July 22, 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, July 22, 2010
Pittsfield Middle High School

I. CALL TO ORDER

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

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

Chairperson Paradise called the meeting to order at 5:39 p.m.

II. AGENDA REVIEW

The following items were added to the agenda:
• Policy JICK – Dr. Freeman
• PMHS Fire Status – Dr. Freeman

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. APPROVAL OF PREVIOUS MEETING MINUTES

Mr. Wood stated that the flashing lights on the school zone sign located on Catamount Road are still flashing in the mornings and afternoons. Dr. Freeman reported that calls have been made to the Department of Transportation to request that the flashers be turned off for the summer on two occasions with no action. He reported that the SAU office will call again.

A motion was made by Mr. Wood and seconded by Ms. Adams to approve the minutes of the June 24, 2010 meeting. The following changes were made:
• Page 3 under Athletic Director – change to “The Board was updated on the search, and no further applications have been received”;
• Page 6 – change spelling to “TECHNOLOGY”;
• Page 6 under 2009-10 Budget – Add “Because of the $300 million shortfall, the State of NH has directed the district to hold a special public meeting to discuss the shortfall”;
• Page 7 under Student Discipline – add to the last sentence, “in conjunction with the building administrator”;
• Page 8 under Grant Update – change to “final awards are made”;
• Page 9 under Elections – change PES to PMHS
The motion carried unanimously with changes made.

Ms. Paradise welcomed newly-appointed PMHS Principal Mr. Bickford to his first official meeting of the School Board.

V. PUBLIC INPUT

Tobi Chassie, on behalf of the Pittsfield High School Alumni Association and All-Class Reunion Committee, thanked the School Board for their willingness to allow the use of both schools for the reunion that took place on July 17, 2010. She stated that more than 500 people participated in a very successful gathering. The use of the two buildings was greatly appreciated by all involved.

VI. PES ADMINISTRATION

A. PES FACULTY AND FAMILY HANDBOOKS

In the absence of Mr. Kilmister, Dr. Freeman presented the faculty and family handbooks for the Board’s approval. Due to the packets going out late, the School Board did not have the opportunity to closely review the handbooks. Ms. Paradise suggested the Board take further time to review the handbooks and provide Mr. Kilmister with feedback. Ms. Paradise suggested removing pieces of information that will need to be updated each year, such as room numbers or names. Mr. Wood suggested that documents, such as the handbooks, should be created digitally, rather than as a PDF file. If the document is posted to the website, it would make a search possible by members of the public.

On a motion made by Mr. Wolfe and seconded by Mr. Wood, the Board voted unanimously to approve the PES Faculty Handbook and the PES Family Handbook, with the understanding that the administration will consider the potential feedback provided by the Board until August 2, 2010.

VII. PRESENTATION

Dr. Freeman introduced Mr. Nik Coates from the Central NH Regional Planning Commission. He distributed a draft of the Pittsfield Safe Routes to School Travel Plan that was prepared by the Pittsfield Safe Routes to School Task Force.

Mr. Coates explained that he will be talking to other groups in town, including the Select Board. He will ask the Town of Pittsfield to adopt the travel plan and subsequently apply for a federal grant in the fall for up to $250,000 per school.

Mr. Coates reviewed the contents of the travel plan. Discussion ensued regarding the relationship between Safe Routes to Schools and Safe School Zones. Mr. Coates explained that these are two separate programs and the travel plan will not impact the Board’s responsibility relative to safe school zones. Mr. Coates reported that the plan will put Pittsfield in a position to apply for grants that will likely cover the cost of the work that is recommended in the travel plan.

VIII. PITTSFIELD ELEMENTARY SCHOOL (Continued)

A. PITTSFIELD DIGITAL CLASSROOM CONFERENCE

Included in the Board’s packet, was a copy of the press release for the Pittsfield Digital Classroom Conference to be held in August.

B. FIRE INSPECTION REPORT

On July 10, 2010, Mr. Kilmister received the Pittsfield Fire Department’s annual inspection report. Several items were listed for correction, which will be addressed by the principal and head custodian.

C. CALENDAR

Mr. Kilmister provided a list of PES events that will be occurring for the months of July and August.

D. BUILDING EXTERIOR

An evaluation of the siding has been made. A report will be made at a later date.

IX. PMHS ADMINISTRATION

A. STUDENT/FAMILY HANDBOOK

Mr. Bickford included a draft of the Student/Family Handbook in the Board’s packet. He distributed a summary of the changes that have been made.

B. SCHOOL STANDARDS SURVEY

The NH Department of Education is requiring all schools to complete an online survey in which schools need to identify whether they are meeting twelve specific standards of ED 306, the minimum school standards approval law. Mr. Bickford has initiated the research needed for him to answer the questions in the survey. He will provide additional information at the next meeting.

C. FACULTY HANDBOOK

According to Mr. Bickford, the Faculty Handbook will be presented at the next meeting. Work continues to update this document.

