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HomeMy WebLinkAboutFINAL OS SC Minutes 12.19.13.pdf FINAL Approved 1 23 14 OPEN SESSION MINUTES MINUTEMAN REGIONAL VOCATIONAL TECHNICAL SCHOOL DISTRICT SCHOOL COMMITTEE MEETING DECEMBER 19,2013 7 00 PM PAUL REVERE ROOM,MINUTEMAN HIGH SCHOOL Present: Alice DeLuca,Chair(Stow) Kemon Taschioglou(Lincoln) Jeff Stulin,Vice-Chair(Needham) Laura Morrissette(Arlington) Carrie Flood, Secretary(Concord) Jack Weis(Belmont)(amved 7 15 PM) Cheryl Mahoney(Boxborough) Mary Ellen Castagno(Wayland)(arrived 7 04 PM) Judy Taylor(Carlisle) Dave Horton(Lexington) Nancy Banks(Acton)(arrived 7 15 PM) Daniel Mazzola(Lancaster) David O'Connor(Bolton) Doug Gillespie(Weston) Absent. Ford Spalding(Dover),David Manjarrez(Sudbury),Dr Bouquillon Others Present: Elizabeth Rozan,Ernie Houle,Kevin Mahoney,Ed Lenox,Steve Hemman, MaryAnn Williams, Carl Valente,Julie Kremer,Evan Allen(Boston Globe),Gene DiPaolo,Diane Dempsey,John Pelletier,Nancy Pierce(Carlisle Mosquito),and Gil Wolin(Wayland Finance Subcommittee) 1 CALL TO ORDER. OPEN SESSION The Chair called the meeting to order at 7 00 PM She explained that the meeting had been scheduled for Tuesday December 17,2013 at 6 00 PM,but had been rescheduled due to the storm She also explained that the Grievance item on the agenda had been resolved She asked that people speaking please use the microphone so that their voices can be heard She also noted that a copy of email correspondence received from various School Committee members is available for perusal 2. PUBLIC COMMENT Julie Kremer,Arlington parent,read a statement,signed by 16 parents urging the School Committee to vote against entering into contract negotiations with the Superintendent,to open the position and request that Dr Bouquillon and others apply for it Her comments can be found as Attachment A 3. STUDENT REPORT There was no Student Report 4 CHAIR'S REPORT,Alice DeLuca The Chair extended appreciation to Ms Rozan for anticipating needs and keeping the School Committee organized The Chair noted that Dr Bouquillon was not present for this meeting,and that expected guests prepared to make reports were not yet present Hearing no opposition,she took the agenda items out of order to make best use of time 5. ASSISTANT SUPERINTENDENT FOR FINANCE REPORT,Kevin Mahoney a.) Preliminary FY 15 Budget Overview Mr Mahoney explained the process and guidelines used for developing the FY 15 Budget He noted that the Executive Team presented their requests and justifications to the Finance Subcommittee and indicated that the drivers included growth in enrollment, SPED services,unfunded mandates,and educator evaluation He called attention to requested new positions,a web-based student assessment model,a review of capital equipment,and technology needs In response to a question about viable opportunities in developing corporate sponsorships,there was mention of the role of the Advisory Committee,and that there are several informal partnerships in place In response to a question about the new positions,a request was made for job descriptions Concern was raised about how decisions were made for these new positions,and whether they were filled before conferring with the School Committee,given its fiduciary responsibility A question was also raised about the percentages of in-district,out-of -district,and SPED enrollments,and who bears the burden of tutorial costs if a student is hospitalized It was clarified that Minuteman bears the burden if an affected student is enrolled at Minuteman Hospitalization due to accident,45 day evaluations,costs above$30,000,the Admissions process,and tutorial requirements were discussed It was pointed out that if re-evaluation determines that the student will be unable to return to the school, responsibilities for continuing cost flows back to the home community The Superintendent's responsibility for hiring was also noted,as was the fact that the School Committee is responsible to vote on the budget as a whole It was noted that these matters are brought before the Finance Subcommittee for discussion and review It was further noted that this is a collective bargaining year It was explained that the Finance Subcommittee will vote on the preliminary budget,a notice will be sent out for the public hearing scheduled for January 21,and towns will be provided with preliminary information for review A report from the liaison to the Advisory Committee was suggested for an upcoming meeting 6 SUPERINTENDENT REPORT a) MSBA Feedback on Preliminary Design Program Submission; Cost Options;Enrollment Numbers,Mary Ann Williams With the arrival of Ms Williams,an update on the status of the building project was given She explained that the Preliminary Design Program was submitted in November,and MSBA had some initial questions in response to the 700+page document She explained that she was not troubled by their questions,and that responses to their informal questions were compiled,adjustments were made to the schedule,and that this information had been sent to the School Committee (The informal response is shown as Attachment B) It was emphasized by a member,who also serves on the Building Committee,that the audience for this project is wider than the School Committee and School Building Committee,and that an opportunity for feedback must be built in to the process from