the Chair at an earlier meeting,and the Chair of the Policy Subcommittee concurred,noting that this had been discussed at Policy Subcommittee and it had been the consensus that if a member makes a Public Comment from their seat,it blurs the line Therefore,it was suggested that if a member wishes to make a personal statement,not associated with duties as a School Committee member,the practice should be that the member recuse him/herself,and sit in the audience The member refused to remove himself from the School Committee seat to do so,and began to speak As he refused to follow the procedure,the Vice-Chair determined that he was out of order,and instructed that his comments be omitted from the record 3 CHAIR'S REPORT There was no Chair's Report 4. STUDENT REPORT,Solomon Rubin Mr Rubin gave an update of activities related to sports,the prom,the play, and Spirit Day, scheduled for 4 12 13 5. SUPERINTENDENT REPORT,Ed Bouquillon a. Skills USA Field Trip Dr Bouquillon explained the details of this trip,noting that it is an annual event,that this year there will be 62 students participating,that the trip meets the overnight trip policy requirements,and noting the bus details In response to a question,it was clarified that School Committee members could attend the opening and closing, although there is limited seating for the opening and advance arrangements were advised The Committee then took the following vote ACTION 2013#52 Moved(Weis)and seconded(Flood) To approve an Overnight Trip for Skills USA students Thursday April 25-Saturday April 27,2013 in Marlboro,MA Vote: Unanimous b. Update on Member Town Meetings Dr Bouquillon informed the Committee that to date,3 Town Meetings have passed the Minuteman budget,and that there are upcoming Town Meetings later in April and May He explained that in some towns,this item was added to the Consent Agenda,which results in staff not having to give presentations in every town 6 ASSISTANT SUPERINTENDENT FOR FINANCE REPORT,Kevin Mahoney The Vice-Chair explained that this was a new item on the agenda,and Mr Mahoney reported on the items listed below a. Progress Report on Management Letter Issues He explained that there were 15 action items and 8 of them have been or will soon be addressed, the remaining items are in process He noted that he will report to the Finance Subcommittee with details on the recommendations, including challenges,role of School Committee,and cost considerations He clarified a few points related to journal entry process,restructuring revolving funds,and ongoing corrective action to address concerns b. Update on Insurance Policy Review/Renewal He explained increases in insurance premiums for next year,and a member suggested he get quotes for increasing the coverage for Commercial General liability,School Board Liability,and Employment Related Practices Liability, as these can be large claims Another member requested historical data on the Workers Compensation It was clarified that he has the authority to take action on these policies without School Committee approval c. Update on E&D Annual Certification He noted that there has not yet been certification by the Department of Revenue,and therefore he had no update to report d. Bid Results(Lease of Childcare Facility) He reported that the lease on the Childcare Facility is expiring in October,and Minuteman will be awarding the new lease November 1 He explained an increase in monthly rent from$1,100 to$15,000 He explained that rental is a revolving account,and that the reason for the increase is that formerly in-kind services were included as part of the value,and that during the RFP process,it was restructured,so that these services will still be provided,but are not calculated as part of the value e. Report on Staff Training(30B Procurement Procedures) He reported that he conducted Professional Development session for the Administrative Team and all staff involved with the financial software,and emphasized to them that the Business Office is available for purchasing support and delivery of services to staff f School Choice for 2013-14 He explained the reasons why School Choice does not make financial sense for Minuteman due to the relatively low tuition allowed under state-imposed guidelines,and the following vote was taken ACTION 2013#53 Moved(Horton)and seconded(Mahoney) Not to participate in the School Choice Program for 2013-14 and to inform DESE of this decision by the June 1 deadline Vote. Unanimous 7 SCHOOL BUILDING UPDATES a School Building Committee Report 1 Designer Selection Mr Spalding noted that his goal is to protect the 16 member districts so that they remain eligible for the MSBA reimbursement,which requires adhering to the MSBA process,as they don't waiver He explained that on Thursday,there is a kickoff meeting with MSBA He commended the skill and engagement of the members of the School Building Committee,and noted that there are 3 member communities not represented on the Building Committee He then introduced Mary Aim Williams,the OPM from Skanska,noting her skill at understanding the MSBA process Ms Williams explained the recent Designer Selection process that included an RFP,public advertisement,a facility tour,and submission by 5 highly qualified candidates She noted that these 5 were narrowed down to 3,the Designer Selection Subcommittee met with the MSBA's Designer Selection panel,who voted the same way as the Subcommittee,and they began contract negotiations with the highest ranking firm They were not successful in