May 22, 2014 Minutes

APPROVED BY THE PITTSFIELD SCHOOL BOARD

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

MINUTES

Pittsfield School Board Meeting
Thursday, May 22, 2014
Pittsfield Middle High School

I. CALL TO ORDER

Members Present: Mike Wolfe, Chair
Bea Douglas, Vice-Chair
Gary Mullen
Ray Ramsey (exited meeting at 6:30 p.m.)

Others Present: John Freeman, Superintendent of Schools
Tobi Gray Chassie, District Administrator
Lois Stevens, Director of Student Services
Sarah Rollins, Director of College & Career Readiness
Paul Newell, Dean of Operations
Ross Morse, Community Liaison
Members of the Faculty
Members of the Public

Mr. Wolfe called the meeting to order at 5:30 p.m.

II. AGENDA REVIEW

The following items were added to the agenda:
Retirement (Dr. Freeman)
Pittsfield Schools Foundation (Dr. Freeman)
School Board Retreat (Dr. Freeman)
PMHS Student / Family Handbook (Dr. Freeman)
Position Analysis (Ms. Chassie)

III. ACTION ON AMENDED AGENDA

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

IV. APPROVAL OF PREVIOUS MEETING MINUTES

A motion was made by Mr. Mullen and seconded by Ms. Douglas to approve the minutes of the April 8, 2014 meeting. On page 2, paragraph 5, change “Rick” to “Nick.” On page 2, paragraph 10, change Darlene Stewart’s statement to read, “PES Teacher, Darlene Stewart, stated that she has doubts about the redesigned administrative structure. She feels that the change has compromised the personal connection to the students, parents and the faculty, but the best chance of it working is to hire from within. The minutes were unanimously approved as amended.

V. PUBLIC INPUT

Community Liaison Ross Morse stated that Pittsfield Listens and New Hampshire Listens conducted a conversation about role clarity relative to the many organizations in the school community. It was discussed that by sharing strengths from one organization to another, participation may increase resulting in greater success for each organization meeting its mission.

DLSC Project Manager Susan Bradley conveyed her support for Derek Hamilton and Danielle Harvey as nominees for the positions of Dean of Operations and Dean of Instruction respectively.

Site Council Co-Chair Derek Hamilton, on behalf of Student Representative Lily Plummer, stated that the Site Council has conducted a vetting of the Student / Family Handbook. Council members are now ready to make final revisions and participate in a work session with the School Board on June 5, 2014.

VI. DEAN OF OPERATIONS

A. TECHNOLOGY

Mr. Newell updated the Board on the disaster recovery plan for records housed in the computer system. A plan is being developed to ensure proper backup of school records.

B. FACILITIES

Mr. Newell reported that he met with HVAC Contractor Siemens on May 8, 2014, to discuss the state of the air handling system at PMHS. The system is aging and components are not working as they should. Siemens recommended that that an assessment be done on the current system and that the district consider a plan to move to automation.

C. SENIOR LOCK IN

According to Mr. Newell, the senior class has planned a lock-in for the class. It would occur on Thursday night from 7:30 p.m. to 6:30 a.m.

VII. DIRECTOR OF STUDENT SERVICES

A. VACANCIES

Ms. Stevens reported that interviews are being conducted for four special education teacher vacancies. She hopes to have nominations for the superintendent soon.

B. KINDERGARTEN

Ms. Stevens stated that she contacted a neighboring town to inquire about a half day option for Kindergarten. She will follow up with a phone call to the parents who would like to opt for a half day program and provide them with additional information. Ms. Douglas and Mr. Ramsey stated their opinion on allowing them the option of half day Kindergarten.

VIII. DIRECTOR OF COLLEGE AND CAREER READINESS

A. NH SCHOLARS

On May 13th, according to Dr. Rollins, five senior scholars from PMHS attended the NH Scholars Day event in Manchester. The event culminated with a Fisher Cats baseball game.

B. SCHOLARSHIPS

Dr. Rollins reported that over seventeen local business and organizations will award scholarships to our graduating class. Pittsfield Listens has become a new scholarship provider this year. The Foss Family Trust Scholarship yielded 26 applicants this year.

C. SAT PREPARATION

Dr. Rollins stated that over the past two weeks, Angela Castonguay from the New Hampshire Higher Education Assistance Foundation has provided juniors with a free 4.5 hour SAT preparation course.

D. COLLEGE BOARD TESTING RESULTS

Dr. Rollins reported on the 2013-2014 ReadiStep, PSAT, and SAT performance.

