December 10, 2009 Minutes

APPROVED BY THE PITTSFIELD SCHOOL BOARD

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

MINUTES

Pittsfield School Board
Thursday, December 10, 2009
Pittsfield Middle High School

I. CALL TO ORDER

Members Present: Mary Paradise
Michael Wolfe
Kathy Corliss
Leslie Vogt
Elizabeth Adams

Others Present: John Freeman, Superintendent
Tobi Gray Chassie, Director of Student Services
Lois-Jean Stevens, Coordinator of Student Services
Rick Gremlitz, Interim Principal, PMHS

Chairperson Paradise called the meeting to order at 5:37 p.m.

II. AGENDA REVIEW

The following items were added to the agenda:
Correspondence from Merrimack County Commissioner (Mary Paradise)
NH School Boards Association Delegate Assembly (Mary Paradise)

III. ACTION ON AMENDED AGENDA

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

IV. 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 December 3, 2009.

V. PUBLIC INPUT – None

VI. PES ADMINISTRATION

A. SINI COMMITTEE

Dr. Freeman stated that this committee’s work is valuable and well worth the time of the people participating.

VII. PMHS ADMINISTRATION

A. FOSS SCHOLARSHIP COMMITTEE

Mr. Gremlitz requested a volunteer from the School Board to participate on the Foss Scholarship Committee. He explained the procedures used in determining recipients and stated that the next meeting will be in January.
Ms. Paradise volunteered to represent the School Board on this committee.

B. SPIRIT DAY

Mr. Gremlitz distributed a schedule for Spirit Day and Spirit Week Theme Days. On Monday, December 21, 2009, Alumni will be invited to visit and participate in a panel discussion.

C. NEASC SURVEYS

Answering the question of Mr. Wolfe, Mr. Gremlitz explained that the surveys are being returned. There is a competition between Advisories to promote the return of the parent surveys.

VIII. STUDENT SERVICES ADMINISTRATION

A. EDUCATIONAL ASSISTANTS

Ms. Stevens reported that Greta Sarte and Kim Mochrie have been hired to fill educational assistant positions.

B. TEACHER OF THE VISUALLY IMPAIRED

Ms. Chassie explained that one teacher of the visually impaired from NH ATECH and two teachers of the visually impaired from the NH Association of the Blind have been contracted to fill the vacancy created by the resignation of Sheila Gaudreau. These contracted services will cost more than Ms. Gaudreau’s contract, but are necessary to fill Individual Education Program requirements.

IX. SAU ADMINISTRATION

A. PROPOSED POLICIES

A motion made was made by Ms. Vogt and seconded by Ms. Adams to consider Policy IJ: Instructional Materials; Policy IKJ: Supplemental Materials Selection; Policy KEC: Request for Reconsideration of Instructional Materials; and Policy KEC-R: Request for Reconsideration of Instructional Materials.

Ms. Adams expressed her concern about the materials that are brought in from a teacher’s personal library. Ms. Paradise stated that any materials used or loaned by a teacher should be considered as an instructional material and covered within the parameters of the policies. The Board requested that the Superintendent bring forward Policy IJLA for further consideration.

Discussion ensued regarding the viewing of movies and videos, other than G-rated, that is educationally relevant (i.e. Schindler’s List). Ms. Vogt expressed concern regarding community sponsored movie-watching activities and how the viewing would interface with the policies. Dr. Freeman agreed to modify the wording to take situations such as this into consideration.

Ms. Adams requested that a timeline be included in Policy KEC. Suggestions were made for a possible timeline that somewhat mirrors the current policy.

Ms. Vogt recommended that summer reading lists be developed by the time of April vacation. This would allow the local library time to have the books on their shelves and allow families time to purchase, if they wish, the books from discount vendors. For example, with adequate time, the school librarian can purchase books for students with at 42% discount, but would likely not have time to order if asked later than the end of April.

Discussion ensued regarding the requirement for families to purchase expensive books for Advanced Placement (AP) classes. Mr. Gremlitz stated that the administration would investigate strategies that would encourage teachers to scrutinize book choices, especially in consideration of cost to families.

Ms. Adams pointed out concerns regarding the Request for Reconsideration of Instructional Materials. Dr. Freeman will make changes for the Board’s further consideration.

B. PROPOSED POLICY, AMMENDMENT

Dr. Freeman reported that he had a conversation with the school district auditor, Paul Mercier, regarding the transfer of funds. He recommended the suggestion previously made by Ms. Vogt that fund transfers not be made but, rather, that notes accompany quarterly expenditure reports to explain significant overages and sources of funding to address such overages. Dr. Freeman will return this policy with the changes suggested by the auditor for the Board’s consideration. Ms. Vogt stated that the threshold of $25,000 that has been set in the current policy is high. Ms. Paradise suggested checking with Sally Blanchette to ascertain the difficulty of noting less significant transfers.

C. SAFE ROUTES TO SCHOOL TASK FORCE

The NH Department of Transportation has awarded Pittsfield a $19,500 planning grant for a new Safe Routes to School project. A task force that includes both school and community representatives has been organized and will be meeting monthly to prepare the district’s grant application.

D. SCHOOL DISTRICT MEETING CALENDAR

Dr. Freeman distributed an amended timeline for the Annual School District meeting. He noted that the timeline for filing intent to run for the School Board extends from January 20 through January 29.

E. HIGH SCHOOL REDESIGN

Dr. Freeman reported that he is making appointments with some community groups to discuss high school redesign. Ms. Paradise informed the Superintendent that she would try to attend these engagements.