negotiating with them,but agreement was subsequently reached with the 2nd firm,Kaestle Boos Associates,ranking in at only 1-2 points lower,and was approved by the School Building Committee on Monday A contract was issued a today A member noted that she had received their original proposal today via the Building Committee list serve 2. Review of Project Schedule Mr Spalding noted that the project schedule remains fluid,and will be firmed up at the meeting with MSBA on Thursday He noted that if anyone has comments on the draft schedule that had been included in the packet,they can forward them to him He also noted that In response to a question about how things are going at the MSBA,Ms Williams explained that they are collaborative partners,and while the process can be difficult in the beginning,there are many intelligent,thoughtful people who work there who want to assist He emphasized that public support is important,and people need to get engaged by reviewing the materials on the website [At this point,a member noted that he was recording the meeting,and this was acknowledged by the Vice-Chair] --Enrollment Determination Process As follow-up to the SC vote of 2 12 13 on appropriate school size debate,including but not limited to right-sizing, the Superintendent outlined the process for determining the enrollment figure in a future vote,which ultimately is up to the MSBA He noted their enrollment study,the NESDEC enrollment study,the timing of the decision,and the programmatic implications of the various numbers He pointed out that with a number of 435 students,all the programs currently offered could not reasonably be offered He cited the Education Program Plan,the labor market data on per pupil cost,and the current movement by the Commissioner to reduce the out of district tuition rate from 150%to 120%of foundation budget as some of the moving parts He referred to the current activities of the Regional Agreement Amendment Subcommittee,and the obstacles for attracting new members,and the projected timeline for making a decision Ms Williams clarified that part of the schedule,noting the submission of preliminary design by October/November of 2013,and the submission of preferred schematics in the February- March,2014 timeframe A member noted a grassroots movement related to Ch 70 and Ch 74 funding,and it was pointed out that MSBA cannot be an ally in this,as it is outside of their realm A member offered his opinion that the efforts have been to increase tuition students to fill empty seats,and that he sees a problem with tuition students He noted his interest in presenting his research on this topic to the full School Committee and the Regional Agreement Amendment Subcommittee Another member suggested that while Minuteman is a resource for the member towns,the issue of the right size needs to be as open,intelligent and honest as possible,to avoid failure of the project,as there are implications for decades to come,and pros and cons to the issues,including the analysis of the Education Program Plan Clarification was sought on these comments,and it was emphasized that an open discussion on the issues is necessary, and part of the process,and that no number has been identified as preferred at this point Ms Williams concurred,noting that there is no preconceived number,but the goal is to follow the process,with cost,educational programs in mind,and that MSBA ultimately makes the decision A member noted that the project will need to be sold to the communities and a thoughtful process is necessary Another member noted his confusion with the tuition issue,given the vote to not participate in School Choice It was pointed out that there are many factors—enrollment, equitable tuition rate,membership,and what the district will look like—and that it will all come together It was also noted that some communities would be shocked to think the school would not exist A member noted that he has listened closely over the last few years,and does not understand why the MSBA is making the decision on 435 or 800 students without the School Committee's input The Building Committee chair expressed that this view was ill-informed It was clarified by another that MSBA has offered a high and a low number,and that the Feasibility Study allows extrapolation The Vice-Chair pointed out that he has looked at this issue for 14 years,and will look forward to additional information becoming available For input,it was suggested that both the School Building Committee and the Regional Agreement Amendment Subcommittee meetings are open meetings and all School Committee members should be participating It was reiterated that the MSBA ultimately makes the decision,and there is a process for answering the question of what the right size of the school is It was also noted that the educational purpose of the school is its foundation,and intelligent framed discussion will lend itself to an informed decision The question of what is right for the students also was raised The member who had been considered out of order at the Public Comment penod asked the Vice-Chair to reconsider the removal of his statements from the record,as it may be a violation of the Open Meeting Law b. Regional Agreement Amendment Subcommittee(RAAS)Report Ms Flood summarized the activities of the Regional Agreement Amendment Subcommittee to date While the first meeting wandered a bit,the subsequent meetings have been focused on looking at the many factors at issue in the agreement How communities can leave,how new communities