IX. DISTRICT ADMINISTRATOR

A. Ms. Chassie presented the position analysis for community liaison for approval. On a motion made by Ms. Douglas and seconded by Mr. Ramsey, the Board voted unanimously to approve the community liaison position analysis. Ms. Chassie distributed two more positions analyses, one for technology integrator and one for information technician.

B. Communications Team

Ms. Chassie explained that Filmmaker Julie Mallozzi will resume filming in the next month. She will be completing the video on extended learning opportunities and continuing the administration restructuring video.

C. PRIORITY / FOCUS DESIGNATION

The third quarterly meeting for the Focus and Priority schools was on May 15, 2014, according to Ms. Chassie, whose attendance represented the district.

D. EMERGENCY MANAGEMENT TEAM

Ms. Chassie explained that the Emergency Management Team has completed a review of the emergency management plan. Suggestions will be made to the superintendent to purchase two-way radios and emergency kits for each classroom.

E. PES SCHOOL IMPROVEMENT TEAM

Ms. Chassie invited the Board to the last meeting of the PES School Improvement Team on Tuesday, May 29, 2014, at 5:30 p.m. at the elementary school.

F. LOGIC MODEL / WORK PLAN

According to Ms. Chassie, the PMHS Logic Model has been revised. A copy of the work plan will be distributed at the next meeting.

G. LEAGUE OF INNOVATIVE SCHOOLS

The Pittsfield School District has submitted a letter of intent to be part of the League’s grant to promote student centered learning. The grant will provide technical assistance and a one-time monetary award for a special project.

H. PROFESSIONAL GROWTH AND EVALUATION PLAN

Ms. Chassie forewarned the Board that they would be asked to approve the Professional Growth and Evaluation Plan at their June 12, 2014, meeting. No significant changes have been made.

I. SUMMER PROFESSIONAL LEARNING OPPORTUNITIES

The Administrative Leadership Team has planned a robust calendar of professional learning opportunities for faculty and staff over the summer.

J. NELLIE MAE EDUCATION FOUNDATION

The lead community partners from the four sites held their annual retreat in Pittsfield on May 7, 8, 9, 2014.

K. VISITATIONS

Ms. Chassie reported that thirty visitors were at PMHS from the Chicago School District on May 21, 2014, to learn about competency based education, as well as student centered learning.

Ms. Chassie stated that she, along with Susan Bradley, will be working this summer to formulate one-, two-, and three-day learning institutes which will be advertised with the understanding that future visitors to the district will pay a fee. She also spoke of plans to include student ambassadors in the program to host visitors.

X. SUPERINTENDENT

A. DEAN NOMINATIONS

Dr. Freeman reported that he conducted meetings with faculty and staff at both PES and PMHS. He asked participants to provide feedback in three areas: 1) the transition from our traditional model of administration; 2) advice for Danielle Harvey; and 3) advice for Derek Hamilton. Dr. Freeman reported that strong feedback was received regarding the transition. Mr. Hamilton and Ms. Harvey reported that they had received good advice.

Dr. Freeman explained that a letter was written and mailed to invite parents to a public forum regarding the dean positions on Wednesday, May 20, 2014. The letter was mailed, using the money-saving approach of bulk postage. Unfortunately, the letters were not processed in a timely fashion and were not received by parents in time to be notified of the meeting. Dr. Freeman asked the Board for direction. Discussion ensued and it was decided that the Board would make a decision on the nominations.

Dr. Freeman nominated Derek Hamilton for the position of Dean of Operations and Danielle Harvey for the position of Dean of Instruction.

On a motion made by Ms. Douglas and seconded by Mr. Wolfe, the Board voted unanimously to approve the nomination of Mr. Hamilton and Ms. Harvey.

B. PES INTERCOM REPLACEMENT

Dr. Freeman reported that two quotes have been received to replace the deteriorating public address system. Williams Communication Services for $6,735.00 and Telnet for $12,073.00. On a motion made by Mr. Ramsey and seconded by Mr. Mullen, the Board voted to accept the bid from Williams Communication Services.

C. POLICIES

Dr. Freeman presented revisions for Policy EGAD – Copyright Compliance, Policy EH – Public Use of School Records, Policy EHB – Records Retention and Disposal Schedule, and Policy EHB-R – Records Retention Schedule.

On a motion made by Mr. Ramsey and seconded by Ms. Douglas, the Board voted unanimously to approve all polices as presented.

