February 5, 2015 Minutes

APPROVED BY THE PITTSFIELD SCHOOL BOARD

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

MINUTES

Pittsfield School Board Meeting
Thursday, February 5, 2015
Pittsfield Middle High School

I. CALL TO ORDER

Members Present: Mike Wolfe, Chair
Bea Douglas, Vice Chair
Gary Mullen
Ray Ramsey

Others Present: John Freeman, Superintendent of Schools
Tobi Gray Chassie, District Administrator
Derek Hamilton, Dean of Operations
Danielle Harvey, Dean of Instruction
Donna Lehmann, Director of Student Services
Kathy LeMay, Director of Interventions & Title I Manager
Sarah Rollins, Director of College and Career Readiness
Member of the faculty
Members of the public

Mr. Wolfe called the meeting to order at 5:35 p.m.

II. AGENDA REVIEW

The following items were added:
• Parent Survey (Ms. Lehmann)
• Backup Server (Mr. Hamilton)
• Expenditure Report (Dr. Freeman)
• Auditor Report (Dr. Freeman)

The following items were moved:
• Warrant articles from action to information (Dr. Freeman)

III. APPROVAL OF AMENDED AGENDA

On a motion made by Mr. Mullen and seconded by Mr. Ramsey, the Board unanimously approved the agenda as amended.

IV. APPROVAL OF PREVIOUS MEETING MINUTES

A motion was made by Mr. Ramsey and seconded by Mr. Mullen to approve the minutes of January 15, 2015. Ms. LeMay’s name was added to the list of others present. The motion was passed unanimously, with correction made.

V. PUBLIC INPUT – None

VI. STUDENT REPRESENTATIVE – None

VII. PUBLIC FORUM – PROPOSED DRAKE FIELD PLAYGROUND

Mr. Jay Darrah, chair of the Drake Field Committee, presented a visual representation of the proposed location of the new playground equipment. He also provided drawings of the proposed equipment.

Keith Donavan expressed his agreement with the location that has been selected. Joanne Ward asked what material would be underneath the equipment, to which Mr. Darrah answered wood chips. Kimberly Pelletier asked if other equipment would be added for younger children. Mr. Darrah stated that the proposed equipment is appropriate for children as young as two.

VIII. DEAN OF INSTRUCTION

A. SECOND GRADE UPDATE

Ms. Harvey updated the School Board on the decision on the assignment of the new second grade teacher. A parent forum to discuss this assignment was held with Ms. Harvey and Mr. Morse facilitating. According to Ms. Harvey, the meeting provided parents the opportunity to share their feelings about whether to add a third classroom and reassign students among three classes or to use the additional teacher to support the two existing classrooms.

Ms. Harvey reported that parents at the forum overwhelmingly supported the continuation of two classes for this year; she explained that the second grade teachers will continue to work within models that will most effectively and efficiently utilize the teachers in the two-class organization.

B. PROFESSIONAL LEARNING UPDATE

According to Ms. Harvey, PES teachers are working on inquiry based projects and are preparing for the district-wide exhibition in June. PMHS teachers continue to work on critiquing practices for students and staff as well as technology integration.

C. NATIONAL ASSESSMENT OF EDUCATIONAL PROGRESS

Ms. Harvey reported our fourth and eighth graders will be assessed by the National Assessment of Educational Progress on March 5, 2015. Parents have been sent a letter notifying them of the testing and explaining their option to ask for their child to be waived from this testing. This program does not provide either individual or school assessment results.

D. TEACHER SUPERVISION

Ms. Harvey provided the School Board with a summary of the teaching observations that she has completed as required by the Professional Growth and Evaluation Plan.

IX. DEAN OF OPERATIONS

A. BACKUP SERVER

Mr. Hamilton explained that the approved lease has been investigated with the school attorney and it has been determined that the best course of action would be buying the server out right, which will also result in a cost savings. Mr. Hamilton’s recommendation is to rescind the Board’s approval of the previously-approved three-year lease and to buy the backup server for the cost of $21,149;

A motion was made by Ms. Douglas and seconded by Mr. Mullen to rescind the vote to lease the backup server equipment. The Board voted unanimously to rescind the vote to lease the equipment.

A motion was made by Mr. Mullen and seconded by Mr. Wolf to purchase the backup server for $21,149. The Board voted unanimously to purchase the backup server for $21,149.

B. GUEST SPEAKER

Mr. Hamilton reported that the motivational speaker, Mr. Craig Hillier with Winning Edge Seminars, was scheduled to be at PMHS on February 5, 2015, but due to weather had to be cancelled. This event would have included fifteen of our students as well as students from ten regional high schools.

