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HomeMy WebLinkAbout2020-01-07-SC-min LEXINGTON SCHOOL COMMITTEE MEETING Tuesday,January 7, 2020 Lexington Town Office Building Selectmen's Meeting Room 1625 Massachusetts Avenue CALL TO ORDER AND WELCOME: 7:03 p.m. Chair Eileen Jay welcomed and introduced committee members SCHOOL COMMITTEE MEMBERS PRESENT Eileen Jay, Chairperson Kate Colburn, Vice-Chairperson Kathleen Lenihan, Clerk Deepika Sawhney Scott Bokun STUDENT REPRESENTATIVE Sara Mei SCHOOL ADMINISTRATORS PRESENT Dr. Julie Hackett, Superintendent Dr. Christine Lyons, Assistant Superintendent for Curriculum, Instruction, and Professional Learning Dr. Maureen Kavanaugh, Director of Planning &Assessments The minutes were taken by Kristen Cronin, Executive Assistant to the School Committee and Administrative Assistant to the Superintendent. Ms. Dawn McKenna noted she may record a portion of the track discussion on tonight's agenda. SCHOOL COMMITTEE ANNOUNCEMENTS& LIAISON REPORTS: Mr. Scott Bokun quoted Core Value #1 -We All Belong: We are inclusive of all people, and we embrace and serve one another. We are dedicated to working toward mutual understanding of all cultures, backgrounds, identities, ideas, beliefs, learning styles, and abilities that are different from our own. In our community, we all bring unique skills, perspectives, and experiences. We create a safe and supportive learning environment when we work to ensure that everyone is honored and respected. Mr. Bokun attended a meeting with the Dyslexia Parents Group, along with Dr. Hackett and Dr. Lyons. Mr. Bokun thanked the parents for their attendance and their honesty and perseverance as they talked about their experiences and their children's experiences and struggles with having to deal with dyslexia in our school district. He noted that many of the children are still receiving services but struggle coping with the amount of work and effort it takes to get through assignments with dyslexia. Mr. Bokun reported that dyslexia is the most common learning SC Minutes Approved 2/04/2020 disability that affects 1 in 5 people. Mr. Bokun encouraged people to go to the Lexington Dyslexia Parents Group website and watch the 7-minute video "Facts about Qv-de-zip" Mr. Bokun gave a brief update on the Lexington Human Rights Committee. He reported the LHRC is working on a revision of their bylaws as well as a decision tree flow chart regarding reporting of rights, bullying incidents and hate crimes. The goal is to work with Lexington Public Schools and the Town to create a basic chart that shows one how to report incidences, who is made aware of them, and what happens in terms of an investigation. Mr. Bokun announced LHRC is sponsoring a townwide community conversation, as part of the Martin Luther King Jr. Day of Service Events on January 20th from 9:00-10:30 a.m. at Grace Chapel, 59 Worthen Road. The topic for this year's Annual Community Conversation on Race is "The Necessity of Discussing Race and Racism with Your Own Family at Home." Mr. Bokun attended a viewing of the documentary movie, Willie, about the first black NHL player who also played for the Boston Bruins. The movie was produced by a Lexington resident, Bryant McBride. Mr. Bokun noted the movie would be on ESPN sometime in February. Mr. Bokun suggested having this movie brought into LHS as part of their curriculum. Ms. Lenihan wished everyone a happy 2020. Ms. Sawhney commented on the field house at the high school. She thanked the Recreation Department and Department of Facilities for the work that had been done recently to make the field house look better. Ms. Sawhney announced the Parent Forum on Suicide Prevention on January 8, 2020 from 8:30-10:00 a.m. at Diamond Middle Schol cafeteria. Ms. Colburn announced an upcoming SEPAC Business meeting for Thursday, January 9, 2020 starting at 7:00 at the Community Center. This business meeting is the Special Education Parents Advisory Council combined with Special Education Parent Teacher Association. Anyone with children on an IEP or a 504 plan are encouraged to come and learn more about special education issues affecting your family. Dr. Hackett will be joining the meeting to give a DEI update, including discussing the Inclusion Community Input Team and Thomas Herhir's Special Education Review. In addition there will be a discussion of upcoming events, School Committee updates and reports from liaisons. Ms. Jay wished all a Happy New Year. On Saturday, January 11, 2020 CAAL (Chinese American Association of Lexington) will be presenting a Lunar New Year Gala at Cary