August 20, 2009 Minutes

APPROVED BY THE PITTSFIELD SCHOOL BOARD

STATE OF NEW HAMPSHIRE
SCHOOL ADMINISTRATIVE UNIT #51
PITTSFIELD SCHOOL BOARD

MINUTES

Pittsfield School Board
Thursday, August 20, 2009
Pittsfield Middle High School

I. CALL TO ORDER

Members Present: Mary Paradise
Michael Wolfe
Kathy Corliss
Leslie Vogt

Others Present: Dr. John Freeman, Superintendent
Tobi Gray Chassie, Director of Student Services
Lois-Jean Stevens, Coordinator of Student Services
Rick Gremlitz, Interim Principal, PMHS
Jeff DeLois, Assistant Principal, PMHS
Doug Kilmister, Principal, PES

Chairperson Paradise called the meeting to order at 5:33 p.m.

II. PUBLIC HEARING

Chairperson Paradise opened the public hearing on the proposed use of federal grants provided through the American Recovery and Reinvestment Act of 2009 (ARRA). No members of the public were in attendance.

Dr. Freeman distributed a spreadsheet representing the expenditure of grant funds, including the ARRA grants. The ARRA grant funds are being funneled through IDEA, IDEA Preschool, and Title I. The school district will be receiving the following funds through this program: IDEA – $163,400, IDEA Preschool – $5,100, and Title I – $179,000.

Dr. Freeman reviewed the plan for the use of funds from IDEA, IDEA ARRA, IDEA Preschool ARRA, Title IA, Title IA ARRA, Title IIA, Title IIA Redistribution, and SINI. The broad focus for expending these funds is proposed to be dropout prevention. New positions proposed under these ARRA programs include a dropout prevention coordinator (.5), literacy interventionist, math lead teacher, and an extended day kindergarten teacher (.5). Funds are also proposed to support teacher training, technology, and equipment under the guidelines of the grant programs.

Dr. Freeman explained that the grants are funds available beyond the district budget. Ms. Chassie explained that there is significant oversight by the Department of Education to ensure that grant funds do not supplant the responsibilities of the district, but instead, support the work being done.

Ms. Paradise commended the approach that was taken by the administration, that of focusing program resources on dropout prevention, in the planning for the expenditures.

Dr. Freeman further explained that the money is being used to study the use of strategies that may have a positive effect on student performance. Ms. Chassie added that the money has offered an opportunity to build infrastructures that will remain in place when the money is no longer available. For example, a system will be developed for monitoring the attendance of students in kindergarten through grade twelve, which will remain in place to support school attendance once the funds are no longer available.

Following the presentation, discussion, and the opportunity for public input, Chairperson Paradise declared the public hearing closed at 5:53 p.m.

III. AGENDA REVIEW

The following items were added to the agenda:
o H1N1 (Ms. Corliss)
o High school scheduling (Ms. Corliss)
o Expenditure report (Dr. Freeman)

IV. ACTION ON AMENDED AGENDA

On a motion made by Mr. Wolfe and seconded by Ms. Vogt, the Board voted unanimously to approve the amended agenda.

V. APPROVAL OF PREVIOUS MEETING MINUTES

On a motion made by Mr. Wolfe and seconded by Ms. Corliss, the Board voted unanimously to approve the minutes of July 16, 2009 with Ms. Corliss, Ms. Vogt, and Mr. Wolfe voting in the affirmative and Ms. Paradise abstaining from the vote.

VI. PUBLIC INPUT – None

VII. PES ADMINISTRATION

A. PES Family Handbook

Mr. Kilmister offered a proposed PES Family Handbook. Ms. Paradise raised the issue on page 56 relative to permission granted for visitors. The handbook refers to a policy that suggests that there is an assistant principal at PES, which of course, there is not. A future policy review will remedy the problem.

On a motion by Ms. Vogt and seconded by Mr. Wolfe, the Board unanimously approved the PES Family Handbook, as submitted.

B. SINI Plan

Mr. Kilmister provided a summary of the School in Need of Improvement (SINI) plan that has been required and submitted to the New Hampshire Department of Education. The major areas of school improvement work will address integrity of instruction, improvement of assessment practices, and the implementation of Title I math support.

C. PES Website

According to Mr. Kilmister, the new PES website will be launched on Friday, August 21, 2009. The new site was designed by Pittsfield Citizen Clayton Wood, a parent of three PES students, who has volunteered many hours to this project. The new website is very impressive. Ms. Corliss asked if updating the website will be complicated, to which Mr. Kilmister stated that it will be much easier than in the past.

Ms. Paradise suggested that a thank you note be sent on behalf of the School Board to Mr. Wood for his work. Board Secretary Ms. Corliss will send a thank you note on the Board’s behalf.

D. Hiring Affirmation

Mr. Kilmister reviewed the qualifications of Patricia Blevins, who has been hired as a grade 5 teacher on a one-year contract.

