October 16, 2008 Minutes

APPROVED BY THE PITTSFIELD SCHOOL BOARD

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

MINUTES

Pittsfield School Board
Thursday, October 16, 2008
Pittsfield Middle High School

I. CALL TO ORDER

Members Present: Mary Paradise, Chairperson
Scott Brown
Leslie Vogt
Michael Wolfe

Others Present: John Freeman, Superintendent of Schools
Tobi Gray Chassie, Director of Student Services
Richard Gremlitz, Interim Principal, PMHS
Jeff DeLois, Assistant Principal, PMHS
Doug Kilmister, Principal, PES

Mr. Brown called the meeting to order at 5:33 p.m.

II. AGENDA REVIEW

Ms. Vogt added information regarding the Budget Committee. Dr. Freeman added snow plow bids. Mr. Gremlitz added text book purchase information. On a motion made by Mr. Wolfe and seconded by Ms. Vogt, the Board voted unanimously to approve the agenda, as amended.

III. APPROVAL OF PREVIOUS MEETING MINUTES

On a motion made by Ms. Vogt and seconded by Mr. Wolfe, the Board voted unanimously to approve the minutes of October 2, 2008, as written.

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IV. PUBLIC INPUT

James Theodore asked if the hot lunch program is being funded by tax payer dollars. Mr. Brown replied that there has been a deficit for several years. He explained that the auditor suggested that money from the fund balance for FY2008 be used to balance the budget. The Board accepted the auditor’s advice and voted to put money toward the deficit, hoping that this would be a one-time remedy.

Mr. Theodore asked about the fund balance from FY2008 and if it would be used to support this year’s budget. Mr. Brown explained that $234,000 was returned to the Town to assist in decreasing the tax impact. Ms. Vogt further explained that schools are required to return any fund balance to the town to offset taxes, which they do.

Mr. Theodore asked if the school has an “emergency fund”. Mr. Brown stated that there is a contingency fund for maintenance and special education, but that school districts are not permitted to establish a general emergency fund that carries over from one fiscal year to the next.

Mr. Theodore asked how many principals there were in the district, to which Mr. Brown responded two; one in each school. Ms. Vogt clarified by adding that there is also an assistant principal at PMHS.

Mr. Theodore asked what efforts were being made to raise test scores. Mr. Brown stated that the administration is working diligently to increase test scores by improving instruction and aligning curriculum with the standards.

Mr. Theodore asked why the principal and art teacher left at the end of the year. Mr. Brown explained that the PMHS principal and the art teacher retired. Mr. Theodore asked if teachers had been hired to fill vacant positions, to which Mr. Brown answered that recruitment efforts were very successful and good teachers have been hired.

Mr. Theodore requested that the top ten students be pictured in the Suncook Valley Sun, similar to the practice of Coe Brown. The Board took the recommendation under advisement.

Kathy Corliss thanked the administration for its efforts in improving the communication within PMHS. She reported that she is excited about the changes that have occurred.

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Ms. Corliss stated that she is concerned about maneuvering through the college selection process with her child, a junior at PMHS. She asked how parents should learn about what they need to do to assist their children through the process. Mr. Brown stated that there will be a parent information night, sponsored by the guidance department. Ms. Corliss asked if there was another way of gathering information, other than calling Ms. Bergevin, such as posting information on the website. Mr. Brown stated that work is being planned for improving the website. He also encouraged calling Ms. Bergevin, and assured Ms. Corliss that she would be helpful. Mr. Gremlitz further explained that the state and district-wide testing has taken an inordinate amount of Ms. Bergevin’s time and that due to the strict testing protocol requirements, she has been unable to share as much information as she would like. PMHS is considering a quarterly newsletter that will provide parents with a variety of important information. He reiterated that work is being done to improve the website, which will be another avenue for sharing information. Mr. Brown stated that he has been frustrated, in the past, with the few number of parents who respond when an informational forum is offered.

