June 24, 2010 Minutes

APRROVED BY THE PITTSFIELD SCHOOL BOARD

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

MINUTES

Pittsfield School Board Meeting
Thursday, June 24, 2010
Pittsfield Middle High School

I. CALL TO ORDER

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

Others Present: John Freeman, Superintendent
Tobi Gray Chassie, Director of Student Services
Rick Gremlitz, Interim Principal, PMHS
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:

• School Board Notification (Mr. Wood)
• Grant Updates (Dr. Freeman)
• Drake Field Access (Dr. Freeman)
• Non-Public Session (Dr. Freeman)
• Introduction of New Staff Member (Mr. Kilmister)
• Introduction of New Staff Member (Mr. Gremlitz)
• Senior Awards & Scholarships (Mr. Gremlitz)
• Town Elections (Ms. Adams)

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. INTRODUCTIONS

A. PES

Mr. Kilmister introduced Sarah Allen, the new teacher assigned to grade four.

B. PMHS

Mr. Gremlitz introduced Alexandra Carlton, the new teacher assigned to the middle school social studies position.

V. PUBLIC INPUT – None

VI. PRESENTATION

Mr. Gremlitz introduced PMHS Teacher Alyssa Heppler, advisor for the Class of 2012. Ms. Heppler made a presentation describing the preliminary plans for the 2011 prom. She reported the following details:
• Location: Atkinson Resort and Country Club in Atkinson, New Hampshire
• Date: Saturday, May 7, 2011, from 7:00 to 11:00 p.m.
• Distance: 44 miles from Pittsfield with an estimated driving time of 1 hour 15 minutes
• Transportation: Coach bus will be hired to transport students
• Other Details:
o Fashion Show at the end of March
o Grand March at PMHS prior to traveling to the prom
o Class of 2013 will be attending a portion of the prom and will be cleaning up
o Lifetouch will be available to photograph participants
o Tickets will be on sale in March 2011 for $60 per person

Ms. Paradise stated that students driving themselves or riding in private cars is not an option. Ms. Adams stated that the parent driving the members of the Class of 2013 should maintain the necessary insurance.

By consensus, the Board gave their approval for the Class of 2012 to move forward with their plans.

VII. APPROVAL OF PREVIOUS MEETING MINUTES

Ms. Paradise asked Dr. Freeman to withdraw the minutes from the June 8, 2010, and to resubmit to the Board for consideration following the removal of direct quotations.

A motion was made by Mr. Wolfe and seconded by Ms. Adams to approve the minutes of the May 27, 2010 meeting.

Ms. Corliss asked to change the spelling of her name to “Kathy” on page one. On page six, the spelling of Mr. Bachelder’s name was corrected. The motion carried unanimously to approve the minutes as amended.

VIII. PES ADMINISTRATION

A. PITTSFIELD DIGITAL CLASSROOM CONFERENCE

Mr. Kilmister reported that the Digital Classroom Conference will be hosted on August 26th. Eight teachers from the district will present curriculum units and projects they have designed over the summer. A keynote address will be delivered by a leading New Hampshire educator; Pittsfield parents as well as participants from other school districts will be invited to attend.

B. Hiring Update

Aside from Ms. Allen who was introduced tonight, a teacher for the 5th grade position has been hired and will be presented at a later date.

C. Strengthening PES Teams

Mr. Kilmister reported that work will be done to reinvigorate the teams at PES by inviting Brandeis Professor and Researcher Vivian Troen to work with staff on the morning of August 27, 2010.

D. Calendar

A calendar of summer events was provided by Mr. Kilmister.

E. Recycling

Fourth Grade Teachers Katie Lasky and Anne Bouchard, on behalf of PES, recently accepted an award for the efforts in recycling being made at PES.

IX. PMHS ADMINISTRATION

A. GRADUATION

Mr. Gremlitz distributed a list of PMHS 2010 senior award and scholarships recipients.

B. ATHLETIC DIRECTOR

The Board was updated on the search, and no further applications have been received.

C. NON-RESIDENT REQUEST

The administration received a written request from a parent of a middle school student to allow her child to complete the last three weeks of school as a non-resident as the family recently moved from Pittsfield. In the absence of a school board meeting within that time frame, Superintendent Freeman granted the permission for non-resident attendance through the end of the school year.