the larger community He also raised concern about the process for developing the preliminary comments,particularly where the budget number came from,as from his perspective,there hasn't been any discussion on this,and the numbers are not conclusive It was explained that there was not a lot of time to answer MSBA's questions,and the Design Team,the Superintendent,and the Assistant Superintendent met and came up with the numbers,and that this information was submitted to the School Committee and School Building Committee Concern was raised that the document read "The District has communicated ",yet there was no discussion,and the MSBA should not be left with any impression that this was definitive Another member concurred,noting that the number seemed to come out of the blue,and that it would be difficult to handle it politically In the discussion that followed, other members pointed out that there was a logic to the process,that it wasn't out of the blue,and that the School Committee needs to determine what action,if any,is appropriate at this point in the process Ms Williams explained that the process requires a starting point,but that numbers do get revised She pointed out that this is a Feasibility Study,and that there are a number of factors in play,including the Regional Agreement amendment,the Education Plan,and as a study,there are a number of interdependent factors The correct size and enrollment number will evolve out of which communities are in or out She underscored that there is no attempt to mislead anyone,but that there are broad issues,and the conversation will evolve over the process She reiterated that MSBA raised questions that needed to be answered The Assistant Superintendent emphasized that the District was obliged to respond,and the information can be clarified prior to the actual submittal of the formal response The response can be amended,with justification,and can be voted by the School Committee Ms Williams noted that she gathered the information for the informal submission and she will take responsibility for any misunderstandings The MSBA needed a context for understanding,and that is what she was attempting to provide with the informal comments She explained that a new Project Manager had been assigned at MSBA,and there were many questions She offered apologies,and noted that she should have phrased it differently A member noted that she appreciates the difficult process,but that in this era of"soundbites",the wording had the potential to cause PR problems for the District She emphasized that there must be transparency,as the task is to sell the project to the communities The Assistant Superintendent noted that the School Building Committee will be meeting on January 13,and development of the formal response to MSBA can be placed on the agenda Ms Williams also noted that there will be a meeting with the Mill St abutters on January 22 at 6 00 PM to discuss the project It was then suggested that Ms Williams convey to MSBA that the preliminary numbers were compiled by the designers,and not from the School Committee or School Building Committee,and she agreed to do so b) DESE Feedback on the Draft Regional Agreement,Steve Hemman and Ed Lenox The Assistant Superintendent explained that when the work of the Regional Agreement Amendment Subcommittee (RAAS)was concluded,there were a few outstanding issues that needed to be clarified with the Department of Elementary and Secondary Education(DESE) Ms Flood,who had served as chair of the RAAS,referenced Ch 71 Sec 14B,which indicates that changes to agreements must be submitted to DESE and are subject to approval Massachusetts Association of Regional Schools(MARS)Consultant Steve Hemman noted that DESE is concerned about any precedent setting change He clarified that at the end of the RAAS meetings,everyone was aware that there were some issues with what was to be presented to DESE A meeting was held with Christine Lynch and Jeff Wolfson at DESE Primary among the issues of concern to DESE were those related to authorization for debt and withdrawal from the District by a member community Attorney Ed Lenox clarified that amending the existing agreement requires a majonty vote in each of the 16 member communities, as well as approval by the Commissioner There were many small changes that DESE had no problem with But they had firm opposition on withdrawal language in the 10 8 13 draft He explained what they would go along with on this With regard to incurnng debt,he explained the restrictions of Ch 71 Sec 16,and the process under either (d)or(n) He further explained that DESE will approve a viable course that does not create a precedent for withdrawal by right (12 13 13 revisions are shown as Attachment C) Ms Flood pointed out that they tried to get DESE to accept the notion that these are conditions that the member communities would vote to impose upon themselves,but the DESE officials in attendance were adamant on these two points Approving the amendments on the Agreement needs to happen before the vote on the building project, and will require some compromise The Vice-Chair expressed appreciation for the work done to meet with DESE and explain the concerns He also expressed appreciation for the clarity in the flow chart included with the 12 13 13 materials He expressed concern over whether the agreement is good