August 23, 2010 Minutes

ADVANCE COPY, SUBJECT TO THE APPROVAL THE PITTSFIELD SCHOOL BOARD

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

MINUTES

Pittsfield School Board Meeting
Thursday, August 23, 2010
Pittsfield Middle High School

I. CALL TO ORDER

Members Present: Mary Paradise, Chairperson
Michael Wolfe, Vice Chairperson
Elizabeth Adams
Kathy Corliss
Clayton Wood

Others Present: John Freeman, Superintendent
Tobi Gray Chassie, Director of Student Services
Robert Bickford, Principal, PMHS
Lois-Jean Stevens, Coordinator of Student Services
Doug Kilmister, Principal, PES

Chairperson Paradise called the meeting to order at 5:35 p.m.

II. AGENDA REVIEW

The following items were added to the agenda:
o Request for release from contract (Dr. Freeman)
o Capital improvement plan (Dr. Freeman)
o Summer reading lists (Ms. Adams)
o Policy regarding emergency contact practice (Mr. Wood)
o Flashing lights in school zone (Mr. Wood)

III. ACTION ON AMENDED AGENDA

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

IV. PUBIC INPUT

Mr. Odell explained that the Town of Pittsfield should have a new Capital Improvement Plan (CIP) every six years. The Planning Board is working on a CIP Program for 2010 to 2016. He suggested that the School Board work collaboratively with the Town to develop a plan for the schools. Also, he explained that it is recommended that a member of the School Board become a member of the Planning Board since the work of the school district is significantly represented in the CIP. Dr. Freeman distributed a memo to the Board outlining the capital improvement plan previously outlined in the October 2008.

V. INTRODUCTIONS

Mr. Kilmister introduced Kara Cook, who will be the grade five teacher at PES. He also introduced John Uhouse, new teacher in grade two.

Ms. Chassie introduced Shawnda Hopkins, special education teacher assigned to grade seven; and Anne Banks, special education teacher with a concentration in math assigned to high school.

Mr. Bickford introduced Sheila Ward, who has been reassigned to become the Extended Learning Opportunity Coordinator.

VI. APPROVAL OF PREVIOUS MEETING MINUTES

A motion was made by Mr. Wood and seconded by Mr. Wolfe to approve minutes of the July 22, 2010.

On page 2, change “rather than as a PDF file” to “such as a PDF file”. On page 7, add “Mr. Wood acknowledged the role and expressed appreciation for the dual role that Mr. Wolfe played in dealing with the aftermath of the fire.” On page 9, change “basketball court top provide” to “basketball court to provide”.

The motion passed to approve the minutes with changes noted, with Mr. Wolfe, Mr. Wood, Ms. Adams, and Ms. Paradise voting in the affirmative and Ms. Corliss abstaining from the vote.

VII. PES ADMINISTRATION

A. RESPONSIVE CLASSROOM

Mr. Kilmister presented a proposal for establishing two stipends for Responsive Classroom leadership positions at PES. The cost of the proposal would be $3,000, or $1,500 for each of two stipends.

Discussion ensued regarding the money available. Dr. Freeman observed that, although one final professional position has yet to be hired, funds are available in the from the salary accounts.

On a motion made by Mr. Wolfe and seconded by Ms. Adams, the Board voted unanimously to approve the Responsive Classroom leacership proposal.

B. DONATION

Mr. Kilmister stated that Carin Kilar, third grade teacher, acquired a donation of 50 discarded 15-inch flat-screen Gateway monitors from the Pinkerton Academy lab. These will replace the bulky monitors in all PES classrooms.

On a motion made by Mr. Wolfe and seconded by Mr. Wood, the Board voted unanimously to accept the donation of the 50 monitors. Thank you notes will be written and sent.

C. LETTER TO STAFF

Mr. Kilmister shared the August 5th letter sent to all PES staff.

D. SINI LETTER

Even though PES made adequate yearly progress (AYP) last year, PES remains a “School in Need of Improvement,” until AYP is achieved for two consecutive years. Mr. Kilmister shared a letter that is required to be mailed to all families regarding this designation.

E. MUSIC AND BAND

Mr. Kilmister explained that Anne Grady, PES music teacher, is unable to return to work at the start of the year. She will be requesting medical leave. A long-term substitute for the elementary music and band position will be hired.

F. DIGITAL CONFERENCE

Mr. Kilmister reminded the School Board that the Digital Computer Conference is planned for Thursday, August 26, 2010. He will continue to take reservations until Tuesday, August 24, 2010. The conference will run from 4:00 to 7:00 p.m., with light refreshments being offered.

