February 14, 2013 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
5:30 p.m.; Thursday, February 14, 2013
Pittsfield Middle High School

I. CALL TO ORDER

Members Present: Clayton Wood, Chairperson
Michael Wolfe, Vice-Chairperson
Nicole Manteau
Gary Mullen
Mary Paradise

Others Present: John Freeman, Superintendent
Tobi Gray Chassie, District Administrator
Doug Kilmister, Principal, PES
Bob Bickford, Principal, PMHS
Noah Manteau, Site Council, Student Representative
Members of the public
Member of the staff

Chairperson Wood called the meeting to order at 5:32 p.m.

II. AGENDA REVIEW

The following items were added:
• Off Highway Recreational Vehicles (Mr. Bickford)

III. ACTION ON AGENDA

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

IV. APPROVAL OF MINUTES

On a motion made by Mr. Wolfe and seconded by Mr. Mullen, the Board voted unanimously to approve the minutes of the January 24, 2013.

V. PUBLIC INPUT

Ms. Lisa English stated she is concerned about information received regarding an administrative restructuring.

Ms. Meredith Little explained that she is a parent of students and is questioning if the music teacher at the elementary school will be providing classes in the middle high school next year.

Mr. Ross Morse stated the Communication Leadership session, held on January 23, 2013, was a success. The Good to Great Community Forum is scheduled for Saturday, February 16, 2013. He informed the Board that Deputy Commissioner Paul Leather is planning to attend the upcoming Forum.

VI. SAU ADMINISTRATION

A. ADMINISTRATIVE RESTRUCTURING

Dr. Freeman reviewed the administrative changes that have occurred over the past few years and stated the motivation for further change has been and continues to be to improve student performance. He stated he has researched various administrative structures; he is proposing an administrative structure that differs from the traditional principal, who is responsible for all aspects of the school. He described a reorganization that would include an instructional leader, whose responsibility will be to work with teachers to improve instruction at both schools, as well as an operational manager, whose responsibility will be to manage the operational aspects of both schools. This change would put emphasis on the achievement of students and continue the effort to unify the two schools.

Dr. Freeman recommended that the principal positions at PES and PMHS be eliminated. He further recommended the development of two positions that would meet the academic needs and the operational necessities of the district.

Ms. Little asked what responsibilities the previous assistant principal at PMHS held. Ms. Stevens, having fulfilled the responsibilities similar to those of this position, explained the job responsibilities. Dr. Freeman explained that the elimination of the assistant principal position occurred due to financial considerations.

Dr. Freeman assured the Board that over the next few weeks the proposed positions will be detailed, a transition plan developed, and a communication plan devised to ensure all stakeholders are properly informed.

Mr. Wood expressed his excitement about the proposal. He stated that the hallmark of the district’s redesign efforts has been “thinking outside the box.” He suggested that this proposal would place a new emphasis on academics.

Ms. Little asked if the rumor that Melissa Davis, the PES music teacher, was going to be sharing time between PES and PMHS was true. Dr. Freeman stated that, due to financial cutbacks, Ms. Davis will work in both schools beginning in the fall, eliminating the need for the half time music teacher at PMHS. Mr. Kilmister explained the schedule changes that are being made next year to accommodate this change.

On a motion made by Ms. Manteau and seconded by Mr. Wolfe, the Board voted unanimously to approve the proposal to restructure the district’s school-level administration as proposed.

VII. PMHS ADMINISTRATION

A. TILTON HILL FIELD

Mr. Peter Tuttle, PMHS Athletic Director, spoke to the Board about the Tilton Hill Field and the request for the District to mow the field in exchange for use by the PMHS teams. Mr. Tuttle stated that the Babe Ruth field could be used by some middle and high school teams. Discussion ensued regarding the cost of the Babe Ruth field to be mowed.

Mr. Tuttle explained that the lower field has been mowed by the District and is in the contract covered by Drake Field. Mowing the Babe Ruth field would incur an additional cost to the District. Mr. Bickford explained that there is enough in the current budget to maintain the Babe Ruth field through June of 2013, but there is nothing budgeted for this purpose in the proposed FY’14 budget.

Mr. Tuttle reiterated his desire to use the Babe Ruth field for PMHS teams. He assured the Board that the District’s schedule would be provided and other community recreational teams would work around the District’s schedule.