enough,particularly because under the existing agreement all towns will need to approve changes,and the election route described for withdrawal/debt(n)is costly(could be as much as $25K in some towns) He suggested that he would feel better about it if the RAAS had a chance to look at the 12 13 13 version,as there are still some aspects to it he needs to think about The member from Belmont concurred,noting that the RAAS activities represented a great process He also felt that it was premature to consider voting on the 12 13 13 version this evening,as unanimous consent by Town Meetings has to be built Without any input from the RAAS at this point would ensure at least one town would vote against it The member from Arlington agreed, noting that the perspective from member towns needs to be heard She,too,could guarantee it would not fly in Arlington The member from Lincoln explained that he met with town officials to informally discuss some of the issues They are supportive of the building renovation and the hard work of the RAAS,but have reservations If a vote was necessary at this point,he would have to abstam The member from Wayland asked about whether the Town Managers had met and had seen the document before the School Committee It was explained that the Town Managers did see an interim version on 12 11 and that the 12 13 13 version reflects some of their comments The member from Boxborough expressed appreciation for the hard work,and to the Assistant Supenntendent for meeting with Boxborough officials to review the September version She explained that because there are changes, and no meeting yet with stakeholders,she would not be able to vote at this point Who pays for an election,the potential concerns of bond counsel,whether new students could attend Minuteman while a town was in the process of withdrawing,the tight timelines for Town Meeting,and the willingness of DESE to work with Minuteman were addressed Ms Flood addressed the timing of the receipt of the materials,and expressed her concern that materials were sent to School Committee members so late It was explained that the Superintendent had been authorized to request a placeholder for the warrant be sent to Town Managers,and it was suggested that a meeting be set up to reconvene the RAAS and to report back Ms Flood explained that because the commitment had already been exceeded and the RAAS group had been excused, she suggested not reestablishing the group,but having a meeting and inviting them and others for discussion It was pointed out by a member that responsibility for finalizing the language falls to the School Committee,not the RAAS The District has been struggling with the agreement for years,and has to face up to it,even though it is complicated,and a tough sell,as delaying further complicates success with Town Meeting votes Another member urged that a small group works much better than a 16 member Committee,that the RAAS was successful as a model,and the members of that group are knowledgeable of the issues The timelines were discussed and it was agreed that the School Committee would schedule a special meeting on January 14 at 7 00 PM to deal with this matter,and the following vote was taken ACTION 2013#172 Moved(Stulin)and seconded(Weis) To ask the RAAS to reconvene to review the 12 13 13 version of the Draft Regional Agreement during the week of January 6,2014,and to make recommendations for review at a special School Committee meeting scheduled for January 14,2014 Vote. 13 in favor,1 abstention A request was made for the timely receipt of the RAAS product,with the red-lined version Regarding OML concerns,clarification was made that there was no problem explaining the need for a meeting through email,but that the meeting needs to be posted and other OML guidelines should be observed Steve Hemman summarized that the RAAS meeting agenda would include the question of withdrawal,debt,and the concerns expressed by Bob McLaughlin in his email correspondence of 12 19 13 (included with Attachment C) It was agreed that any comments in preparation for the RAAS meeting be sent directly to Steve Hemman(with a cc to Ms Rozan while she was on vacation)to avoid any conflict with OML A discussion of the Intergovernmental Agreements was raised Attorney Lenox pointed out that this was an independent document,and the Chair agreed that this would be a separate agenda item at a future School Committee meeting Appreciation was extended to the consultants, Steve Hemman and Ed Lenox for their work with DESE and the RAAS to date 7 ASSISTANT SUPERINTENDENT FOR FINANCE REPORT(Continued) b) Update on Accounting of Revolving Funds The Assistant Superintendent gave an update on the accounting of revolving funds,explaining details on how revenue and expenses will be listed for Community Education,post-graduate,and facility rentals He noted that this has been reviewed with the Finance Subcommittee c) Update on Post-Graduate Program The Assistant Superintendent explained that the Administration is exploring the process for getting accreditation on the Ch 74 Post-Graduate programs He noted that it is a prescriptive process,and that students will then have access to student loans d) Post-Graduate Tuition Rates for 2014-15 The Assistant Superintendent explained the need for a vote on the 2014-15 Post-Graduate Tuition Rates(shown in Attachment D), noting