G. RESIGNATION

Mr. Kilmister informed the Board that Carole Richardson has decided not to remain as the Library Aide, now that the position has gone to a full-time position with extended responsibilities.

H. CALENDAR

Mr. Kilmister updated the Board with important dates for August and September. The Board decided to change their regularly scheduled meeting from Thursday, September 23rd to Wednesday, September 22nd, in order to accommodate the Open House at PES.

Dr. Freeman outlined the schedule for the two schools for the two teacher workshop days preceding the start of school. Board members were invited to attend any of the opening day activities.

VIII. PMHS ADMINISTRATION

A. FACULTY HANDBOOK

Mr. Bickford reviewed edits that have been made to the proposed Faculty Handbook. He distributed two handouts that had been previously sent via email as attachments, which some members were unable to open.

Mr. Wood questioned what has been done to keep the community in the loop of information regarding changes that are occurring, such as around Advisories. Mr. Bickford stated that email addresses will be sought from parents with opening day paperwork.

Discussion ensued regarding the information that needs to be made available regarding the offering of advanced placement and on-line courses. Mr. Wood suggested that the newspaper should be used more consistently to inform the public of what is happening in the schools. Ms. Paradise suggested the Board consider mass mailing of the information that Dr. Freeman submits to the paper.

Ms. Corliss asked for clarification on how many advanced placements courses had previously been offered. Mr. Bickford stated that there were only a few classes and there was a low success rate of students passing the advanced placement tests.

Ms. Adams asked about the oversight of extended learning opportunities by highly qualified teachers. She stated her concern over the work that has been considered acceptable in the past. Ms. Paradise suggested that a team of people might be used to consider the grading of extended learning opportunities.

Mr. Bickford reviewed the information included in the handbook regarding advisory themes, common planning time, fund raising, books/money owed, competency based assessments, extended learning opportunities, NH State Frameworks, Grade Level Expectations, Grade Span Expectations, incomplete grades, early graduation, safety and security, and “testing out.”

Ms. Stevens explained the handbook entries regarding 21st century learning expectations.

The Board members reviewed concerns and questions that included: mission and vision, designation of coaches, community service, bullying, co-curricular activities, personal learning plans, and parent-teacher conferences.

On a motion made by Mr. Wood and seconded by Ms. Adams, the Board unanimously approved the Faculty Handbook.

B. EXTENDED LEARNING OPPORTUNITY COORDINATOR

Mr. Bickford explained the role of the Extended Learning Opportunity Coordinator and reminded the Board that Sheila Ward has been hired to fill the position.

C. LEADERSHIP MENTORING

Mr. Bickford stated that he has met with his leadership mentor several times and has already taken advantage of his experiences and insight.

D. OPENING OF SCHOOL

Mr. Bickford reviewed the plans for the two teacher workshop days and the first day of school.

IX. STUDENT SERVICES ADMINISTRATION

A. HANDBOOKS

Ms. Chassie submitted three handbooks for the Board’s approval: Section 504 of the Rehabilitation Act of 1973 Handbook, Paraprofessional Handbook, and Teachers Handbook for Student Services. All three of the handbooks have been edited. To the best of Ms. Chassie’s knowledge, these handbooks have not been previously been approved by the School Board.

On a motion made by Mr. Wolfe and seconded by Mr. Wood, the Board unanimously approved the three handbooks.

B. INCENTIVE FUND GRANT

The Merrimack County Diversion grant application has been received. Previously, we have used this money to pay for the part-time social worker position. The timing of the receipt of the application was not conducive to supporting this position this year. The Administrative Team will consider other options for this money, designed to divert youth from the court system.

C. PRE-ADOLESCENT TO TEEN CENTER FOR HEALTH

Ms. Chassie shared a publication from Concord Hospital, including a feature on the Pre-Adolescent to Teen Center for Health (PATCH) at PMHS. Also, the 2009-2010 PATCH report has been received by Sue Hemingway, the School Based Clinic Coordinator.

X. SAU ADMINISTRATION

A. SCHOOL BOARD POLICIES, ADOPTION

Dr. Freeman recommended policies that were previously approved for reading and now are being presented for consideration of adoption: Policy IGD – Curriculum Adoption and Policy JICK – Student Safety and Violence Prevention – Bullying.

A motion was made by Mr. Wolfe and seconded by Mr. Wood to approve Policy IGD and Policy JICK.

Mr. Wood stated that he has concerns about Policy JICK, which include the definition of bullying and the implementation of the policy. Discussion ensued regarding how the administration plans to deal with the policy and its implementation. Dr. Freeman stated that the work that is planned in the district will begin to address the foundational issues relative to bullying. Ms. Adams read a legal opinion from David Hacker, Legal Counsel for the ADF Center for Academic Freedom. Discussion continued regarding the potential and actual incidents that are or may be requiring attention and the resources that the investigation will consume. Ms. Paradise suggested tracking the time that is spent by the administration investigating claims of bullying. Mr. Wood suggested that the Board take their time in passing this policy.