can join,the possibility of associate membership, voting rights,assessment formula,and a dissolution model are some of the issues being discussed She emphasized that the dissolution model is being offered as a point of reference only and is not being seriously considered--She noted that pieces are still moving She pointed out that Ms Williams is including the Subcommittee's work in the timeline She noted that the Committee is made up mainly of Town Managers and Selectmen,and while finding a time that all people can meet has been difficult,they have settled on meeting on Monday dates at 4 00 pm She noted that David O'Connor expressed an interest in joining as the third representative of the School Committee,but scheduling may be a problem Ms Flood reported that as of Fnday,Ms Castagno was designated by her Board of Selectmen to represent the Town of Wayland There was a question as to the possibility of a conflict of interest,and Ms Flood advised that this concern had already been reviewed and it was determined that Ms Castagno could serve She also noted that it is important for the RAAS to think outside of the box with respect to possible amendments to the current regional agreement The School Committee then took the following vote ACTION 2013#54 Moved(Stulin)and seconded(Hunter) To appoint David O'Connor as a member of the RAAS,representing the School Committee and Mary Ellen Castagno as a member of the RAAS,representing the Town of Wayland Vote Unanimous Members requested information on the Statement of the Problem and the proposed Capital Assessment formula It was noted that all materials related to the RAAS meetings are included with the agendas on the website 8 DIRECTOR OF EDUCATIONAL TECHNOLOGY REPORT, Annamaria Schrimpf Dr Bouquillon introduced Annamana Schnmpf,who was recently hired,and pointed out the shift in focus to Educational Technology Ms Schnmpf expressed her appreciation for the opportunity to work at Minuteman,and offered thanks to Ron Marino,who has helped her in her transition She focused on highlights,budget information,survey results from academic and CTV Teachers,and explained the future focus and needs Budget,back-up, realistic time frame for a Technology Plan,raising the bar,collective vision,college and career readiness for students,and integration of the CTE component were discussed A member asked how this relates to the RAAS and Building Committee work,and she noted that she defers to the Superintendent for guidance Technology as a foundation and consideration of students needs in teaching and learning was also discussed Ms Schnmpf commented that many students today possess considerable skills in computer technology,but do not fully appreciate their value in practical applications The Vice-Chair welcomed her and noted he looks forward to hearing more through the Finance Subcommittee The full report can be found as Attachment A 9. SUBCOMMITTEE REPORTS a. Superintendent Negotiations and Evaluation Subcommittee Mr Horton presented the details related to the Draft Superintendent Evaluation Instrument,found as Attachment B He explained this in terms of the compliance with the DESE Evaluation Instrument,the experience from last year with the"Don't Know"responses,the ability to review in terms of the rubrics and goals provided, the Zoomerang format,and noted that the evaluation will be on line for completion by the May meeting In response to questions,it was noted that self-rating is not a part of the DESE instrument,that this is taking the place of a 360 evaluation, and that having measurable goals is important Relative to the narrative sections,it was pointed out that this document will be a public document,and will be posted on line,as last year's has been While an attempt has been made to address the"Don't Know"responses,people were encouraged to respond honestly,and if they don't know,to mark accordingly b. Attorney Contract Review Subcommittee Mr Horton presented the results of the Subcommittee's meeting on 3 22 13,relative to the Attorney Contract A member expressed his opinion that the current attorneys have been litigious and costly,and offer counsel primarily to the chair of the School Committee He commented that he was glad to see the recommendation for an RFP,as he does not favor continuing with this firm It was moved(Maniarrez)to extend the contract for 6 months instead of a year There was no second on this motion,as it was pointed out that 6 months is inconsistent with the existing contract(Attachment C) It was also pointed out that the title of positions noted in their contract exhibits have changed Noting that over the recent months,3 attorneys from the firm have worked with the School Committee, a member questioned the extent to which the School Committee can request services of a particular member of the firm to work with The School Committee then took the following votes ACTION 2013#55 Moved(Stulin)and seconded (Spalding) To extend the contract with the law firm of Murphy,Lamere&Murphy for an additional one-year period to commence July 1,2013 and terminate on June 30,2014 Vote. 10 in favor,1 opposed,and 1 abstention,with 12 members present ACTION 2013#56 Moved(Flood)and seconded(Spalding) To issue a "Request for Proposal"(RFP)for legal services in the fall of 2013,as part of a full process to review the school's requirements for legal representation Vote Unanimous The Vice-Chair extended thanks to the Subcommittee for these recommendations 10 SECRETARY'S REPORT, Carrie Flood a Approval of past minutes The