Hall. Ms. Jay attended the Recreation Committee meeting on December 18th. She will report further on this topic later in the agenda. Student Representative, Sara Mei, noted that the LHS Student-Faculty Senate had discussed the homework policy. Overall the students think it's "awesome"that the town is taking steps to try SC Minutes Approved 2/04/2020 and regulate the amount of homework and increase time with family and friends. She noted there is some confusion about the specific purpose of no homework dates and think no homework dates should occur over weekends or long weekends instead of a designated no homework on weekends. Ms. Mei commented that some teachers follow the words for the no homework policy but still manipulate the rules, especially with the 6 day cycle (i.e. give homework during a time when do not have class or have homework due on a day when there is no class). Ms. Mei further reported that the Senate is discussing having murals painted around LHS and is in the process of organizing someone to work on a design and where in the school to place it. It is also having a discussion about seasonal decorations to be put up around the hallways during the holidays to brighten up the halls at LHS. Congratulations & Celebrations: Dr. Hackett extended her congratulations to three different groups of people. On December 12, 2019, she visited Ms. Pei-Chi Chuang's sixth grade class at Jonas Clarke Middle School. Ms. Chuang and her sixth graders taught Dr. Hackett to say Happy Lunar New Year in Chinese and helped her film a short video for the Chinese American Association of Lexington (CAAL) and the Lexington community. CAAL has shared the video publicly in advance of their Lunar New Year Celebration at the Cary Memorial Building on January 11, 2020. Dr. Hackett congratulated Ms. Angela Carpenter and her students at Harrington Elementary School. Ms. Carpenter wrote and choreographed the "We All Belong" song. The song is based on the district's core values, and it was written for the National Blue Ribbon School Recognition Ceremony that was held on December 13, 2019. The song was a moving tribute to the values that matter most in the Lexington Public Schools, and the students did an amazing job at the ceremony. Lastly, Dr. Hackett expressed her sincere gratitude to the Green Team members, Ms. Tina McBride and Ms. Natalie Cohen, who forged a partnership with the Department of Public Health, Whitsons, Food Link, and others to create a Food Recovery Program at Diamond Middle School. The new Food Recovery Program will enable us to donate meals and food to those in need. Dr. Hackett thanked Tina, Natalie, Diamond Middle School, and all involved for living our "Do Your Part" and "Caring for Yourself and Others" core values. Dr. Hackett noted she looks forward to seeing this program implemented in all our schools! SUPERINTENDENT'S REPORT: Dr. Hackett reported on the FY21 Budget Summitt II-A that was held on Thursday, December 19, 2019. She is pleased to report that since the last School Committee meeting, the FY2021 allocation for the Lexington Public Schools was revised to bring the increase to the base budget over the previous year's budget from $4.12M (3.6%) to $4.85M (4.3%), representing an increase of$737,139 in the revenue allocation. Dr. Hackett noted that a $1.5 million shortfall was originally projected, and the additional increase essentially cuts that gap by half. As found on page 9 of the FY2021 Level Service and Recommended Budget of the Superintendent of Schools, SC Minutes Approved 2/04/2020 the revenue allocation history, which reflects the increase to the base budget each year, is as follows for the past six budget cycles: FY 2016: 8.5%, FY 2017: 7.2%; FY 2018: 6.6%; FY 2019: 6.9%; FY 2020: 5.4%; and FY 20214.3%. A decrease in the percentage increase, combined with higher overall enrollment, make this a challenging budget season. Dr. Hackett next provided a brief update on Hastings Elementary School. She noted that Principal Lipsitz and her team are planning several special events that will make for a memorable move. Students and staff will decorate the classroom doors with colorful images designed by Lexington's young artists. They will also create art in the halls by writing memories and messages to the school. The building will be open to the greater community on Monday evening, February 10, 2020, so that former students, staff, and families can come to Hastings to say their goodbyes to the school and add personal notes to the walls. The move itself will take place during the February vacation week. Prior to the close of school