X. STUDENT SERVICES ADMINISTRATION

A. HIRING – No action was necessary.

B. PLYMOUTH STATE UNIVERSITY

Two professors from Plymouth State University have been on-site at PMHS to provide a graduate-level course, Intentional Instruction, for twelve of our teachers from PES and PMHS. The course culminated with the district administrators participating in a conversation about the topics covered in the class.

C. DEPARTMENT OF EDUCATION TECHNICAL ASSISTANCE

Mr. Bruce Theilen, a technical assistant from the Department of Education, submitted a report relative to his investigation on the rate of students being identified with disabilities within the school district. Recommendations were made and will be considered for implementation by the administration and special education team.

D. NH SPECIAL EDUCATION DISTRICT REPORT

Ms. Chassie reviewed the District Report. She highlighted two indicators: timeliness of evaluations (92% compliance) and timeliness of transition for three year olds from Early Supports & Services (100% compliance). The Department of Education will require a corrective action plan for the 92% compliance for timeliness of evaluations, as 100% compliance is expected.

XI. SAU ADMINISTRATION

A. POLICIES – ADOPTION

The following recommended policies were previously approved for the first reading: Policy EEAG – Use of Private Vehicles to Transport Students; Policy GA – Personnel Policies Goals; Policy GBEA – Staff Ethics; Policy GBEB – Staff Conduct. Discussion ensued regarding further changes. Changes were recommended for Policy EEAG.

On a motion made by Mr. Wood and seconded by Ms. Adams, the Board unanimously approved Policy EEAG, GA, GBEA, and GBEB.
B. POLICIES – READING

Policy IGD – Curriculum Adoption draft was recommended for the first reading. Dr. Freeman stated that the proposed Policy IGD would offer a simplified version of the current Policy IFD.

On a motion made by Mr. Wolfe and seconded by Mr. Wood, the Board unanimously voted to approve Policy IGD for the first reading.

C. SICK BANK REQUESTS

Dr. Freeman reminded Board members of the provision in the Master Agreement for faculty to request days from the sick bank. Two requests have been made; Dr. Freeman recommended the Board approve the requests.

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

D. RESIGNATION

Dr. Freeman presented a letter of resignation from Ms. Jan Freeman from her position as second grade teacher. On a motion made by Mr. Wolfe and seconded by Mr. Wood, the Board voted unanimously to approve the resignation.

E. POLICY JICK

Dr. Freeman distributed a copy proposed revisions to Policy JICK – Student Safety and Violence Prevention – Bullying. The proposed revisions are being made with the intention of complying with the state’s newly-adopted law relative to bullying. Dr. Freeman stated that he would like to have the Board approve a first reading so that there is the possibility of approving the policy before the beginning of school. Ms. Adams informed the Board that she is working with an attorney to review this policy and plans to share the work with the Board in the hopes of protecting students’ First Amendment rights. Ms. Paradise explained that the district is working with Stan Davis, a national expert in the area of bullying prevention.

Mr. Wood stated that he would like to offer the Board’s support in developing and implementing a bullying policy. He went on to state his opinion that the School Board should act in a more hands-on manner when supporting the administration.

Furthermore, Mr. Wood stated concern about the procedures that are used by the administration when there is a change in policy. Dr. Freeman explained that the administrators annually review policies during their summer meetings. Further, the administrators go through the same procedure with the faculty and

staff at the beginning of the school year. Dr. Freeman will review this expectation with the building principals. Mr. Wood explained his position of desiring that the administration have some flexibility when dealing with specific situations.

Dr. Freeman explained that the Board is in control of the policies and the policies guide the administration’s actions. Mr. Wood further explained that he has a particular interest in developing policy around cyber bulling. Ms. Paradise reiterated that the recommended policy reflects elements of the law that has recently been passed, which the district is required to follow.

Discussion ensued regarding the fact that one significant change is that in the past bullying was partially defined by a pattern of activities; under the new law, a single incident can be considered bullying.

On a motion made by Mr. Wolfe and seconded by Mr. Wood, the Board voted unanimously to approve Policy JICK for the first reading.

F. DRAFT MISSION AND VISION STATEMENTS

Dr. Freeman reminded the Board that with input from faculty, staff, and community members, a district mission and vision statement was developed during the 2008-2009 school year. When presented to the Board, the Board provided additional input but expressed displeasure with the length of the document and sent it back to the drafting committee. The drafting committee made some modifications early in the 2009-2010 school year. Dr. Freeman presented the latest version and asked for the Board’s direction.

G. COMMON CORE STANDARDS

New Hampshire has recently adopted Common Core (Curriculum) Standards and is moving toward modifications to the state assessment program to reflect these standards. The administration will be preparing a presentation on the Common Core Standards at an upcoming School Board meeting.

H. HIGH SCHOOL REDESIGN / PROFESSIONAL DEVELOPMENT

Dr. Freeman reported that approximately twelve PMHS teachers participated in a three-day summer institute on project-based learning, presented by the Center for Secondary School Redesign in June. The PSU course, Intentional Instruction, was provided to twelve teachers. Dr. Freeman commended the teachers who took advantage of these opportunities.