Ms. Corliss asked for clarification on the science requirements of PMHS, considering colleges require two science labs. Ms. Vogt explained her daughters’ personal experience with meeting college requirements. Ms. Corliss stated her concern that the lab courses are offered late in the sequence of course selection.

Ms. Corliss asked why advisory study hall occurs in the morning, instead of the afternoon, when students might need more time to prepare for homework or to seek extra assistance from teachers. She expressed her concern her about the time, schedule, and specific issues regarding her child(ren). Mr. Brown, with reiteration by Mr. Gremlitz, suggested that she schedule an appointment with the principal to gather additional information about advisories. Ms. Corliss suggested that activities, such as chorus, should be considered during that time.

Ms. Corliss asked if PMHS is measuring up, in comparison with other districts, regarding course selection. Mr. Gremlitz stated that PMHS, as small as it is, offers a wide variety of electives. Ms. Corliss stated her concern that PMHS is stretching itself too thin, and efforts should be made to analyze course selection. Mr. Gremlitz explained that several scheduling changes are being considered for next year, such as alternating year course offerings.

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V. PES ADMINISTRATION

A. NWEA and NECAP TESTING

Mr. Kilmister reported that the testing will be completed this week. The testing has gone very well, with very few problems. The NWEA testing has strong potential for improving instructional strategies, while NECAP results come in later and are less helpful for immediate adjustments.

B. Student Safety

New signs are being ordered reading “NO ENTRY,” which will increase safety measures at PES.

VI. PMHS ADMINISTRATION

A. PARENT EMAIL

In an effort to improve communication with parents, a request was mailed with progress reports for parents to submit or update their email addresses. Ms. Vogt suggested that email addresses continue to be solicited at Parent/Teacher conferences.

B. FALL PLAY
The fall play will be presented on October 29 and 30 at 7:00 p.m. The play is “Young Dracula” or “The Singing Bat,” a musical satire on the Dracula stories.
C. PTO
Several parents have expressed an interest in forming a PTO at PMHS.
D. NH DEPARTMENT OF EDUCATION SITE VISIT
Notification was received that the DOE was randomly selected PMHS as a site for a visit in March of 2009 by a team of six representatives to review compliance with specific areas of the Minimum Standards for Public School Approval.
E. TEXT BOOK ACCOUNT
Mr. Gremlitz informed the Board that the textbook purchases, represented in the budget, have been made. The next expenditure report will reflect the recent purchases.

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VII. STUDENT SERVICES ADMINISTRATION

A. HOME EDUCATION

Ms. Chassie explained a situation involving a home educated student who would like to attend PMHS in the fall of 2009. She stated that the current policy does not allow credit for courses that are offered electronically.

On a motion made by Ms. Vogt and seconded by Mr. Wolfe, the Board voted unanimously to accept the credits from Virtual Learning Academy toward high school credit for the student in question, with the understanding that the policy be reviewed and revised accordingly.

B. DISTRICT DATA PROFILE

Ms. Chassie distributed a table comparing the results on fourteen indicators relative to special education to the State average, the State’s target, and against the district’s performance the previous year. The data describes our annual performance measured against the NH State Performance Plan (SPP). Ms. Chassie provided further details to explain the data and what the district is doing to improve future performance.

VIII. SAU ADMINISTRATION

A. POLICIES – ACTION
Dr. Freeman reviewed several policies for approval.
On a motion made by Mr. Brown and seconded by Mr. Wolfe, the Board voted unanimously to adopt revised Policy GCG: Substitute Teachers, as proposed.
A motion was made by Ms. Vogt and seconded Mr. Brown to adopt Policy IFA: Instructional Needs of Students with Different Talents, as presented. Mr. Brown asked if the NHSBA provided model policies from which to develop revisions, to which Dr. Freeman answered in the affirmative. The motion carried unanimously.
On a motion made by Mr. Wolfe and seconded by Mr. Brown, the Board voted unanimously to adopt Policy JLF: Reporting Suspected Child Abuse, as presented.
On a motion made by Mr. Brown and seconded by Ms. Vogt, the Board voted unanimously to adopt Policy JICFA: Hazing, as presented.
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B. POLCY – FIRST FEADING
On a motion made by Ms. Vogt and seconded by Mr. Wolfe, the Board voted unanimously to accept as the first reading Policy ADD: Safe School Environment, Policy IHAK: Character and Citizenship Education, and Policy CBI: Evaluation of the Superintendent.
C. JOB DESCRIPTION