on February 14, 2020, students and teachers will walk from the current school to the new building, taking the contents of their desks and tabletops to their new classrooms. The Hastings School community is looking forward to the big day, and we can't wait to welcome everyone to our new school! Dr. Hackett concluded her report with an update on the Lexington High School Statement of Interest. On March 17, 2019, we submitted a Statement of Interest to the Massachusetts School Building Authority (MSBA), which would assist with the funding of a new or renovated Lexington High School. We were notified on December 10, 2019 that Lexington High School did not get invited into the MSBA's Eligibility Period at this time. Dr. Hackett noted that many neighboring districts have waited several years before being invited into the capital pipeline. The good news is that the MSBA will begin accepting new Statements of Interest on January 8, 2020, and Dr. Hackett will resubmit the SOI at that time. A complete copy of the Superintendent Report can be found here: Su erintendent's Report 1-07-2020 CONSENT AGENDA: Acceptance of Donations/Gifts: Mr. Bokun moved to approve donation from Best Buddies to Lexington High School in the amount of$860.00 and donation to the Lexington High School Music Department in the amount of$500.00-seconded by Ms. Colburn (Approved 5-0) Payroll and Accounts Payable Warrant Approval: Ms. Lenihan moved to approve payroll dated December 6, 2019 in the amount of $3,953,156.43;Payroll dated December 20, 2019 in the amount of$3,965,696.89; Accounts payable dated December 20, 2019 in the amount of$940,106.23;Accounts payable on January 3, 2020 in the amount of$735,984.68 and Payroll dated January 3, 2020, in the amount of$3,846,985.90-seconded by Ms. Sawhney(Approved 5-0) SC Minutes Approved 2/04/2020 Minutes: Ms. Sawhney moved to approve the November 19, 2019 School Committee minutes and December 3, 2019 School Committee minutes-seconded by Ms. Colburn (Approved 5-0) COMMUNITY SPEAK: Ms. Judith Crocker, 5 Courier Court - Ms. Crocker provided her Annual Lexington's Safe Routes to School 2019-2020 updates. Highlights include recent accomplishments. For a complete copy of Ms. Crockers report click here: INSERT LINK Ms. Crocker provided additional information on a newly adopted program by Safe Routes to School that was presented at the MASC joint conference in November. This is amendment suggestions for School Wellness Policy. PRESENTATION: -Superintendent's FY2021 Budget Dr. Hackett and David Coelho, Assistant Superintendent for Finance and Operations, reviewed the FY 2021 Level Service and Recommended Budget of the Superintendent of School. Dr. Hackett started the presentation by reviewing the LPS Strategic Plan, including the new Mission Statement: Joy in learning; curiosity in life; and compassion in all we do. She also outlined our Vision: Diversity, Equity, Inclusion; Redefining Success; Students as Active Agents; Authentic learning Experiences; Community Partnerships. Dr. Hackett stated that in the next 10 years these are the areas of focus for the school system. In addition to areas of focus, Dr. Hackett reviewed the Strategic Goals: Goal #1: Address and Narrow Equity Gaps; Goal #2: Redefine Success; Goal #3: Cultivate Student Agency; Goal #4: Innovate for Sustainable Change. Dr. Hackett reviewed the FY 2021 Revenue Allocation Model. She reported the district is receiving a 4.3% increase for FY 2021 over the previous year's budget. On the FY21 Recommended Budget and Summary of Changes slide, Dr. Hackett noted that a -9.86% decrease from funding sources reflects an adjustment down from Medicaid reimbursement as well as a slight reduction in amounts related to Chapter 70. The Finance Department has sent a memo recently seeking guidance in Medicaid reimbursement. Dr. Hackett will share the memo at the next School Committee meeting. The 4.3% increase in FY 2021 represented a 1.5M shortfall in the amount needed for a level service budget. Dr. Hackett reviewed strategies under consideration to make up for the shortfall such as: reduced fixed personnel costs through attrition and reduction; offset budget utilizing revolving funds; reduce supplies and software contracts; review Special Education placements; Special Education audit; access Special Education stabilization funds at Town Meeting. Dr. Hackett asked Mr. Coehlo to explain the Special Education Stabilization Fund. Mr. Coehlo noted that about 10 years ago $350,000.00 was set aside from the school budget, and the Town SC Minutes Approved 2/04/2020 put additional funds aside as