that the timing of this is for marketing and advertising He also explained that the rate has not changed over the last 3 years He explained that for in-district students,the towns pay 50%, on a$6,000 program,the student is responsible,therefore, for$3,000 It was further explained that this is in alignment with other vocational schools,and that regulations prohibit charging more than state community colleges do for similar programs The following vote was then taken ACTION 2013#173 Moved(Flood)and seconded(Banks) To continue to charge the Post-Graduate Tuition Rates for 2014-15 at the same rate as 2013-14 Vote: Unanimous e )RFP No 14-02 for Legal Services The Assistant Superintendent explained that Legal Services are exempt under Ch 30B,which allows for more flexibility in awarding contracts A suggestion was offered on Item 8 under"Scope of Services"in the RFP(shown as Attachment D)to make it more general than "at least three 3-hour in service meetings/year",and it was agreed to make the amendment The number of firms listed was also discussed,and it was agreed that the larger pool makes more sense It was noted that candidate firms need not have the capacity to handle bonding,as that is typically a specialty service and can be contracted as needed The following vote was then taken ACTION 2013#174 Moved(Banks)and seconded(Weis) To authorize the Assistant Superintendent to prepare and send out RFP No 14-02 for Legal Services as described and amended Vote: Unanimous Additionally,the following vote was taken ACTION 2013#175 Moved(Morrissette)and seconded(Weis) To authorize the Officers to interview the final candidates and bnng a finalist recommendation to the School Committee Vote. 13 in favor,1 opposed 8. SUBCOMMITTEE REPORTS a.) Policy Subcommittee, Carrie Flood Ms Flood explained that the Policy Subcommittee met and redrafted the policy to incorporate comments that had been received The goal is that requests to Administration would be reported through channels for efficiency,and if road blocked,could be appealed to the full School Committee,becoming a request of the School Committee An editorial suggestion was made and agreed to,so that the 4th line would read " administration with requests for information" The Policy Subcommittee was commended for the clarity of the process in this version The member from Wayland noted that a School Committee member should not have to go to Public Records for information She stated her opposition,and noted that information should not be withheld,especially if it pertains to the budget, and that School Committee members requesting information should not be charged for it Ms Flood clarified that reasonable charges may be incurred if it becomes a Public Records Request The following vote was then taken ACTION 2013#176 Moved(Weis)and seconded(Banks) To approve draft School Committee Requests for Information for 2nd Reading Vote- 13 in favor,1 opposed The Policy can be found as Attachment F 9. SECRETARY'S REPORT,Carrie Flood a.) Approval of Past Open Session Minutes of 11.12.13 No amendments were offered on the minutes of 11 12 13, the following vote was taken ACTION 2013#177 Moved(Stulin)and seconded(Horton) To approve the Open Session Minutes of 11 12 13 as presented Vote 13 in favor,1 abstention Anticipating that the meeting would go beyond 10 00 PM,an additional vote was taken as follows ACTION 2013#178 Moved(Stulin)and seconded(O'Connor) To continue the meeting past 10 00 PM Vote. 12 in favor,1 opposed(with 1 member out of the room) 10. POSSIBLE EXECUTIVE SESSION The Chair explained that there was a need for an Executive Session,and explained the reasons as follows a.) Negotiations with the MFA Pursuant to Purpose 3 (MGL Ch 30A, S 21 (a)(3))to discuss strategy with respect to collective bargaining,as an open meeting may have a detrimental effect on the bargaining b) Superintendent Evaluation and Negotiations 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, to conduct contract negotiations with Dr Bouquillon,and to return to Open Session She asked that Ms Rozan remain present,and that Mr Mahoney and Mr Houle remain present for the item related to Negotiations with the MFA The vote was taken by roll call as follows ACTION 2013#179 To enter into Executive Session as described Gillespie yes Flood yes Mazzola yes Stuhn yes Horton yes DeLuca yes Castagno yes Mahoney yes Weis yes Taylor yes Morrissette yes Banks yes Taschioglou yes O'Connor yes Vote: Unanimous 11 RETURN TO OPEN SESSION After meeting in Executive Session,the School Committee returned to Open Session at 12 35 AM,and the following vote was taken ACTION 2013#180 Moved(Stulin)and seconded(Taschioglou) To authorize the Superintendent Negotiations and Evaluation Subcommittee to enter into negotiations with the Superintendent for a successor agreement to the Superintendent's current contract that expires June 30, 2014 Vote 9 in favor,5 opposed 12. ADJOURNMENT The meeting was adjourned at 12 40 AM Respectfully submitted, Elizabeth Rozan Carrie Flood District School Committee Assistant Secretary ATTACHMENTS TO THE MINUTES OF 12.19.13 A Public Comments from Julie Kremer B Informal Comments submitted to MSBA 12 9 13 C 12 13 13 Regional Agreement Amendment Materials D Post-Graduate Tuition Rates FY 14(same for 2014-15) E RFP No 14-02 for Legal Services F Policy School Committee Requests for Information