Mr. Wolfe withdrew the portion of the motion relative to the approval of Policy JICK.

On a motion made by Mr. Wood and seconded by Ms. Adams, the Board voted unanimously to approve Policy IGD.

B. SCHOOL BOARD POLICIES, READING

Dr. Freeman presented several policies for the first reading: Policy ECAB – Access to Buildings, Policy GCB – Professional Staff Contracts, Policy GCB – Professional Staff Contracts, Policy JEA – Compulsory Attendance Age, Policy JFAB – Admission of Tuition and Non-Resident Students, Policy JI – Students Rights and Responsibilities, and Policy JKA – Corporal Punishment.

Ms. Paradise suggested omitting the paragraph from Policy JKA – Corporal Punishment regarding physical restraint. Further work will need to be done to develop a policy specific to physical restraint. Ms. Chassie provided additional information about our need to use physical restraint and the training that is provided for staff.

On a motion made by Mr. Wood and seconded by Ms. Corliss, the Board voted unanimously to accept Policy ECAB – Access to Buildings, Policy GCB – Professional Staff Contracts, Policy GCB – Professional Staff Contracts, Policy JEA – Compulsory Attendance Age, Policy JFAB – Admission of Tuition and Non-Resident Students, Policy JI – Students Rights and Responsibilities, and Policy JKA – Corporal Punishment, for the first reading.

C. SCHOOL BOARD POLICY, RESCISSION

Dr. Freeman presented Policy GCA – Principal Job Description. He stated that this policy was replaced by adoption of the revised principal job description last year.

On a motion made by Mr. Wolfe and seconded by Ms. Adams, the Board voted unanimously to rescind Policy GCA – Principal Job Description.

D. LEAVE REQUEST

Dr. Freeman presented a request from a teacher for three days of leave to fulfill duties as a supervisor of the checklist at town elections on September 14, November 2, and March 8.

On a motion made by Mr. Wolfe and seconded by Mr. Wood, the Board voted unanimously to approve the request for three days of leave with pay.

E. ENERGY AUDIT CONTRACT

Dr. Freeman received a bid for the energy audit contract from Harriman.

On a motion made by Mr. Wood and seconded by Mr. Wolfe, the Board voted unanimously to accept the bid from Harriman.

F. CONTRACT

Dr. Freeman stated that Glen Traquair, the 80% PMHS technology education teacher, has asked to be terminated from his contract in order to accept a full time teaching position in another school district.

Mr. Wood suggested that the date of departure be left to the discretion of the principal. On a motion made by Mr. Wolfe and seconded by Mr. Wood, the Board voted unanimously to accept the request for release, with the principal determining the date of departure.

G. DRAFT MISSION AND VISION STATEMENT

Dr. Freeman is working with Granite Image to create a more visually-friendly version of the mission and vision. He will have them for the next meeting.

H. SCHOOL IMPROVEMENT GRANT

Dr. Freeman reported that the final School Improvement Grant amount is $2,066,151.80 over a three-year period. He reminded the Board of several components including: goals, external service providers, curriculum / instruction / assessment, culture / climate, and college / career. He reviewed the positions being supported by the grant which include: ½ data team, ½ extended learning opportunity coordinator, social worker, curriculum mapping stipends, and extra-curricular activities stipends. Ms. Paradise stated that a press release should be prepared, to which Dr. Freeman agreed.

Dr. Freeman stated that a meeting of the external service providers will be held on Wednesday, August 25, 2010.

I. INVESTING IN INNOVATION GRANT

Dr. Freeman reported that the consortium of high schools that includes Pittsfield is one of the 49 projects being funded by the Investing in Innovation Grant. He provided a summary of the project description from the application. This grant is expected to be $5,000,000 over a five-year period.

J. DISTRICT LEVEL SYSTEMS CHANGE (NELLIE MAE) GRANT

Dr. Freeman reported that Pittsfield has received notice that the district will be advanced to Phase III of the grant process. During Phase II, many community members were called and interviewed by the grant reviewers.

An advisory council will be a key aspect of this project. Dr. Freeman distributed Policy BCF, which addresses advisory committees to the Board.
He explained his plans for inviting individuals from the community to be included in the advisory committee.

K. ADMINISTRATIVE LEADERHIP TEAM WEEK

According to Dr. Freeman, the administrative leadership team met throughout the past week in preparation for the upcoming school year. Major activities included a one-day retreat conducted by the New Hampshire Center for Courage and Renewal, engagement in a self-analysis and training on The Importance of Human Factors presented by Primex, and a thorough review of School Board policies, the collective bargaining agreement, and The Handbook on Teacher Evaluation.