well. Since that time, it has been growing and now contains $1.3 Million. Mr. Coehlo said that a portion of these funds could be used to offset Special Ed costs, tuitions, transportation. He also noted that, once these funds are used and the money runs out, we do not have a mechanism or location to replace it. The fund goes away, yet the expenses that they are tied to continue. School Committee had questions for Dr. Hackett and Mr. Coehlo which they addressed. For a complete copy of the Superintendent's FY2021 Level Service and Recommended Budget click here: FY21 Superintendent's Budget Community Speak: Mr. Jason Ross, 38 Winthrop Rd. Mr. Ross congratulated the School Committee on the redistricting efforts. It struck a nice balance between minimizing the impact on students and providing a sustainable enrollment plan for the community. Mr. Ross expressed his encouragement to vote in favor of allowing 4th graders (current 4th graders/rising 5th graders) to be allowed into their original middle schools before plan was adopted. Ms. Dawn McKenna - Precinct 6 TMM - Ms. McKenna spoke about the Center Track memo which stated that construction of a field for throwing events was not eligible as a change order under the scope of the Center Track project. Ms. McKenna believes that the Recreation Department and the School Department made commitments to the track students during 2019 Town Meeting, so that the programs that existed at the time would continue to exist. During Town Meeting, it was said they would make the facility in the separate practice field. Ms. McKenna commented that if it wasn't going to be done, then that is a problem for this season. Ms. McKenna wants to know how this issue is going to be resolved. She is recommending that these two projects move forward as independent Capital Requests. For FY2021, consider using Operating Funds to make the programs happen in time. Ms. McKenna commented that it is critical that conversations begin about what the priority for use of school-based facilities is and how, in this particular case, the school department had been shut out of the conversations until decisions have already been made. She believes there is a conflict between the paid programming that the Recreation program wants out of that track and field service vs. providing for the LPS students that are currently here. Rucha Londhe, 126 Kendall Rd. - please reconsider grandfathering the current 4th graders. Mr. Simler- 351 Lincoln St. - Mr. Simler commented on the budget and redistricting. NEW & UNFINISHED BUSINESS: Redistricting Discussions: Grandfathering; Transportation; Flexible Assignment; Walking, Biking, Bussing Policy SC Minutes Approved 2/04/2020 The topics related to redistricting on tonight's agenda came from concerns that were raised at the last meeting. Dr. Hackett suggested it would be worthwhile to have the people who indicated their concerns talk briefly about what they have been hearing and share their thoughts about a particular item. Ms. Colburn wanted to discuss the Fiske 6 issue. She thought that this district is somewhat unique because, if grandfathered, those students would go to Diamond rather than Clarke which could help relieve some pressure at Clarke. She would be interested to see how the numbers work out. Dr. Kavanaugh said that the LPS administration has been in communication with most of the Fiske 6 families. The administration will be reviewing Special Transfer Requests where applicable. Members discussed the issue of possible middle school grandfathering for current 4th graders who can stay at their current school for 5th grade, but would be assigned to a different middle school. The LIPS decision is that they would not be grandfathered, but could apply for Special Transfer. Dr. Kavanaugh indicated that they could contact LIPS administration now, even though these students would not enter middle school until 2021. Dr. Hackett noted that the message being communicated, based on the Plan C decision, is that the administration would entertain anything outside of the decision with Special Transfer Requests. The grandfathering pieces left for discussion related to grade 4 students and whether or not there would be transportation provided was another question. Dr. Hackett stated the more transportation exceptions and grandfathering accommodations that are made, the harder the operation is (i.e., more costly, time consuming and more congestion on the road). She noted the district needs to be conservative when it comes to transportation. There was a consensus among School Committee members that bus transportation