HomeMy WebLinkAbout2020-02-04-SC-min LEXINGTON SCHOOL COMMITTEE MEETING
Tuesday, February 4,2020
Lexington Town Office Building
Selectmen's Meeting Room
1625 Massachusetts Avenue
CALL TO ORDER AND WELCOME: 6:15 p.m.
Chair Eileen Jay welcomed and introduced committee members
SCHOOL COMMITTEE MEMBERS PRESENT
Eileen Jay, Chairperson
Kate Colburn, Vice-Chairperson
Kathleen Lenihan, Clerk (6:25 p.m.)
Deepika Sawhney
Scott Bokun
STUDENT REPRESENTATIVE
Sara Mei
SCHOOL ADMINISTRATORS PRESENT
Dr. Julie Hackett, Superintendent
Mr. David Coehlo, Assistant Superintendent for Finance & Operations
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.
At 6:00 p.m. in open session, the Chair moved that the Committee vote to go into Executive session
under exemption 3: To discuss strategy with respect to collective bargaining or litigation if an open
meeting may have a detrimental effect on the bargaining or litigating position of the public body and
the chair so declares-seconded by Ms. Sawhney Further,to adjourn and continue into open session
Roll Call Vote-Scott Bokun-AYE; Deepika Sawhney-AYE; Eileen Jay-AYE
Ms. Jay moved to go out of executive session and return to open session seconded by Ms. Lenihan at
6:42 p.m.
The School Committee took a brief recess until 7:00 p.m.
Ms. Jay opened the meeting into session at 7:00 p.m. and introduced School Committee
members
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SCHOOL COMMITTEE ANNOUNCEMENTS& LIAISON REPORTS:
Mr. Bokun reported to the committee that there is a new Director of the Planning Board.
Amanda Lewis, was on the Planning Board for Framingham before coming to Lexington.
Mr. Bokun attended the WGBH High School Quiz show. The show will air in March. Mr. Bokun
also attended the LHS Student group "Sunrise" working on a plan to present their Warrant
Article for Town Meeting for declaring a climate emergency. In addition, Mr. Bokun attended an
LPS Literacy event held by Ms. Kathy McCarthy, K-5 Literacy Department Head. Lastly, Mr.
Bokun congratulated all the students that participated in the Clarke Middle School production
of Peter Pan.
Ms. Lenihan also attended the Peter Pan musical at Clarke Middle School.
Ms. Lenihan noted the Lexington 2020 Committee would be holding an event on April 2, 2020
from 7:00 - 9:00 p.m. at Cary Hall.
Ms. Sawhney attended the Mock Town Meeting at Diamond Middle school as well as the
Appropriation Committee Meeting. Lastly, Ms. Sawhney reported on the Community Input
Team (CIT) Inclusion, part of the Diversity, Equity & Inclusion efforts.
Ms. Colburn attended the Band, Orchestra, and Chorus Concert at Fiske Elementary School.
Ms. Jay commented on the coronavirus concerns. She is grateful for Dr. Hackett's
communication letters and keeping the community updated on recent events.
Ms. Mai reported on the Senate meeting she attended. She noted the high school is moving
along with the core selections and currently organizing a field trip for 12-18 Senators to go to
Diamond Middle school on February 25 and 27 in coordination with the counselors to discuss
balancing course load, after school activities, and sports and answering any questions the
middle schoolers at Diamond might have. Ms. Mai noted this will be a pilot trial at Diamond this
year and will make changes that seem fit to perhaps try extending the program with Clarke next
yea r.
Ms. Mai provided an update on teacher feedback forms. A draft of the form created is being
sent to Principal Stephens this week. Lastly, Ms Mai noted the Lexington High School Course
selection advice will be held on February 5th. Upperclassmen, or students that have taken
certain courses, will share their tips and experiences with students interested in attending those
courses in the coming year.
Congratulations & Celebrations:
Dr. Hackett announced the return of the Lexington High School Pep Band. Dr. Hackett received
feedback from members of the School Committee and student athletes, and others how nice it
would be to bring back the LHS Pep Band. Dr. Hackett passed along the community feedback to
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the K-12 Performing Arts Coordinator last year, and was pleased to see on social media our
newly formed LHS Pep Band performing. She extended her thanks to the LHS Music
Department for getting this off the ground; it means a lot to our student athletes and entire
school community!