On a motion made by Mr. Mullen and seconded by Ms. Paradise, the Board approved the expense of $2,550.00 for the mowing of the PYBA’s Tilton Hill Field.

Mr. Tuttle explained that due to the Cal Ripken rules, a pitcher mound is required. If a permanent mound were installed, then the field cannot be used for softball. He explained that a portable mound would cost between $800 and $3,000. The Pittsfield Youth Baseball Association requests a sharing of the cost for the portable mound. The Board requested Mr. Tuttle investigate the possibilities further and return information to the Board for a final decision.

VIII. SAU ADMINISTRATION (Continued)

A. CONTINUOUS IMPROVEMENT

Dr. William (Bill) Bryan, a external consultant who has been advising the district on leadership and organizational development initiatives, explained that “continuous improvement” (CI) is defined as an ongoing effort to improve services, processes, and the performance of key stakeholders – either in small steps and/or big leaps. Dr. Bryan explained the characteristics of an effective CI process and disclosed that the team formerly known as the Community Advisory Council and now the Good to Great Team has agreed to oversee the CI process within the District. Dr. Bryan stated that the next steps include: 1) building the Good to Great Team; 2) creating the CI framework; and 3) implementing the CI framework.

Dr. Bryan explained that the CI framework that is created will be based on the NEASC guidelines, as well as the Baldrige for Education standards. He stated that he would be explaining the CI process on Saturday at the Good to Great Team; participants will be encouraged to join the team. The first meeting of the Good to Great Team is scheduled for March 7, 2013, from 6:00 to 7:30 p.m., with dinner served at 5:30.

B. SCHOOL BOARD STRATEGIC PLAN

Dr. Bryan distributed a third draft of the Board’s strategic goals, covering the areas of 1) student success; 2) leadership; 3) sustainability; and 4) operations and budget. For each of the six goals, objectives and corresponding strategies were detailed.

The Board will continue discussion regarding the Strategic Plan at a March meeting.

IX. PMHS ADMINISTRATION (Continued)

A. SITE COUNCIL REPRESENTATION

Noah Manteau explained that training was provided to the Site Council by Arnie Clayton of the Center for Secondary School Redesign on procedures that would more authentically engage participants in a decision making process. Mr. Bickford summarized Site Council decisions recently made or on the table in the near future.

X. SAU ADMINISTRATION (Continued)

A. TECHNOLOGY POLICY

Ms. Carin Foss, Technology Integrator, explained Policy EGA – Acceptable Internet Use, which is a combination and updating of four current policies – Policies EGA, EGA-R, IJNDB, and GBEDB. She also reviewed proposed Policy EDC – Authorized Use of School-Owned Materials and Equipment.

Ms. Foss explained several of the safeguards that have been established to protect iPads from loss or theft.

On a motion made by Ms. Paradise and seconded by Mr. Wolfe, the Board unanimously amended Policy EGA – Acceptable Internet Use and Policy EDC – Authorized Use of School-Owned Materials and Equipment; and rescinded Policy EGA-R – Acceptable Internet Use Procedures, Policy GBEBD – Employee Use of Social Networking Websites, and Policy IJND – Internet Safety.

XI. PES ADMINISTRATION

A. NECAP RESULTS

Mr. Kilmister reported NECAP results were released to school on January 31st and to the public the next day. He provided charts to show five-year trends in reading, writing, and math. Last year’s grade three class performed strongly in both reading and math; this year’s grade class underperformed. For other grades, generally speaking reading and writing scores are up this year and math scores held steady, according to Mr. Kilmister.

B. ARTIST IN RESIDENCE

Mr. Kilmister reported that Erin Sweeney will visit PES to work with third graders, who will design, construct, and illustrate their own hand-made books based on their classroom study of arctic animals.

C. WINDOWS AND SIDING

Mr. Kilmister reported that after heavy southerly winds and driving rain last week, not a drop appeared in the main hallway or offices

D. CALENDAR

A calendar of events was provided by Mr. Kilmister for the months of February and March.

XII. PMHS ADMINSITRATION (Continued)

A. OFF HIGHWAY RECREATIONAL VEHICLES

Mr. Bickford explained that students have asked if they can ride their off highway recreational vehicles to school. After investigating the request with the insurance company and a permission slip was designed, it was decided that students would, in fact, be allowed to ride their vehicles to school. Mr. Bickford explained the rules that have been put in place.