Secretary pointed out that she received minor edits on the 3 12 and 3 26 minutes,and the following votes were taken ACTION 2013#57 Moved(Stulin)and seconded(Spalding) To approve the minutes of 3 5 13 as written Vote: 11 in favor, 1 abstention,with 12 members present ACTION 2013#58 Moved(Weis)and seconded(Wong) To approve the minutes of 3 12 13 as written,incorporating the minor edits provided Vote: 9 in favor,3 abstentions,with 12 members present ACTION 2013#59 Moved(Stulm)and seconded(Weis) To approve the minutes of 3 26 13 as written,incorporating the minor edits provided Vote• 9 in favor, 3 abstentions,with 12 members present 11 ADDITIONAL ITEM Related to the resolution of a complaint against the Superintendent of Schools,Ed Bouquillon,Dr Bouquillon read a Joint Public Statement,as noted below Joint Public Statement On or about August 20, 2012 the School Committee for the Minuteman Regional Vocational School District received a complaint alleging procedural irregularity by Dr Bouquillon relative to his involvement in procurement of services for the District and supervision of staff allegedly involved in procurement The Committee took immediate steps to address the issues raised m the complaint and at a duly held meeting on August 27, 2012 voted to retain the services of an independent forensics auditor to review and investigate the allegations raised After issuing a Request for Proposals, the Committee hired the Abrahams Group of Framingham District personnel cooperated fully with the investigation, meeting as necessary with the independent auditor A Final Investigation Report was issued by the Abrahams Group dated December 17, 2012,finding some instances where procurement statutes and policies were not fully complied with,as well as other instances where best practices were not observed by District personnel, but no instances of misappropriation of public funds or personal profit by Dr Bouquillon or any other District personnel were identified Following receipt of the Report, the Committee met in duly convened meetings on December 18, 2012, January 8, 2013, February 5, 2013 and March 5, 2013 to review the findings with the Superintendent of Schools, provide the Superintendent with the opportunity to respond to the allegations, and determine appropriate action, consistent with procedures required by both Massachusetts law and Dr Bouquillon's employment contract with the District Dr Bouquillon has accepted responsibility, as the Superintendent of the District, for the irregularities and deficiencies cited in the Abrahams Final Investigation Report Dr Bouquillon has apologized to the Committee and the District for his errors in judgment and lack of supervision of staff involved in these matters In response,the Committee has taken appropriate disciplinary action As this is a personnel matter, the extent of that disciplinary action remains confidential under law Moving forward,Dr Bouquillon and the Committee have secured training for District personnel relative to procurement and other municipal finance issues Dr Bouquillon has instituted changes so the errors cited in the Abrahams Final Investigation Report will not occur again in the future In addition, the District's Business Office has been reorganized to institute additional checks and balances for procurement and other activities In closing,the School Committee has completed its review of the above-referenced allegations By vote of the Committee,a copy of the Abrahams Final Investigation Report,with appropriate redactions to protect the privacy rights of third parties,has been designated as a public record and is available upon request The Vice-Chair explained that,as recommended by the Attorney,while a written request for the Report is not required,it is recommended,that the Report will be forwarded to requesters electronically without charge,but for those who request a paper copy,as permitted by statute,the District will require a payment of$29 00,which amounts to twenty cents per page for the 145 page document Confirming that the redacted report is now available, he further explained that the requests should go to Dr Bouquillon or Ms Rozan He pointed out that having been read as a part of this meeting,the Joint Statement is also available as a public document 12. POSSIBLE EXECUTIVE SESSION At 9 25 pm,the Vice-Chair explained that there was a need for a possible Executive Session,to conduct strategy session in preparation for contract negotiations with the Superintendent,but not to conduct actual contract negotiations with the Superintendent Dr Bouquillon left the room,and the Committee took the following roll call vote ACTION 2013#60 Moved(Stulin)and seconded(Hunter) To enter Executive Session,with Ms Rozan remaining,not to return to open session, for the following reason Pursuant to Purpose 2 (M G L c 30A, §21 (a)(2))to conduct strategy sessions in preparation for contract negotiations with certain nonunion personnel,namely,Dr Edward Bouquillon,the District Superintendent O'Connor yes Flood yes Manjarrez no Taschioglou yes Wong yes Hunter yes Mahoney yes Weis yes Spalding yes Horton yes Stulin yes Mazzola yes Vote: 11 in favor, 1 opposed,with 12 members present 13. ADJOURNMENT The meeting was adjourned from the Executive Session at 10 40pm Respectfully submitted, Elizabeth Rozan Carrie Flood District School Committee Assistant Secretary ATTACHMENTS TO THE MINUTES OF 4 9 13 A Director of Educational Technology Report B Draft Superintendent Evaluation Instrument C Current Contract with MLM