D. THANK YOU

Mr. Gremlitz thanked the Board for the time he has served as the PMHS interim principal. The Board presented Mr. Gremlitz with a gift and thanked him for his service. Ms. Paradise further thanked Mr. Gremlitz for the work that went into hosting the graduation and commended him on the details of the outdoor graduation ceremony.

X. STUDENT SERVICES ADMINISTRATION

A. Hiring

Two special education teachers have been hired and will be presented at the next meeting. Two additional special education teachers have yet to be hired.

B. Plymouth State University

Ms. Chassie reported that twelve teachers will be participating in a Plymouth State University course, Intentional Instruction, on June 28, 29, 30, and July 9, 16.

C. SUMMER SCHOOL

Plans for summer school programs have been finalized. Further details will be provided at the conclusion of the programs.

D. Educational Assistants

Ms. Chassie reported that four current educational assistants have been advised that their contracts will not be renewed for the 2010-2011 school year.

XI. SAU ADMINISTRATION

A. POLICIES – ADOPTION

Dr. Freeman recommended the following policies for approval: Policy EH, Pubic Use of School Records; Policy EHB, Data / Records Retention; and Policy EHB-R, Local Records Retention Schedule.

Ms. Adams asked the Superintendent to talk to the district’s attorney and that he be asked not to provide parents with his business cards, as such practice may have the potential of incurring cost to the district.

A motion was made by Ms. Adams and seconded by Mr. Wood to approve Policies EH, EHB, and EHB-R. Discussion ensued. The motion was approved unanimously.

Discussion ensued regarding Policy GBEB, Staff Contact with Students. Ms. Adams gave examples illustrating that one of the versions presented would be too stringent for a small community. Further discussion ensued and Ms. Paradise directed Dr. Freeman to provide the Board with additional samples of such a policy from other New Hampshire school districts.

B. POLICIES – READING

Dr. Freeman presented the following policies for the first reading: Policy EEAG, Use of Private Vehicles to Transport Students; Policy GA, Personnel Policies Goals; Policy GBEA, Staff Ethics; and Policy GBEB, Staff Conduct.

On a motion made by Ms. Adams and seconded by Mr. Wolfe, the Board unanimously approved for 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 Policy EEAG, Use of Private Vehicles to Transport Students. Changes were recommended and Dr. Freeman agreed to continue working on the policy and return it to the Board for further consideration. Dr. Freeman agreed to follow up on issues relative to employees driving students.

Discussion ensued regarding Policy GBEA, Staff Ethics. A suggestion was made to omit item number two from the list.

The Board voted unanimously to approve for first reading Policy EEAG, Use of Private Vehicles to Transport Students; Policy GA, Personnel Policies Goals; Policy GBEA, Staff Ethics; and Policy GBEB, Staff Conduct.

C. PMHS GYM FLOOR

Bids were requested and received from two qualified bidders identified by Architect Dan Bisson of Harriman. Danaher Floor Systems, Inc. submitted a bid for $77,500, and Space Design Systems, Inc. submitted a bid for $86,400. Alternatives were added to both bids, including an upgraded channel system and staining, increasing the potential total to $90,550 and $104,300 respectively.

On a motion made by Mr. Wolfe and seconded by Mr. Wood, the Board voted unanimously to accept the bid from Danaher Floor Systems, Inc., to include the alternatives described.

D. PMHS GYM BLEACHERS

Bids were requested and received from two qualified bidders identified by Architect Dan Bisson of Harriman. Robert H. Lord, Corp. submitted a bid for $25,480 and Nickerson Corp. submitted a bid for $26,560.

On a motion made by Mr. Wolfe and seconded by Ms. Adams, the Board voted unanimously to accept the bid from Robert H. Lord, Corp.

E. TECHNOLOGY SUPPORT

Dr. Freeman explained the technology support agreement that has been in place for many years. He explained that a committee is currently looking at technology across the district. He anticipates recommendations relative to support service being made by the committee at a later date. Dr. Freeman suggested maintaining the current contract for another year until the committee can make suggestions with the exception that the contract be provided to the current technician, Adam Israel, rather than Multi-Media. Dr. Freeman reported that he had discussed this exception with all parties involved and that it met their satisfaction.