D. DRAKE FIELD SCOREBOARD

Dr. Freeman stated that a grant from the Sanderson Trust Fund has been awarded for the purchase of a scoreboard at Drake Field. The grant was written and submitted by Athletic Director Jason Darrah. On a motion made by Ms. Douglas and seconded by Mr. Ramsey, the Board voted unanimously to approve the installation of a soccer scoreboard at Drake Field.

E. DRAKE FIELD UPGRADES

Dr. Freeman invited Jay Darrah, Athletic Director, to make a presentation to the Board regarding various potential upgrades to Drake Field. Mr. Darrah stated that upgrades include 1) irrigation system; 2) revival and maintenance of athletic fields; 3) lighting replacements and installation; signage; 4) signage; 5) multi-purpose athletic storage building. Total costs of the upgrades would be approximately $18,000.

On a motion made by Ms. Douglas and seconded by Mr. Mullen, the Board voted unanimously to approve the projects as presented, utilizing funds from the current school budget.

F. RETIREMENT

Dr. Freeman recommended the Board accept the resignation of Linda Schou, PMHS teacher, for purposes of retirement.

On a motion made by Mr. Mullen and seconded by Ms. Douglas, the Board voted unanimously to approve the retirement, with thanks for her many years of dedicated work at PMHS.

G. FOUNDATION

Dr. Freeman explained that incorporators for the newly formed Pittsfield School District Educational Foundation. Incorporators would sign the foundation documentations and appoint the first board; school board members agreed to serve as incorporators.

H. SCHOOL BOARD RETREAT

Dr. Freeman apologized for a postponement of the School Board Retreat. The Board decided that a September date would be in order.

I. WORK SESSION

A work session has been scheduled for June 5, 2014, for the purpose of understanding the process that was undertaken by the Site Council to review and revise the PMHS Student / Family Handbook, as well as review the recommended revisions.

J. CONSOLIDATION OF POSITIONS

Dr. Freeman explained a provided an update on the plans to consolidate several positions, which will effect a reduction of 2.4 positions to 1 position. Also recommended is a part-time support staff position for the purpose of data entry.

XI. SCHOOL BOARD

A. SCHOOL BOARD APPOINTMENT

Dr. Freeman provided letters of interest from Vanessa Abell, Tara Ash, Arthur Morse, and Merrill Vaughn. Dr. Freeman discussed several options of how to begin a selection process.

Vanessa Abell thanked the School Board for reading her letter and expressed that it would be a good opportunity to learn about the schools and a chance to participate in her community.

Merrill Vaughn explained he is currently a substitute at PMHS. He asked if he had to stop subbing because of conflict of interest. If so, he would request to withdraw his nomination. Dr. Freeman said he would investigate the matter.

Mr. Wolfe asked Ross Morse about Arthur Morse’s application, and Ross explained that he believed Art Morse thought long and hard before providing his letter of interest.

Mr. Douglas expressed the need to reach out to Tara Ash and Art Morse. Mr. Wolfe agreed to do so and stated that a decision will likely be made by the next meeting.

B. MEETING SCHEDULE

Mr. Wolfe proposed that starting next fall that School Board meetings be moved to the first and third Thursday of each month. The Board agreed.

The board also discussed summer schedules, but no decisions were made.

XII. COMMITTEE ASSIGNMENTS

A. Budget Committee – None

B. Drake Field & Facilities – None

C. Negotiating Team – None

D. Foss Foundation – None

XIII. PUBLIC INPUT (Second Session) – None

XIV. NEXT MEETING

The next School Board meeting is scheduled for Thursday, June 12, 2014, at 5:30 p.m. at the Pittsfield Middle High School.

XV. At 6:40 PM, a motion was made by Mr. Mullen and seconded by Ms. Douglas to enter into non-public session to discuss employee and student issues according to RSA 91-A:3, II (a). The Board was polled and voted unanimously (Ms. Douglas, yes; Mr. Mullen, yes; Mr. Wolfe, yes) to enter into a non-public session.

The Board discussed an employee and a student matter that was brought to the Board by Dr. Freeman.

No action was taken in non-public session.

At 7:04 p.m., a motion was made by Mr. Mullen and seconded by Mr. Douglas to exit the non-public session and re-enter into open session. The Board was polled and voted unanimously (Ms. Douglas, yes; Mr. Mullen, yes; Mr. Wolfe, yes) to exit from a non-public session and to re-enter in to open session..

XVI. ADJOURNMENT

On a motion made by Ms. Douglas and seconded by Mr. Mullen, the Board voted unanimously to adjourn the meeting at 7:05 p.m.

Respectfully submitted,

Tobi Gray Chassie
Recording Secretary