SUPERINTENDENT'S REPORT:
Dr. Hackett reported on the following items:
ACCELERATED REPAIR PROJECT- BRIDGE ELEMENTARY SCHOOL
Dr. Hackett noted the Massachusetts School Building Authority (MSBA) now offers two types of
repair projects: (1) Major Repairs; and (2) Accelerated Repairs. According to the MSBA, "Major
Repair Projects will follow a process closely aligned with that of a new construction or
renovation project in order to complete a broad range of scope updates at facilities that qualify.
Accelerated Repair Projects will follow a shorter, more aggressive project timeline to complete
projects limited to specific scope items and may allow districts to repair more than one school
at a time.
Dr. Hackett reported an SOI would be submitted to the MSBA for a new roof at Bridge
Elementary on February 14, 2020. The Bridge Elementary Schools is a single story, steel-frame
building supporting steel roof decks. The total roof area is approximately 68,000+ square feet
(SF). One roof system exists at six (6) separate roof levels: modified bitumen utilizing a mineral
surfaced cap sheet, reported to be 20-years old. The manufacturer is Firestone and the roof
warranty expired on 9/2019. There exist various typical penetrations throughout the roof area
such as vent pipes, exhaust fans, a chimney, cast iron roof drains, skylights, large rooftop units
with associated piping, and low profile expansion joints at three points of the building. Dr.
Hackett reported the modified bituminous roofing system is in poor condition even though
numerous repair patches exist, leaks are reported to occur frequently.
Dr. Hackett noted there was a recommended motion which outlines exactly how the wording
should be read. Dr. Hackett's recommendation is for the School Committee to support the
submission of the accelerated repair project for Bridge Elementary School. She commented
that she followed up on the question that School Committee had about this project having any
impact on our other project that will be submitted, which is the Statement of Interest for the
Lexington High School. That will be a resubmission, and the answer is they are two separate
programs so not to worry about that particular piece.
Mr. Bokun asked in terms of the MSBA if their funding is one whole fund or if they split it up into
two separate projects? Mr. Coehlo noted there is a specific allocation plan and there is ceiling
expenditure that is portioned out as necessary.
Ms. Sawhney asked how the decision is made and if the process is the same for the other
projects? Dr. Hackett replied that the timeline is a little different. She will follow up to find out
specifics.
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Ms. Colburn asked what the total project cost would be and what the MSBA contribution would
provide. Dr. Hackett will follow up. When they finalize the submission for February 14th she
will bring a copy back that will provide more detail of the particulars.
Mr. Bokun motion to authorize the Superintendent of Schools to submit to the Massachusetts
School Building Authority the Statement of Interest form dated February 14, 2020,for a new
roof at the Bridge Elementary School located at 55 Middleby Rd. The Bridge Elementary
School, located at 55 Middleby Rd., is in need of replacing its 68,000 sq.ft. roof as it has
exceeded its useful life cycle. The manufacturer of this modified bituminous roof is Firestone
and the roof warranty expired in September of 2019; and hereby further specifically
acknowledges that by submitting this Statement of Interest Form, the Massachusetts School
Building Authority in no way guarantees the acceptance or Massachusetts School Building
Authority, or commits the City/Town/Regional School District to filing an application for
funding with the Massachusetts School Building Authority-seconded by Ms. Colburn
(Approved 5-0)
Dr. Hackett went on to provide an update on the METCO program in Lexington. She attended
the "Legislative Champions" meeting with Barbara Hamilton, director of METCO and Student
Engagement and other METCO advocates for a strategy meeting on Beacon hill. She reported
the Department of Elementary and Secondary Education (DESE) is imposing changes to the new
enrollment and registration, in essence centralizing the process, in an effort to ensure equitable
practices.
Last part of the report Dr. Hackett provided a brief LPS Redistricting update. She reported that
68 families submitted Special Transfer Request Forms (STR), which is a very high number. Dr.
Hackett noted that the greater number of Special Transfer Requests there are, the less flexibility.
The purpose of redistricting in the first place is to balance and equalize enrollment across school
buildings. If we have so many requests, and we can't logically say why this person should get
one and this person should not, it becomes an issue that we need to work through.
Dr. Hackett clarified the difference between grandfathering and Special Transfer Request (STR).