Dr. Freeman reviewed a proposed job description for the position of superintendent of schools. He stated that this would be the beginning of a process of reviewing all job descriptions. Dr. Freeman called to the Board’s attention the change that requires the superintendent to assume responsibility for employing the most qualified and competent support staff; this change reflects duties of the superintendent as outlined by Department of Education rules. On a motion made by Mr. Wolfe and seconded by Ms. Vogt, the Board voted unanimously to approve the job description of the superintendent of schools.

D. SNOW PLOWING BIDS

Dr. Freeman presented a summary of the bids that were received for snow plowing; three bids were received. On a motion made by Mr. Brown and seconded by Mr. Wolfe, the Board voted unanimously to accept the bid of K & B Excavation, the district’s current vendor and low bidder.

E. FINAL EXPENDITURE REPORT

Dr. Freeman distributed a document that was prepared to explain accounts with deficits in excess of $10,000 in the FY2008 budget, which was prepared and presented to the Budget Committee on Wednesday, October 15, 2008 by Dr. Freeman and Ms. Vogt. Discussion ensued regarding FY2009 State Aid, Catastrophic Aid, and other factors that will continue to affect the budget process.

Dr. Freeman reminded the Board and administration of the budget development schedule. A Board budget workshop will take place on Thursday, October 23, 2008 at 5:30 at PMHS.

F. MISSION AND VISION

Dr. Freeman reviewed the plan for the district developing a vision and mission statement, which will include community members and recent PMHS graduates.

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G. MATH TASK FORCE

Dr. Freeman reported the activities of the Math Task Force, stating that strengths and needs are being identified. Action will be taken to improve the implementation of math programs throughout the district.

H. ENERGY CONSERVATION

Dr. Freeman reviewed the memo that was distributed to staff regarding the conservation of energy. He will be providing information regarding the savings that the measures will, hopefully, cause.

IX. COMMITTEE ASSIGNMENTS

A. SELECTMEN LIAISON

Mr. Brown reported that the Selectmen have changed their mind about holding the election at PMHS. The election will be held, instead, at the Town Hall. No reasons were provided for the change in this decision.

B. SAU PLANNING

Mr. Brown suggested that discussions continue about the SAU location, especially considering budget development.

X. NEXT MEETING

The next meeting is scheduled for November 6, 2008 at 5:30 at the Pittsfield Middle High School. The agenda will include budget adoption and the possibility of a report from the Assessment Team on science scores.

XI. PUBLIC INPUT – 2nd SESSION

Ms. Corliss asked if issues are being addressed relative to the transition from Everyday Mathematics at PES to a more traditional approach at PMHS. Dr. Freeman explained that strategies are being implemented to ensure a smooth transition, including utilizing the Everyday Mathematics consultant at the middle school, the middle school math teacher observing at PES, and the 5th and 6th grade teachers observing middle school classes as well as reviewing middle school textbooks.

Mr. Theodore stated that he has been working on the “Safe Sidewalk” grant with the

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Town of Pittsfield. He suggested that the contact be made with the Town to see if a collaborative effort can be formed to receive funds. Dr. Freeman agreed to contact the Town Manager. Mr. Theodore complimented the School Board for their hard work.

XII. OTHER

The Board reviewed the Certificate of Authorizing Resolution from the Local Government Center Health Trust, LLC. and agreed to adopt the document. Signatures were secured from appropriate Board members.

XIII. ADJOURNMENT

On a motion made by Mr. Brown and seconded by Mr. Wolfe, the Board voted unanimously to adjourn the meeting at 7:21 p.m.

Respectfully submitted,

Tobi Gray Chassie
Recording Secretary