C. STUDENT BEHAVIOR AND MOTIVATION

Mr. Hamilton explained that Lynette Rose and Melissa Brown, student support specialists, joined him in a conference call with Dr. Allen Mendler, a nationally renowned educator and psychologist, to discuss strategies for students and teachers at both schools. This conversation will be followed by attendance of a team from PES and PMHS to Dr. Mendler’s workshop, Motivating Hard to Reach, Uninterested, and Disruptive Students.

D. SUBSTITUTE TEACHER

Mr. Ramsey asked about a situation he had been made aware of in fifth grade with a substitute teacher. Mr. Hamilton stated that with the help of Dr. Freeman, the issue has been satisfactorily resolved.

X. DIRECTOR OF STUDENT SERVICES

A. FOCUSED MONITORING

According to Ms. Lehmann, the New Hampshire Department of Education has issued a compliance review summary report. She reviewed the results of the desk audit and explained the actions that will be taken by her and her special education team to correct the errors that were detected.

B. PARENT SURVEY

Ms. Lehmann reported that a parent satisfaction survey is being mailed to the parents of students with disabilities in our district. She hopes parents will use this opportunity to share their opinions of special education in the district.

XI. DIRECTOR OF COLLEGE AND CAREER READINESS

A. COURSE SELECTION GUIDE

The course selection guide, according to Dr. Rollins, is being vetted by the Administrative Leadership Team and will soon be brought to the Board for their review and approval.

B. COLLEGE BOARD TESTING SCORES

Meetings, according to Dr. Rollins, have occurred for the purpose of analyzing the results of the PSAT, SAT and ReadiStep assessments. Gaps in math and English will be identified and action plans developed to close the gaps and increase the performance of students on these tests in the future.

C. STUDENT MEETINGS

Seniors, parents, and advisors will be meeting with the Dr. Rollins in February to assess credits, progress towards graduation, and future plans. Once these meetings have been completed, she will meet with juniors, sophomores, and freshmen, who are in danger of not following a four-year high school plan towards graduation.

D. UPCOMING DATES

Dr. Rollins notified the Board of a session to help parents complete financial aid forms on February 2, 2015. Also, she notified the Board of a field trip for students to Concord Regional Technical Center at Concord High School in February.

E. SEMINAR TASK FORCE

Dr. Rollins explained that work has been initiated to develop an opportunity for intentional instruction in areas such as executive function and life relevant skills to assist them in making the move to a next level as smoothly and successfully as possible. She is working with a team of people to research and develop a proposal.

XII. SUPERINTENDENT

A. EXPENDITURE REPORT

Dr. Freeman distributed copies of the Expenditure Report for the Board’s review. He stated the budget is in a very healthy status.

XIII. PUBLIC HEARING – BIOMASS CENTRAL HEATING SYSTEM

Dr. Freeman distributed to the Board and the members of the public present for the hearing, a document that explained aspects of the biomass central hearing system. He reviewed the contents of the document, including an overview of current systems, an analysis of fuel consumption, building loads, comparison of fuel types, estimated simple payback, as well as other estimates to help inform the decision. Dr. Freeman distributed a copy of a three year and five year estimated debt schedule.

Mr. Wolfe opened the public hearing at 6:30 p.m.

Joanne Ward asked if there were already pipes that connect the two buildings, to which Dr. Freeman answered that those systems would need to be constructed.

Maurice Wells asked if there was a road that would go to the boiler plant. Mr. Wolfe explained that the exact location of the plant has not been determined. He described the locations that have been proposed. Mr. Wells asked if a visit has been made to existing plants. Mr. Wolfe stated that he, accompanied by others, attended a conference where other users of wood pellets presented information.

Mr. Wells asked if visits had been made to locations using wood chips. Mr. Wolfe explained several reasons why wood chips would not be a recommended option for the school district.

Carl Wallman asked why a visit from a consultant was planned for Friday, February 6, 2015. Dr. Freeman stated that the consultant may affirm the recommendations that have been made or uncover new information that will better inform the Board in making their decision. Mr. Wallman suggested that there may be other heating alternatives that have not been properly investigated.

Mr. Ramsey explained the disadvantages of using wood chips, including storage and the number of personnel required to run the system.

Mr. Wells asked if there would be a problem with pellet supply. Mr. Wolfe stated shortages have been experienced for bagged pellets, but there is not a shortage for bulk pellets.

Paul Nickerson asked what considerations have been planned for the storage of the pellets, to which Dr. Freeman answered that silos will be built within the plant.

Mr. Wells asked if the Board has considered the three grades of pellets available, to which Mr. Wolfe answered that those decisions have not been made, yet.