L. OPENING OF SCHOOL

Dr. Freeman reviewed the scheduled events for August 26th and 27th. Board members were invited to participate.

M. FINAL FY10 EXPENDITURE REPORT

The final FY10 expenditure report was provided. There was an $88,000 fund balance. This is above the targeted amount but reflects unanticipated revenues and late-in-the-year spending.

N. CAPITAL RESERVE ACCOUNTS

Capital reserve balances were reported by Dr. Freeman.

O. AUDIT OF SCHOOL DISTRICT FINANCIAL STATEMENTS

The district’s auditor has completed field work in the office. A confidential memo was provided to Board members.

P. 2011-2012 BUDGET TIMELINE

John Kidder, Budget Committee Chairperson, has contacted Dr. Freeman regarding the scheduling of school district presentations with the Committee. A proposed time line for development of the district budget was presented.

Q. SCHOOL BOARD COMMUNICATIONS

Dr. Freeman provided guidance from Board policy on Board communications relative to notification of school-based incidents.

Mr. Wood expressed his desire for the Board to continue the discussion relative to School Board communications. During a recent event, he felt that he was at a disadvantage by not having received information. He suggested creating criteria that would help guide action in the future. Ms. Paradise agreed that setting criteria is feasible as long as it can be realistically used and implemented.

Upon request of Mr. Wood, Dr. Freeman agreed to redraft Policy KBC with the elements discussed with Mr. Wood.

R. PMHS GYM ROOF REPLACEMENT

The roof replacement continues on schedule. Completion is expected on or around August 30, 2010.

S. NEW HAMPSHIRE’S RACE TO THE TOP STATUS

New Hampshire has not been selected as a finalist in the second round of the Race to the Top state grant program. A third round is not anticipated.

T. RICK GREMLITZ COMMUNICATION

Mr. Gremlitz has sent the Board a thank-you note for the gift of appreciation he received for his two years of service as PMHS interim principal.

U. PES SIDING

Mr. Kilmister will have information relative to the siding of PES in his next report.

V. SUMMER READING LIST

Ms. Adams stated that the PMHS interim principal, Mr. Gremlitz, stated that there were no requirements for summer reading. However, a list was received by some students on July 26th of a recommended reading list from which one book needed to be read. This eliminated the possibility of a parent pre-reading books and the town library being able to have books available.

Ms. Paradise asked Mr. Bickford to prepare next spring for the summer reading lists. Dr. Freeman agreed that there was an understanding that there would be no summer reading lists. Also in question is the concept of a suggested reading list and whether a book is required. Mr. Bickford agreed to have a conversation with the English department chair to gather additional information. Ms. Paradise stated that if books are put on a list for students to read, a teacher should have read the book previously to be assured of appropriate material.

W. FLASHING YELLOW LIGHTS

There continues to be concern about the flashing yellow light on Catamount Road not being turned off during the summer vacation period. Dr. Freeman had his administrative assistant call the New Hampshire Department of Transportation on three occasions to request that the light be adjusted for the summer weeks. Dr. Freeman agreed to call again to see what has to be done to get the lights turned off and on in a timely manner or if the town could take over the responsibility.

XI. COMMITTEES

A. DRAKE FIELD – Ms Corliss and Mr. Wolfe

Ms. Corliss suggested that 42 Chestnut Street, a property that is currently for sale, be considered for purchase by the district to be used for parking.
Ms. Paradise asked Dr. Freeman to call the Economic Development Committee in order to gather more information.

B. SELECT BOARD LIAISON

Mr. Wood will be the primary representative and Ms. Adams will be back-up.

C. BUDGET COMMITTEE

Mr. Wood will not be able to be on the Budget Committee. Therefore, another member of the Board will need to be the liaison. Ms. Adams volunteered to assume the responsibility, with Ms. Corliss as the back-up.

D. NEGOTIATING TEAM – Ms. Paradise and Mr. Wolfe

Ms. Paradise stated that plan for negotiations will begin when school begins.

XII. NEXT MEETING

The next School Board meeting is scheduled for Thursday, September 9, 2010, at 5:30 p.m. at the Pittsfield Middle High School. Agenda items will include: mission and vision and policies.

XIII. PUBLIC INPUT (Second Session) – None

XIV. ADJOURNMENT

On a motion made by Mr. Wolfe and seconded by Ms. Corliss, the Board voted unanimously to adjourn the meeting at 9:15 p.m.

Respectfully submitted,

Tobi Gray Chassie
Recording Secretary