She clarified that, by design, a Special Transfer Request is not a multi-year request. It is a one
year request, which means that people will have to reapply each year for the special transfer. It
is granted on a temporary basis, it does not guarantee transportation, it is a choice people
make, and it is for rare exceptions. Dr. Hackett said that LIPS administration is receiving
multi-year Special Transfer Requests, and stated that this is not a thing. She clarified again that
a multi-year Special Transfer Request is the same as grandfathering. Families asking for a
multi-year Special Transfer Request will be denied. The administration has worked through the
Special Transfer Requests for the 2020-2021 school year. When the following year comes up
they will take another look. Dr. Hackett suggested that it is time to move on and start the
implementation process.
Dr. Hackett introduced Ms. Anna Monaco, the former Clarke Middle School principal who is
taking the lead in redistricting implementation plans along with the District Transition Team
(DTT). Ms. Monaco summarized for the Committee the implementation plans that are taking
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place. Ms. Monaco noted she has been working closely with Dr. Kavanaugh on the data
collection and sorting, and on sending out letters to affected families. As that part of the
process is winding down, Ms. Monaco has started meeting with the District Transition Team,
school principals, the PTO/PTA Presidents Council (PPC), representatives from each school's
Special Education Department, Lextended Day, and the School Counseling Department to
discuss implementation plans and events to help with the transition for students and families
experiencing a change in schools for next year. Ms. Monaco mentioned that numerous
transition events will be held throughout the spring, including an evening open house at each
elementary school to see the layout of the school, morning coffee circles at each elementary
school with school counselors, and a district-wide move up day for all elementary students
designed for students to see their new elementary school during the school day.
For more information on events and transition progress can be found on the Transition Timeline
of Events on the district website.
Complete copy of the Superintendents Report
CONSENT AGENDA: LIST ITEMS
1. Payroll and Accounts Payable Warrant Approval
a. August 30, 2019 -Accounts Payable Reconciliation the amount of$257.98
b. January 31, 2020 -Accounts Payable in the amount of$1,255,889.99
c. January 31, 2020 - Payroll in the amount of$3,993,568.46
2. Approval of School Committee Minutes
a. January 21, 2020
Ms. Colburn moved to accept the consent agenda items from February 4, 2020 in its entirety,
seconded by Mr. Bokun (Approved 5-0)
COMMUNITY SPEAK
Mr. Jason Ross, 38 Winthrop Rd.: Mr. Ross expressed frustration and disappointment with the
School Committee and administration on how the grandfathering and Special Transfer Requests
for the redistricting process were handled. Mr. Ross commented that the implementation plan
is completely absent of any consideration for the middle schoolers and asked when an open
house would be held for the middle schoolers in the implementation plan? He stated that this
has always been about the elementary students and asked for the committee to think about
that further.
Mr. Michael Ocean, 70 Woburn St.: Mr. Ocean echoed some of the sentiments made by Mr.
Ross. He continued to express disappointment and frustration with the Special Transfer Request
process for redistricting. Mr. Ocean is very appreciative that his son, a rising 5th grader, will be
able to stay at the same school for 5th grade, but feels it is very reasonable to apply for a
multi-year Special Transfer Request for middle school.
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Mr. Lauren Black, 143 Bedford St.: Mr. Black requested that, if there is a way, teachers have the
ability to connect and learn a little about the new students that will be transferred into their
building in order to help the teachers learn a little about the kids that will be in their classes.
Dr. Hackett emphasized that she is always happy to work with families and happy to listen. The
intention for tonight is to put the Special Transfer Requests, which is an administrative decision,
to rest and convey that multi-year requests will not be granted. The decision that was made for
redistricting is done and it's time to move on. As of this evening, Dr. Hackett wanted to make
sure the message is clear to everybody because we do not want issues and questions hanging
and lingering.
PRESENTATION
DIVERSITY, EQUITY& INCLUSION IN LIPS 2019-2020 ANNUAL DISCIPLINE UPDATE:
Dr. Hackett commented that the equity audit is intended to assess the big picture: What are the
problems in the system? How are we addressing the problem will be in subsequent reports. You
will see these types of reports coming out of the equity audit. The administration has received
some questions about the philosophy around the equity audit. Johnny Cole, Director of Equity
and Student Supports, performed the equity audit which he presented at the January 21, 2020
School Committee meeting. He did a great job of talking about the challenging work ahead.
There will then be questions regarding the practical side of the work, i.e. how do you get the
results that you want and what are the accountability pieces?