VIII. PMHS ADMINISTRATION

A. Athletic Handbook

Mr. Gremlitz reminded the Board that the athletic handbook approved by the Board last spring will continue to be used. Revisions made during the 2008-2009 school year are in place. A further revised draft will be presented to the Board for consideration later in the fall in time for the winter sports season.

B. PMHS Student/Family Handbook

Mr. Gremlitz explained that the middle and high school handbooks have been combined into one handbook. He pointed out several updates including the middle school schedule, civic expectations rubric, and student conduct and discipline as a result of the implementation of PBIS. Ms. Corliss identified typographical errors and an inconsistency, most of which had been previously identified and corrected. On a motion made by Mr. Wolfe and seconded by Ms. Vogt, the Board voted unanimously to approve the PMHS Student/Family Handbook, as submitted.

C. Hiring Affirmation

Mr. Gremlitz reported that Louise Graham has been hired as the 1/3 middle school language arts teacher, Glen Traquair as the 2/3 technical education teacher, and Darlene Roy as the middle school science teacher. Qualifications were reviewed.

On a motion made by Mr. Wolfe and seconded by Ms. Corliss, the Board voted unanimously to affirm the hiring of Ms. Blevins (grade 5 teacher), Ms. Graham, Mr.Traquair, and Ms. Roy.

D. High School Scheduling

In response to a question asked by Ms. Corliss, Mr. Gremlitz explained the work that is being done to fully implement the use of PowerSchool. Training will be conducted throughout the beginning days of school for all staff.

IX. STUDENT SERVICES ADMINISTRATION

A. Special Education Personnel

A list of assignments was provided as there have been several changes, including transfers from one level to another. Two paraprofessional positions will remain vacant at this time, due to students moving out of the district.

B. Social Worker

Using a combination of funds from the Merrimack County Incentive Grant and the IDEA ARRA grant, we will be able to maintain the social worker position for three days per week. Current Social Worker Jane Johnson has agreed to continue in the position for the 2009-2010 school year.

X. SAU ADMINISTRATION

A. ARRA Grants

On a motion made by Ms. Vogt and seconded by Mr. Wolfe, the Board unanimously voted to approve the ARRA funding as recommended.

Dr. Freeman thanked Ms. Teague and Ms. Chassie for assisting in the development of the expenditure plan.

B. Policies

On a motion made by Mr. Wolfe and seconded by Ms. Vogt, the Board unanimously approved Policy IHBH: Extended Learning Opportunities; Policy IHBI: Alternative Learning Plans; Policy IHCD: Advanced Course Work /Advanced Placement Courses; Policy IKAA: Interdisciplinary Credit; Policy ILBAA: High School Competency Assessments; Policy IMBA: Distance Education; and Policy IMBC: Alternative Credit Options as proposed.

On a motion made by Mr. Wolfe and seconded by Ms. Corliss, the Board voted unanimously to approve for first reading Policy DC: Taxing and Borrowing Authority / Limitation; Policy DD: Funding Proposals and Applications; Policy DEA: Revenues from Local Tax Sources; Policy DGA: Authorized Signatures; and Policy DI: Fiscal Accounting and Reporting as proposed.

C. SAU Office Location

Dr. Freeman presented current details in the plan to relocate the SAU office. Details included the bid process, the bid award, Team Design contract, Whitcher Builders contract, and various necessary approvals.

On a motion made by Mr. Wolfe and seconded by Ms. Vogt, the Board voted unanimously to accept the bid from Whitcher Builders in the amount of $45,169 to renovate a portion of the Industrial Arts Building to house the SAU offices.

D. Leave Request

PES Teacher Jodi Grubb has requested paid leave, utilizing personal days, prior to the three-day weekend in October, when she will be getting married. In the interest of consistency with previous decisions, the Board concluded that an extension of the weekend with pay would not be appropriate. However, because the second requested day would not constitute an extension, the Board agreed that it could be taken with pay, using her personal time.

On a motion made by Mr. Vogt and seconded by Mr. Wolfe, the Board voted unanimously to grant Ms. Grubb’s request for leave; October 13 without pay and October 14 with pay using her personal time, consistent with the Master Agreement (section 9).

E. Resignation

Ms. Paradise advised the Board of the resignation of Ross Morse from the School Board, effective immediately. On a motion made by Mr. Wolfe and seconded by Ms. Vogt, the Board voted unanimously to approve the resignation, with regret.

Dr. Freeman explained that the Board is charged with appointing a member from now until the next election. Discussion ensured regarding the solicitation of letters of interest from people. The Board agreed to invite people (through a letter to the Suncook Sun, use of the web site, and announcements at the PMHS orientation) to send a letter of interest, with a deadline of September 11, 2009.

F. Opening of School

Dr. Freeman invited members of the School Board to join the opening day meeting for faculty and staff.