Dr. Freeman reported a summary of a conversation with Joe DiMartino in which he participated today. He explained that several important connections have been made through Mr. DiMartino with the Department of Education and a consortium of schools working on performance assessment of competencies. Dr. Freeman reported additional information on the Race to the Top grant.

F. PROPOSED FY11 BUDGET

Dr. Freeman identified changes that have been made to the current revision of the budget. Areas involved in these changes include decreases in administration and increases in professional development.

Application information for the energy block grants will be coming soon. The grant needs to be supported by the Select Board. Dr. Freeman has notified the town business office that the school is interested in applying for this grant.

Dr. Freeman reported that he asked Dan Bisson, architect, about the potential of moisture buildup and mold when the gym roof is replaced with additional insulation. Mr. Bisson will be providing information on this at a future date.

At present time the budget represents a zero percent impact on the tax rate.

According to Ms. Vogt, a roof consultant, ARM, will be making a recommendation about whether the PMHS gym roof should be repaired now or if it can wait. The decision will impact whether a warrant article should be presented to the voters this year or if waiting will be an option. The recent snow fall will impact the ability of the engineer to look at the PMHS and PES roof in one trip. To make two trips will cost an additional $200. Ms. Vogt reminded the Board that by combining the roof and the floor jobs, money could be saved for construction management costs and protection of the gym floor during the roof work. Dr. Freeman will investigate the difference in cost for the jobs being done separately and individually. He will also investigate the cost of bleachers as compared to repair.

A motion was made by Mr. Wolfe and seconded by Ms. Adams to approve the sum of $9,540,520.98 for the proposed FY11 budget as presented. Ms. Corliss asked about the increase in Vocation Educational Programs, to which Mr. Gremlitz and Ms. Stevens explained that this year there has been a lower number than usual of students participating and an anticipation of more students participating next year. The motion carried unanimously. Ms. Paradise thanked the administration for the work that the budget represents.

Mr. Wolfe asked Dr. Freeman to investigate a roof survey of the grandstand roof at Drake Field.

G. TEACHER CONTRACT

On a motion made by Mr. Wolfe and seconded by Ms. Corliss, the Board voted unanimously to ratify the negotiated contract with the EAP, the teachers’ collective bargaining unit, as presented in a non-public session at the previous meeting.

H. FOOD SERVICE PROGRAM

Ms. Corliss asked for clarification on the concept of utilizing a contractor to manage the food service program. Dr. Freeman explained that he has contacted several contractors and have generally found that the larger companies consider us too small to be profitable. More recently, he has met with representatives from a New Hampshire-based company, Café Services of Londonderry, which does provide management services to a number of districts in the state. Dr. Freeman further explained that this service holds the potential to reduce or eliminate the need for subsidizing the food service program. References are currently being checked by calling other districts who utilize their services. The conversation will continue with Café Services. Dr. Freeman described some of the advantages that have been described by the company including theme days, varied menus, use of commodities, and the ability to maintain the employment of the current staff.

X. SCHOOL BOARD

A. MERRIMACK COUNTY COMMISSIONER

Ms. Paradise summarized the contents of a letter that has been received by the Merrimack County Commissioner Leo Bernier. Mr. Bernier offered his services for special projects in Pittsfield.

B. NH SCHOOL BOARDS ASSOCIATION DELEGATE ASSEMBLY

Ms. Paradise summarized correspondence received from the NH School Boards Association. Dr. Freeman will make a copy of the material to forward to Ms. Adams. Ms. Paradise asked the Board members to review the materials and give her input that she can use when she attends the Delegate Assembly. She informed the Board that the by-laws are to be amended and feedback is invited. The Delegate Assembly is scheduled for Saturday, January 16, 2010, from 10:00 a.m. to 4:00 p.m. If any other Board member is interested in attending, they should inform Ms. Paradise.

XI. COMMITTEE REPORTS

A. DRAKE FIELD

Ms. Corliss stated that she has asked Athletic Director Peter Tuttle for a list of improvements that he thinks should be considered.

B. SELECTMAN LIAISON

Dr. Freeman will provide Ms. Adams with information about the energy grant. Ms. Adams will address the Select Board with this information.

XII. NEXT MEETING

The next School Board meeting is scheduled for Thursday, January 7, 2010, at 5:30 p.m. at the Pittsfield Middle High School. Agenda items will include bleacher information, report from Architect Dan Bisson, policies, PES Intervention Team presentation, warrant articles.

XIII. PUBLIC INPUT (Second Session) – None

XIV. NON-PUBLIC SESSION

At 7:56 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. Adams, yes; Ms. Corliss, yes; Ms. Paradise, yes; Ms. Vogt, yes; Mr. Wolfe, yes) to enter into a non-public session.

A. PERSONNEL ISSUE

The Board discussed a personnel issue relative to the FY11 budget.

At 8:15 p.m., a motion was made by Mr. Wolfe and seconded by Ms. Adams to conclude non-public session and to re-enter public session. The Board was polled and voted unanimously (Ms. Adams, yes; Ms. Corliss, yes; Ms. Paradise, yes; Ms. Vogt, yes; Mr. Wolfe, yes) to conclude non-public session and to re-enter public session.

XV. ADJOURNMENT

On a motion made by Mr. Wolfe and seconded by Ms. Adams, the Board voted unanimously to adjourn the meeting at 8:16 p.m.

Respectfully submitted,

Tobi Gray Chassie
Recording Secretary

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