Dr. Hackett highlighted a few data points that are really important for people to hear:
(1 Lexington's number of incidents K-8 are very low for suspensions and discipline (1.33%). She
noted it is important to present this kind of data and information for people who are new to the
system and want to know how big of a problem it is. Dr. Hackett noted that some of the
incidences are around emergency removal. We need to examine how we have been treating
those, now and in the past. In the past, they were not recorded. She clarified that, if a young
child has an emotional day at the school and cannot keep it together, the principal will call the
parent and the parent will come to pick up the child. That is technically a removal and should be
recorded in the emergency removal category. People would not necessarily think of it that way.
The law, Chapter 222 says that you make every effort to keep a child in the classroom. Removal
of any sort counts as a punishment sort of speak. (2) Middle schools are showing promise. In
2014-2015, there were 30 suspensions/removals, but in 2018-2019, there were 11 removals.
We are making progress.
Dr. Hackett noted that there is an uptick in disciplinary incidents at the high school and added
that the administration is watching that. Some of that has to do with the way that suspensions
and emergency removals are being categorized and logged. There is a lot more work to do in
that area. They are contemplating peer mentoring and diversionary programs that may help
with this. Finally, it is still true that we have disparities around African Americans and students
with disabilities who are receiving special ed services. We have to figure out how we deal with
that. Hopefully with the presentation tonight you will see very concrete action steps that have
been taken. This is a long term project for Lexington and we will just keep at it.
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Dr. Hackett welcomed Mr. Cole and Dr. Kavanaugh. Mr. Cole reported a large body of evidence
that demonstrates that African American/Black and special ed students are subject to disparate
discipline both state and nation-wide. LPS suspension data mirror these patterns, with African
American/Black students receiving suspensions at higher rates than their White and Asian
peers. As mentioned in the Equity Audit Presentation from the last meeting, Mr. Cole reiterated
that the district must treat discipline disparities as symptoms of larger systemic problems.
Merely addressing the discipline will be insufficient to address the environment and
institutional practices, biases, and beliefs that have created the conditions for such disparities.
Dr. Kavanaugh explained that each year the district reports all exclusionary incidents to the state
Department of Elementary and Secondary Education (DESE). Ms. Kavanaugh reported that
exclusionary discipline is any type of school disciplinary action that removes or excludes a
student from their usual educational setting. Two of the most common exclusionary discipline
practices at schools include in-and out-of-school suspensions and emergency removal.
Dr. Kavanaugh noted that overall, the frequency of suspension as a form of discipline used in
the Lexington Public Schools is relatively low. In 2018-19, overall 1.33% or 99 LPS students
received one or more in-school suspensions, out-of-school suspensions or emergency removals.
She reported that suspensions occur more frequently at the secondary level. In 2018-19, 79 or
3.47% of LHS students received one or more suspensions. This included 107 disciplinary
incidents (out of a total of 129 incidents districtwide). Suspension at the elementary level is
very low (ranging between 0 and 7 incidents per school in 2018-19) and we are seeing
promising reductions at the middle school level (30 incidents in 2014-15 decreased to 11
incidents in 2018-19). Ms. Kavanaugh went on to report that consistent and critical
disportionality exists for certain subgroups for which there is available data. Based on
longitudinal data, Black/African American students and students receiving special education
services are consistently more likely to receive one or more suspensions in a year than other
student groups. The most common reasons for suspensions are drug use and/or possession,
violation of the LHS's Open Campus policy (i.e., leaving school without permission during the
school day ), and fighting or physical altercations.
Dr. Kavanaugh addressed questions that had been previously asked by the School Committee
regarding how frequently individual students receive suspensions. She noted during a
three-year time period between 2017-2019,just over half of disciplined students had one
suspension, about a fifth had two, and a bit less at roughly 15% had three suspensions during
this time period.
Mr. Cole reviewed ongoing and continued efforts to address discipline disparities in the
Lexington Public Schools. They are continuing to review data collection, particularly around
disciplinary steps that lead up to suspension. We want to make sure people are aware of the
Chapter 222 rights and what our responsibilities as a school system are, so that community
members and students can hold us accountable for adhering to both the spirit and the letter of
the law. We will continue working with PK-12 staff to calibrate the ways in which LPS addresses
these incidents when they come up.