G. District Leadership Team

Dr. Freeman reported that teacher leaders from the faculty of both schools and administration participated in a book study. Breaking Ranks II and Breaking Ranks in the Middle were the books that were read and discussed over the course of the summer, which included three meetings of the group. The conversation was rich and elicited many good ideas that will continue to be considered throughout the school year. The elementary faculty members who participated found it to be helpful, according to Mr. Kilmister. Reflecting on the PS-12 development, Mr. Gremlitz reported that in the future, the NEAS&C accreditation process will include all schools in the district, Kindergarten through grade 12.

At a recent administrative team meeting, work was done to draft goals and measures for the district relative to four areas: student performance, culture, equity, and partnerships. Dr. Freeman presented this information to the Board for their review and for future discussion. The intent will be to bring the draft of this work to the District Leadership Team for further refinement.

Ms. Paradise stated that once the work is complete in developing goals, measures, and action plan, the School Board should utilize that information as a starting point for determining priorities.

H. H1N1

Dr. Freeman provided the Board with information regarding the H1N1 Influenza pandemic. This information will be used to guide procedures implemented in the district. Schools are being asked to report the number of students who have “influenza like illness” to the Department of Health and Human Services.

I. FY2009

A final expenditure report was distributed by Dr. Freeman. The final fund balance for FY2009 has been calculated at $261,896. Of this balance, $125,495 represents unexpended funds from the general fund and $156,401 in unanticipated revenues; it also takes into account $20,000 that was transferred to the special education reserve account. Ms. Paradise noted that the Pittsfield Budget Committee shall receive this information at its next meeting.

J. Audit / Financial Information

Dr. Freeman provided financial information that was requested by the Board and collected and organized by Financial Manager Ms. Blanchette.
Ms. Paradise expressed the Board’s appreciation for all of the work she has done to keep the Board informed and in assisting in the conducting of the recent audit.

Information was collected on comparisons of preschool through grade 12 data of NH school districts with student enrollment within 115 of Pittsfield by Ms. Vogt. Teacher salary schedule data was also collected and shared.

Ms. Vogt requested having the manifest brought to the School Board meeting for signatures. Dr. Freeman agreed to talk with Ms. Blanchette about the effect this would have on her cycle of work and report back to the Board.

Due to the resignation of Mr. Morse from the School Board, and consequently the Budget Committee liaison, Ms. Vogt has stepped in to serve as Budget Committee liaison. The Budget Committee is lacking one member; suggestions were made of potential candidates who have children in the school.

Dr. Freeman provided the Board with a proposed budget development calendar. Once the Board has a preliminary discussion regarding negotiations, direction will be provided to administrators regarding their work on budget.

XI. COMMITTEE REPORTS

A. Drake Field & Facilities

Mr. Wolfe is seeking donations of gravel to repair the walking path at Drake Field.

B. Budget Committee

Dr. Freeman provided information to the Board regarding recent communication with the Pittsfield Budget Committee.

XII. NEXT MEETING

The next School Board meeting is scheduled for Thursday, September 3, 2009, at 5:30 p.m. at the Pittsfield Elementary School. Agenda items will include revisiting committee assignments, building tour of PES, adoption of policies, report on the start of school for the 2009-2010 school year.

XIII. PUBLIC INPUT (Second Session) – None

XIV. NON-PUBLIC SESSION

At 7:45 p.m., a motion was made by Ms. Vogt and seconded by Mr. Wolfe to enter into non-public session to discuss employee compensation pursuant to RSA 91-A:3, II(a). The Board was polled and voted unanimously (Ms. Corliss, yes; Ms. Paradise, yes; Mr. Wolfe, yes; Ms. Vogt, yes) to enter into a non-public session.

A. The Board discussed compensation issues relative to upcoming negotiations with the Education Association of Pittsfield.

No votes were taken during non-public session.

At 8:21 p.m., a motion was made by Mr. Wolfe and seconded by Ms. Vogt to conclude non-public session and to re-enter public session. The Board was polled and voted unanimously (Ms. Corliss, yes; Ms. Paradise, yes; Mr. Wolfe, yes; Ms. Vogt, yes) to conclude non-public session and to re-enter public session.

XV. PUBLIC SESSION

A. FY11 Budget Development

The Board discussed the budget calendar and considered direction to be provided to the school administration relative to the drafting of a budget proposal for FY11. By consensus, the Board directed the administration to draft a level-funded budget for the Board’s consideration. The draft budget will be presented to the Board during the second half of October, in accordance with the dates in the proposed budget development calendar.

The Board discussed replacement of the PMHS gym roof, weighing options for replacement that included the potential of insulating the roof at the time of replacement. The Board discussed the potential pay-back time of such work. The Board directed Dr. Freeman to provide the Board with the estimates received last year regarding cost and to solicit a cost estimate for engineering services intended to determine the financial impact of insulating the roof.

XVI. ADJOURNMENT

On a motion made by Mr. Wolfe and seconded by Ms. Corliss, the Board voted unanimously to adjourn the meeting at 8:45 p.m.

Respectfully submitted,

Tobi Gray Chassie
Recording Secretary

John J. Freeman, Ph.D.
Recording Secretary,
Non-Public Session and
Subsequent Public
Session