On a motion made by Mr. Wood and seconded by Mr. Wolfe, the board voted unanimously to support Dr. Freeman’s recommendation to maintain the current contract for technology support as described.

F. PMHS GYM ROOF

Dr. Freeman reported that the work on the roof has begun. A site meeting will be held next week, after which more information will be available. Whitcher Builder’s cost for the project has been adjusted to $218,216. With the cost of the architectural and engineering cost of $18,000, the entire project cost is expected to be $235,216.

G. 2009-2010 BUDGET

Dr. Freeman distributed an update on the FY 2010 fund balance. He reported that $440,000 is currently available with $319,600 remaining obligated. Dr. Freeman recommended potential investments totaling $115,100, focusing primarily on facilities upkeep and technology upgrades. Potential use of Drake Field reserve funds for upkeep at Drake Field was also recommended by Dr. Freeman. Dr. Freeman thanked the individuals who assisted in preparing the fund balance update and recommendations. Because of the $300 million shortfall, the State of NH has directed the district to hold a special public meeting to discuss the shortfall.

Ms. Corliss asked about further repairs to Drake Field. Ms. Paradise suggested decreasing spending and directed Dr. Freeman to reconsider the potential investment list. It was the consensus of the Board to focus mainly on the repairs of facilities and target about $45,000 as an adjusted fund balance.

On a motion made by Mr. Wolfe and seconded by Mr. Wood, the Board voted unanimously to approve the expenditures described, with a target of $45,000 as an adjusted fund balance.

H. 2010 – 2011 STAFFING

Dr. Freeman provided the Board with a summary of staffing changes for the 2010-2011 school year.

I. PMHS DISCIPLINE REPORT

Dr. Freeman presented key elements of the recent PMHS senior prank discipline situation. Ms. Adams asked what time the Pittsfield Police Department was called, to which Mr. Gremlitz estimated 6:45 a.m. Other issues addressed included the cost of the custodial time, the procedure for signing out keys, the procedure for assigning codes to disarm the security system, and the procedures for locking the buildings at night.

J. STUDENT DISCIPLINE

Dr. Freeman provided the Board members with policies and procedures that address questions raised regarding discipline. Ms. Adams raised issues relative to specifics in the policies that may require further investigation. Ms. Paradise suggested that a work group might be organized to further investigate potential changes to district policy. Ms. Adams volunteered to chair a committee working throughout the summer with the intent of making recommendations to the Board. Other members will be added by Ms. Adams in conjunction with the building administrator.

K. DRAKE FIELD CAPITAL RESERVE FUND

On a motion made by Ms. Adams and seconded by Mr. Wolfe, the Board agreed to use the Drake Field Capital Reserve Fund in the amount of $6,100 toward repairs to the bandstand and a professional evaluation of the condition of the grandstand roof.

L. TILTON HILL FIELD MAINTENANCE

The Board asked for information relative to payments for mowing the Tilton Hill ball fields. Dr. Freeman will gather additional information.

M. BULLYING REPORTS

Dr. Freeman notified the Board of eighteen bullying incidents; eight from PES and two from PMHS. He further informed the Board that a new law has been passed that will require a revision to the bullying policy within six months of the July 1 effective date. The New Hampshire School Boards Association will develop a revised sample policy. Ms. Adams is gathering information for a policy from a group of lawyers.

N. PMHS FIRE INSPECTION

A copy of the fire inspection report recently completed by the Pittsfield Fire Department was provided to the Board.

O. GRANT UPDATE

Dr. Freeman reported that the School Improvement Grant is moving forward. He reported that he has been told that the U.S. Department of Education has not yet approved the grant application.

Dr. Freeman reported that the Nellie Mae Grant has shifted the process for awarding their grant. Site visits are expected be completed before final awards are made.

P. DRAKE FIELD ACCESS

Dr. Freeman reported that he received communication from Town Manager Paul Skowron regarding the designation of a handicapped parking spot near Drake Field on Fayette Street. Discussion ensued regarding the potential site for handicapped parking.