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Dr. Hackett reviewed the next steps itemized in the memo Dr. Kavanaugh was referring to listed
here: DEI Memo from 2-04-2020 SC
Ms. Colburn asked how discipline numbers by year and subgroup are reported for someone
who has more than one check mark. Dr. Kavanaugh explained that each group is reported
separately.
Mr. Bokun sought clarification on Table 2; 129 vs. the 99. Ms. Kavanaugh explained that the 129
represents incidents and the 99 equals the number of students.
Ms. Lenihan is interested in keeping track of students, mostly at the elementary level, who are
excluded from class (e.g. sent to the principal's office), but are not reported as a suspension or
emergency removal. She would like to see a uniform process across all elementary schools. Dr.
Kavanaugh confirmed that, starting last year, a consistent form was implemented, for an office
referral. It will be logged as a student sent to the office but without any action being taken.
Ms. Lenihan asked for a presentation showing the data for the office referral students at the
elementary level. Dr. Hackett agreed to a presentation in the future.
Dr. Hackett suggested the middle school team leaders attend a future School Committee
meeting to report on how they are tracking office referrals as well as their disciplinary form and
process.
Committee members had further discussion and questions for Mr. Cole and Dr. Kavanaugh
which they addressed.
In closing, Ms. Jay commented that some of the disciplinary actions are connected to the
disability itself, as some special education parents have implied. She suggested that the
Community Input Team (CIT) could think about this and investigate more. Ms. Jay thinks there
is something real to the commentary and believes it is something the administration should pay
attention to.
COMMUNITY SPEAKS:
Bronte Abraham, 22 Hudson Road: Ms. Abraham had a question around the data collection and
choice of vocabulary used in the reporting of disciplinary incidents. She was concerned about
how the information is communicated to parents and included as part of the student file,
particularly for Special Education students. She noted that the file is followed for 18 years and
could impact a potential out-of-district placement because of how the word "aggression" might
be used in the file. Ms. Abraham went on to comment about the elementary level and
consequences.
Mr. Cole responded that some of the suggestions Ms. Abraham made are happening even
though that was not discussed in the presentation. He is currently working with Ms. Ellen
Sugita, Director of Special Education, and staff to look at antecedent behaviors and to make sure
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there are procedural policies in place. An example of procedures might be the inclusion of a
therapeutic or mental health counselor to help debrief and look at the impact of whatever the
consequences was for an antecedent behavior, in conjunction with looking more closely at the
antecedents. Mr. Cole remarked that the team is also looking at language that is being used in
the reports and forms.
Dr. Hackett pointed out that the presentation by the middle school principals will show that the
antecedents are incorporated into some of the working forms. She noted that involving parents
early in the process is a good idea and she appreciates the comments and feedback.
Ms. Mona Roy, Burtwell Rd. - Ms. Roy thanked Dr. Kavanaugh and Mr. Cole for the presentation
and had two comments: 1) there's an impact on the students being disciplined/suspended at
the elementary level, but also an impact on everyone who is witnessing the removal. When you
keep removing a kid, it becomes hard for them socially, hard for them to recover, so would be
nice if there was an awareness of this
New and Unfinished Business: FY20 First Quarter Report:
Mr. Coehlo, Assistant Superintendent for Finance & Operations, reviewed the FY 2020 First
Quarter Year End Financial Report. Mr. Coehlo reported that the School Department, at the end
of the first quarter of the school year, currently projects a surplus of$615,993 from the
approved Fiscal Year 2020 Budget. This represents a surplus of approximately 0.54% of the total
School Department budget. He pointed out that $289,023 of the total surplus is from the Salary
& Wages portion of the budget while $326,971 is from the expense portion of the budget. Mr.
Coehlo noted that based on the information through the first quarter of FY20, Lexington will
successfully manage within the current appropriation. A significant portion of the projected
end of year surplus is a result of spending for out-of-district placements remaining under
budget. Lexington has planned appropriately for this volatile account, which can experience
significant spikes between years. The patternf for FY 2020 has resulted in a stable and favorable
outcome, which along with the projected salary surplus, should yield an overall budget surplus
for the year-end.
Ms. Lenihan moved that the School Committee approve the transfers outlined in Table 7 of
Fiscal year 2020 First Quarter Year-End Financial report,per School Committee Policy DBJ-
seconded by Ms. Colburn (Approved 5-0)
COMMUNITY SPEAKS:
NONE
Ms.Jay made a motion to adjourn at 9:40 p.m., so moved by Ms. Colburn (Approved 5-0)
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