should be provided for all students who were grandfathered under Plan C, Committee members had further discussion around grandfathering, transportation, and Special Transfer Requests. Ms. Kavanaugh noted that anyone who has a question regarding the Special Transfer Request process should call or email the administration directly. Dr. Hackett summarized what was discussed: (1) Plan C stands; (2) Majority feel if grandfathering was given before, then transportation will follow; (3) Transportation will be provided with grandfathering; (4) For all the people who feel they have unresolved issues (Fiske 6, grade 4) submit Special Transfer Request to the administration by February 1st; (5) People who make Special Transfer Request shall not count on transportation. It does not mean that it is a hard no, but should proceed as though you have no transportation. FY19 Center Track & Field Budget Memo from Melissa Battite, Director of Recreation and Community Programs. Ms. Jay attended the Recreation Department meeting and provided an update on the FY19 Center Track & Field Budget. She noted the project being constructed was coming in slightly under budget and the question was raised on how to use their remaining funds. The Recreation Committee put forward 5 items to consider as potential use for the remaining funds. SC Minutes Approved 2/04/2020 1. Protective Covering for the Track & Field surface 2. Additional site lighting to the bathrooms 3. Emergency Blue Box 4. Repaving of Park Drive and parking area 5. Installation of hammer/discus cage/pads &field improvements to the practice field After discussing and seeking guidance from Bond Council, items number four and five did not qualify for funding under this project budget as neither fall under the original scope of work. It was recommended that those two projects move forward as separate, independent capital requests. Ms. Colburn shares Ms. McKenna's frustration. She noted during Town Meeting it was very clear that there was going to be an effort made to install a throwing facility so it wouldn't have to be on the artificial surface. Ms. Colburn commented that if it doesn't fit under this project, the funds should be reserved and returned to the town and then reappropriated to create that facility and not doing other additions that maybe aren't as high a priority. Members had questions about the throwing field to which Ms. McKenna provided some further information. Community Speak: Ms. Dawn McKenna - Ms. McKenna commented that the Recreation Department has no incentive and has not been committed to making the track and field facilities work for school-based programs. She noted that the Recreation Department did not include them from the beginning, nor did they include them during the conversation on using remaining Center Track funds. Ms. McKenna commented that reserving and appropriating is too late and she wants to know what School Committee is going to do about it. Ms. McKenna suggested three solutions: 1. Suggest the Recreation Enterprise Fund be used to pay for the project 2. School Committee use money from FY20 Operating Budget 3. Ask Selectmen to put a Special Town Meeting warrant at the beginning of Town Meeting Ms. McKenna requested School Committee include on their agenda to figure out a process for the Superintendent and staff to be in control of the facilities that provide programmatic needs for the schools. Dr. Hackett noted she will look into suggestions and options to see whether it would be possible to make improvements to the practice field. Community Speak: Community members continued to comment on redistricting and grandfathering. Proposed 2020-2021 LIPS Calendar Dr. Christine Lyons, Assistant Superintendent for Curriculum, Instruction, and Professional Development, reviewed the proposed 2020-2021 school calendar. SC Minutes Approved 2/04/2020 Committee members had a few suggestions and questions for Dr. Lyons which she addressed. Dr. Lyons said that she will present the 2021-2022 school calendar to School Committee by the end of this school year. Ms. Colburn moved to approve 2020-2021 academic calendar as presented by Dr. Lyons- seconded by Mr. Bokun (approved 5-0) Fiscal Year 2020 First Qrt. Year end financial report -Tabled (11:24 p.m.) Vote to Adopt Policy FEC: Integrated Building Design & Construction Policy Ms. Colburn moved to adopt the Integrated Building Design & Construction Policy as School Committee Policy FEC-seconded by Ms. Lenihan (Approved 5-0) Ms.Jay made a motion to adjourn at 11:25 p.m., so moved by Ms. Colburn (Approved 5-0) SC Minutes Approved 2/04/2020