Dr. Freeman requested that Mr. Wolfe meet with Selectman Don Chase, with whom the issue originated, to investigate the situation further and report back to the Board.

XII. SCHOOL BOARD

A. OMMISSION

Ms. Paradise asked to have thanks be communicated to Denise Gordon for her work at PMHS before her recent resignation.

B. SCHOOL BOARD NOTIFICATION

Mr. Wood stated that he was of the mind that the Board should have been better informed when the recent senior prank discipline event occurred. Mr. Wood stated that Dr. Freeman followed the policies of the School Board and
should not be held responsible for the lack of information that was shared. Mr. Wood stated that he lacked the appropriate information to effectively represent the community in an unusual situation. He stated that he would be writing a letter to the Superintendent to ask for further information.

Mr. Wolfe stated that he thought the event was handled appropriately. Ms. Paradise stated if the Board was a more active participant in the proceedings, it would eliminate the opportunity for a non-biased appeals process. Ms. Adams asked if the Board should be working with the New Hampshire School Boards Association to gather additional information. Ms. Paradise stated that the Board should use the information gathered to determine future communication protocol. Ms. Paradise directed Dr. Freeman to research this issue and to provide information to the Board relative to communication to and between School Board members.

C. ELECTIONS

Ms. Adams addressed the recent discussion of the location of the town elections. Dr. Freeman stated that he was asked by the Board to put the issue of elections on the agenda for September 2010. To date, the School Board has not voted on the issue of allowing the use of the building for elections. Ms. Paradise directed Dr. Freeman to advise Mr. Skowron that the Board had not voted to approve use of PMHS for elections.

XIII. COMMITTEES

A. Drake Field & Facilities – No report.

B. Selectmen Liaison

Ms. Adams reported on her discussion with the Select Board regarding the donation of school equipment to the town with the provision that school personnel could use the equipment when needed. She reported that Mr. Skowron would follow-up with Mr. Bachelder, and eventually with Dr. Freeman.

C. Budget Representation

Mr. Wood will be notified when the Budget Committee is ready to meet.

D. Negotiating Team – No report.

XIV. NEXT MEETING

Two summer meetings were designated for Thursday, July 22, 2010, and Monday, August 23, 2010. The meetings will begin at 5:30 p.m. and will be held in the PMHS Media Center.

The next School Board meeting is scheduled for Thursday, July 22, 2010, at 5:30 p.m. at the Pittsfield Middle High School. Agenda items will include an update on a special district meeting, policies, fund balance information, Tilton Hill ball field, and discipline issues.

XV. PUBLIC INPUT (Second Session) – None

XVI. NON-PUBLIC SESSION

At 8:32 p.m., a motion was made by Mr. Wolfe and seconded by Mr. Wood to enter into non-public session to discuss issues pursuant to RSA 91-A:3, II (a and c). The Board was polled and voted unanimously (Ms. Adams, yes; Ms. Corliss, yes; Ms. Paradise, yes; Mr. Wolfe, yes; Mr. Wood, yes) to enter into a non-public session.

A. ATHLETIC DIRECTOR POSITION.

The Board discussed the open position of PMHS Athletic Director and agreed by consensus to adjust the salary offered to reflect value previously associated with this position.

B. BULLYING REPORTS.

Dr. Freeman provided additional information regarding previously-submitted bullying reports at PMHS.

C. STUDENT ISSUE.

Dr. Freeman advised the Board of the status of an ongoing hearing before the State Board of Education regarding a student issue.

At 8:47 p.m., a motion was made by Mr. Wood and seconded by Ms. Adams to exit the non-public session. The Board was polled and voted unanimously (Ms. Adams, yes; Ms. Corliss, yes; Ms. Paradise, yes; Mr. Wolfe, yes; Mr. Wood, yes) to re-enter into open session.

XVII. ADJOURNMENT

On a motion made by Mr. Wolfe and seconded by Ms. Corliss, the Board voted unanimously to adjourn the meeting at 8:48 p.m.

Respectfully submitted,

Tobi Gray Chassie
Recording Secretary

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