Clayton Wood asked about the payback calculations. He suggested that there is more assistance available when taking advantage of incentives but thinks the payback estimated is suspicious. Mr. Wood stated that the approach seems sound, but would like more information. Dr. Freeman agreed to send the Board and Mr. Wood more information.

Louie Houle asked what impact current legislation would have on the funds and grants available. Mr. Wolfe stated he would ask Dr. Freeman to calculate worst case financial scenarios, in case grant funding was eliminated through legislation. Mr. Houle asked if documentation could be sought to “grandfather” our position for grant funds. Mr. Wolfe stated that he was looking forward to the February 6th meeting to answer some questions.

Kevin Foss asked how large the silos would be to which Mr. Wolfe estimated twenty feet and promised to look further into the exact dimensions. Discussion ensued regarding proposed locations. Mr. Wolfe stated the Board did not want to limit themselves and there were concerns about putting the plant near the elementary school. Mr. Foss wondered if a drawing was available that would illustrate the design of the plant. Mr. Wolfe stated that the Board did not want to ask for drawings as it would have incurred greater costs. Mr. Foss stated he would appreciate the plant being placed behind the elementary school since it can be tucked away, with plenty of coniferous vegetation to hide it. His concern about the location is its effect on the Winsunvale neighborhood.

Mr. Nickerson asked about the funding process, to which Mr. Wolfe stated no action would be taken until the voters approve the warrant. If the voters reject the proposal, no action would be taken. He asked what the system would be for keeping the furnaces fueled. Mr. Ramsey explained that a screw system from the silos would be used, negating the necessity for a custodian to be constantly attending the furnaces.

Louie Houle asked how high the smoke stack would be. Although many measurements have been provided by Harriman Architects & Engineers, no one was sure of this specific measurement.

Ms. Ward asked how large the building would be, to which Mr. Wolfe stated a twenty by thirty building or 1600 square feet.

Dr. Freeman explained that this is the official public hearing, but there would be opportunity to talk further at future School Board meetings. Mr. Wallman voiced concern about not having architectural drawings and more specific details, such as location before the voters are asked to make a decision.

Mr. Houle stated his opinion that going with a five-year debt schedule to protect taxpayers from a higher hike in their taxes. He stated the current rate of 2.995% is good and if we wait and the rate increases, it will have a major impact.

Mr. Wolfe explained that there is a sense of urgency due to the perilous condition of the boiler at PES. Mr. Wallman reiterated the need to have a more formal architectural design for the public to consider the expenditure of a million dollar project. He stated his opposition, not for a pellet system, but for the process employed by the Board to make its decision.

Mr. Wolfe closed the public hearing at 7:10 p.m.

XIV. SUPERINTENDENT (Continued)

A. WARRANT ARTICLES

Dr. Freeman distributed the draft of the warrant articles in preparation for the school district meeting. The timing issues of the meeting were discussed, suggesting the voting for Article II would continue as discussion on the remaining articles continued.

XV. SCHOOL BOARD

A. ELECTION

Discussion ensued regarding there being only one applicant filing for two vacant Board positions for the election in March. This will mean a write-in on the ballot will be required to fill one of the positions.

B. BIOMASS PROJECT

Ms. Douglas asked Dr. Freeman to ask about the cost of the architectural drawings.

XVI. NEXT MEETING

The next School Board meeting is scheduled for Thursday, February 19, 2015, at 5:30 p.m. at the Pittsfield Middle High School.

XVII. PUBLIC SESSION (2nd Session)

Mr. Morse updated the Board on work that has been done in the planning for summer academies. Jennifer Massey, business education teacher, has been hired to be the coordinator of the program. Proposals have been submitted for possible academies to be offered this summer.

Mr. Morse stated that he enjoyed the public hearing and appreciated the interest taken by the public in this important topic.

Mr. Foss stated that he is in favor of the biomass project, but is concerned about the location of the plant.

Mr. Foss asked about the iPad initiative and wondered if there is a plan for this to continue. Dr. Freeman stated there is planning taking place on the future of the technology program.

Mr. Wells stated that he has noticed that the tournament trophy for 1951 cross country trophy is missing from the display case in the lobby. Dr. Freeman explained that many trophies are in storage due to the lack of space in the display case.

Mr. Hamilton invited the School Board and public to the National Honor Society induction on February 16, 2015 at 6:00 p.m. in the PMHS lecture hall.

XVIII. ADJOURNMENT

On a motion made by Ms. Douglas and seconded by Mr. Mullen, the Board voted unanimously to adjourn the meeting at 7:20 p.m.

Respectfully submitted,

Tobi Gray Chassie
Recording Secretary