B. PMHS SPRINKLER & FIRE ALARM UPDATE

Mr. Bickford reported that the Architect Dan Bisson and an independent fire protection consultant, Nick Crecenti, conferred regarding the sprinkler system issue. A proposal is being developed for addressing concerns raised in system inspections.

C. NECAP RESULTS

Mr. Bickford reported mixed results from the NECAP testing. He explained that teams are in the process of reviewing the data.

D. CALENDAR

A calendar of events was provided by Mr. Bickford for the month of February and March.

XIII. STUDENT SERVICES ADMINISTRATION

A. GUIDING PRINCIPLES

Ms. Stevens explained that the special education team has met with Dr. William Bryan from CSSR over the past four months to develop a team mission, vision, and guiding principles address seven areas: 1) academic achievement; 2) meeting the needs of each student; 3) connection between the IEP and general curriculum; 4) student engagement and ownership for learning; 5) communication; 6) service delivery; and 7) partnerships.

B. FOCUS MONITORING

Ms. Stevens reported that on January 30, 2013, an oral report from SERESC and the Department of Education was made relative to the file compliance review conducted in the fall. A formal, written report has not yet been provided.

C. OUT OF DISTRICT STUDENTS

Ms. Stevens alerted the Board of a potential out of district placement, which would increase the District’s financial responsibility for a short period of time.

XIV. DISTRICT LEVEL SYSTEM CHANGE ADMINISTRATION

A. COMMUNICATION TEAM

Ms. Chassie stated that the new District banners have arrived and will be presented to PES and PMHS in upcoming assemblies.

B. COMMUNITY ADVISORY COUNCIL

As stated by Dr. Bryan, the Community Advisory Council will become the Good to Great Team and take over the management of the Continuous Improvement process. A Good to Great Community Forum will be held on Saturday, February 16th from 10:00 to noon. The first meeting of the Good To Great Team is scheduled for March 7, 2013 at 6:00 p.m.

C. PITTSFIELD PARENT CONNECTION

The Pittsfield Parent Connection (PPC) sponsored a Technology Community Forum, during which a number of questions were asked regarding technology use by students. The dialogue will continue during a second forum in the spring.

D. NELLIE MAE EDUCATION FOUNDATION (NMEF) PROFESSIONAL LEARNING COMMUNIITIES (PLC)

Ms. Chassie explained that NMEF and WestEd have partnered to create Professional Learning Communities (PLCs) in five areas: 1) Change Leadership; 2) Community Engagement; 3) Curriculum, Instruction, and Assessment; 4) Flexible Scheduling; and 5) Mastery Based Strategies. A number of District educators are involved in these groups.

E. PERFORMANCE MANAGEMENT

Position analyses continue to be refined. In the meantime, Dr. Bryan is providing Dr. Freeman, Susan Bradley, and Ms. Chassie with training on recruiting and hiring.

F. LOGIC MODEL

Ms. Chassie explained that the Logic Model will be updated. In the process, PES will become a stronger partner in the district development work that lies ahead.

G. WORK PLAN

The twelve month progress report was submitted to the Nellie Mae Education Foundation.

XV. SAU ADMINISTRATION (Continued)

A. WARRANT ARTICLES

Ms. Paradise explained the actions of the Pittsfield Budget Committee. She reported that the Committee was concerned about maintenance costs and reduced that portion of the budget by $30,000. Discussion ensued regarding the impact of the reduction.

Ms. Paradise reported that the Budget Committee did not recommend Article V, which is related to the collective bargaining agreement reached by the Education Association of Pittsfield and the Pittsfield School District.

On a motion made by Ms. Paradise and seconded by Mr. Wolfe, the School Board amended Warrant Article VIII to $9,447,317, while keeping all other warrant articles as presented.

The Board assigned each warrant article to a member of the Board for making the motion, seconding, and providing an explanation.

XVI. PUBLIC INPUT – 2nd SESSION – None

XVII. NEXT MEETING

The next School Board meeting is scheduled for Thursday, March 14, 2013, at 5:30 p.m. in the PES Media Center.

XVIII. ADJOURNMENT

On a motion made by Mr. Wolfe and seconded by Mr. Mullen, the Board voted unanimously to adjourn the meeting at 8:05 p.m.

Respectfully submitted,

Tobi Gray Chassie
Recording Secretary