I. MIDDLE SCHOOL MEETING

Dr. Freeman reported that a meeting was held on July 21, 2010, for parents of middle school students to address misunderstandings communicated during a recent orientation meeting with middle school staff and to respond to general questions and concerns. Continuation of the meetings has been planned for once per month.

J. PMHS GRANT UPDATE

Dr. Freeman reported that the administrators met with the Department of Education regarding the School Improvement Grant (SIG). The grant has been preliminarily approved. Work will continue to reduce the amount requested with the targeted amount at approximately $2.25 million over three years.

K. NELLIE MAE EDUCATION FOUNDATION

The district, reported Dr. Freeman, has survived the first cut in the application process for a District Level Systems Change grant to be awarded by the Nellie Mae Educational Foundation. Seventeen schools remain in the running. It is anticipated that we will receive word by August 9, 2010, on our possibility of moving onward to Phase III in the process.

L. FIRE STATUS

Dr. Freeman stated work continues to investigate the circumstances surrounding the fire in the gym. Mr. Bickford provided preliminary information. The administration will provide further details at the next meeting. Mr. Wolfe, who was on-site during the fire in his role as a Pittsfield firefighter, described the damage that was done by the fire and smoke.

M. SCHOOL BOARD COMMUNICATIONS

Dr. Freeman has begun researching practices in other school districts relative to notification of Board members of issues that arise in between meetings.

N. PMHS GYM ROOF REPLACEMENT

The roof replacement project continues to progress.

O. TILTON HILL FIELD MAINTENANCE

Dr. Freeman continues to gather information requested regarding the Tilton Hill Field maintenance.

P. PMHS SECURITY

Dr. Freeman continues to gather information regarding the number of doors that needed to be rekeyed as a result of the senior prank. Ms. Adams called attention to the Policy ECAA – Access to Buildings (Keys), which requires that anyone losing a key must pay for the rekeying of the building. Dr. Freeman

explained that a renewed procedure has been established for managing the keys at PMHS. PES already had a procedure in place. Ms. Stevens described the process that was followed to gain control of the situation. Ms. Paradise requested that Dr. Freeman provide the Board with an updated policy recommendation relative to building keys.

Q. PES FIRE INSPECTION

A copy of the recently completed PES fire inspection report was enclosed for the Board’s review. Issues addressed will be corrected.

R. PMHS ATHLETIC DIRECTOR

Peter Tuttle has accepted the position of Athletic Director for the 2010-2011 school year.

S. FRUITS / GRANT

The district has been notified by the Bureau of Nutrition Programs and Services that our Fresh Fruit and Vegetable Program application has been approved by the Department of Education. As a result, our food service program will receive $17,000+ to expend to provide fresh fruits and vegetables to our students.

T. POLICY MANUAL UPDATES

Dr. Freeman reminded Board members to bring their policy manuals to the SAU for the annual summertime refreshing, if they did not already do so.

U. STATE BOARD OF EDUCATION APPEAL DROPPED

Dr. Freeman reported that the parents who appealed a School Board decision relative to manifest educational hardship to the State Board of Education have dropped their appeal.

V. 2010 PITTSFIELD MASTER PLAN

A copy of the latest version of the Master Plan has been forwarded by the Town Office.

XII. COMMITTEES

A. Drake Field & Facilities

Mr. Wolfe stated that he has been cutting shrubs at Drake Field to neaten the property. There is a missing padlock at the vehicle entrance gate on Chestnut Street. He will attempt to make welding repairs in the next week.

Mr. Wolfe informed the Board that he would like to consider moving the playground equipment and the basketball court top provide space for a softball field in the future. He is seeking input from the public. Ms. Paradise suggested putting information on the website and in the newspaper to ask for input.

Discussion ensued regarding handicap parking at Drake Field as well as the use of the dumpster. Mr. Bickford stated that the cost of the dumpster is approximately $3,500 per year. The school does not own the parking lot, so therefore is not required to have handicap parking places. Dr. Freeman stated that the gazebo roof will be repaired and the roof of the grandstand is being evaluated.

Mr. Wood asked if the Board had discussed the use of cameras for security around town. Although there has been some discussion, the idea has not been brought to fruition.

B. Selectmen Liaison – Nothing to report.

C. Budget Representation

Mr. Wood attended the first meeting of the Budget Committee as the Board’s representative. Unfortunately, an RSA prohibits two members of a town committee on the Budget Committee. In addition to Mr. Wolfe, an additional Planning Board member serves on the Budget Committee; this eliminates the possibility of Mr. Wood representing the Board. The Budget Committee is considering shortening the budget review process and extending the time allotted to the School Board for their budget proposal. The Board decided to wait until a full Board is present before reassigning this position.

D. Negotiating Team – Nothing to report.

XIII. NEXT MEETING

The next School Board meeting is scheduled for Monday, August 23, 2010 at 5:30 p.m. at the Pittsfield Middle High School. Agenda items will include PES siding and dropout statistics.

XIV. PUBLIC INPUT (Second Session) – None

XV. NON-PUBLIC SESSION – No need for a non-public session.

XVI. ADJOURNMENT

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

Respectfully submitted,

Tobi Gray Chassie
Recording Secretary