September 4, 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, September 4, 2014
Pittsfield Middle High School

I. CALL TO ORDER

Members Present: Mike Wolfe, Chair
Bea Douglas, Vice-Chair
Vanessa Abell
Gary Mullen

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
Ross Morse, Community Liaison
Sarah Rollins, Director of College and Career Readiness

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

II. AGENDA REVIEW

The following items were added to the agenda:
• Learning Studios (Ms. Harvey)
• New Hire (Ms. LeMay)
• PMHS Roof Repairs (Mr. Hamilton)

III. ACTION ON AMENDED AGENDA

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

IV. APPROVAL OF PREVIOUS MEETING MINUTES

A motion was made by Ms. Douglas and seconded by Mr. Mullen to approve the minutes of the August 14, 2014, meeting. On page 5, paragraph 3, change to “who is absent tonight, provided an update on the hiring.” The motion passed unanimously.

V. INTRODUCTIONS

Donna Lehmann introduced herself to the School Board, as it is her first School Board meeting since being hired.

Ms. Lehmann introduced Elaine Ramsey, a new teacher hired to fill a special education teaching position at PES.

VI. PUBLIC INPUT

Mr. Morse extended his congratulations to the Board for being nominated for the Larry O’Toole Award. He stated that it is yet another way for the School Board to be acknowledged for their support of student centered learning and the risks they have been willing to take during implementation. Mr. Morse stated that the award is sponsored by the Nellie Mae Education Foundation. One nominee is made from each of the six New England states. Efforts will be taken to publicize this nomination and ask people to vote. The award for the winner is $100,000.

Mr. Morse stated that an advisory board is being gathered to work on the development of summer academies. Many local and state notables are being invited to join the advisory board.

Mr. Morse reminded the School Board of the PES Open House on Thursday, September 11, 2014. A cook-out will begin at 5:00 p.m. and the Open House will begin at 6:00 p.m. He welcomed Board members to attend.

Mr. Gerard Leduc, a representative from the American Legion, explained The American Legion High School Oratorical Contest. This is “a Constitutional speech contest.” Mr. Leduc stated that he is present tonight to promote the program and asked for the Board’s support. He explained the travel and monetary awards potentially available for students.

VII. STUDENT REPRESENTATIVE

Ms. Plummer was not in attendance at tonight’s meeting. On her behalf, Mr. Hamilton reviewed the recent work of the Site Council.

VIII. DEAN OF INSTRUCTION

A. OPENING DAYS

Ms. Harvey stated that the feedback regarding the opening of school received by staff has been positive. Staff members have stated that they are specifically encouraged by the presence of the deans at both schools. There was some difficulty at the end of the first day at PES, due to one fewer persons available to answer phones for transportation issues. Also, the parent requests for students’ departure is not available until after the first day. Plans are already in motion to improve first-day dismissal for next year.

Opening days have gone very smoothly. Ms. Harvey has conducted walkthroughs in almost every classroom in both schools.

B. KINDERGARTEN ORIENTATION

Ms. Harvey informed the Board of Kindergarten Orientation on Thursday, August 21, 2014. Thirty-five out of forty-eight families attended. The kindergarten team did a good job in their presentations to students and families. Ms. Harvey has noted some improvements for next year.

C. ENROLLMENT FOR PES

Ms. Harvey informed the Board of class enrollment at PES. Second grade is up to forty-nine students.

D. DATES

Ms. Harvey reported that Open House will be on September 11, 2014. The dates for this year’s music concerts have been added to the Google calendar. A district-wide exhibition night has been scheduled for June 11, 2015. The event will combine the PES Curriculum Fair and the PMHS Exhibition Night Fair.

E. OPEN HOUSE

Ms. Lemay has volunteered to organize the cook-out prior to Open House. She asked School Board members to consider signing up to help serve dinner to students and families.

F. NEW HIRES

Tracy Banga has been hired to fill the Family and Consumer Science and Health position.

G. LEARING STUDIOS

Ms. Harvey distributed the 2014-2015 Learning Studio options. On September 3, 2014, the students had the opportunity to hear about each choice and sign up. Today, teachers convened to review the students’ choices and assign students to the studios.

H. NEWSLETTER

In lieu of the PES weekly pink newsletter, a district-wide newsletter will be distributed. The first edition will be sent out on September 12, 2014.
IX. DEAN OF OPERATIONS

A. FACILITIES

Mr. Hamilton commended Jim Dawson and George Szelste, head custodians, for the work completed to prepare the schools for opening day.

Mr. Hamilton reported that a new school sign, donated by the Class of 2013, was recently installed above the main entrance of PMHS.

B. TECHNOLOGY

Fiber cables, according to Mr. Hamilton, were installed between PES and the server room at PMHS to increase bandwidth available to school devices by ten times the current speed. Options are being considered for completing this project, which will extend fiber cables to the technology building.

C. STUDENT LEADERSHIP

Mr. Hamilton reported that during the month of August, two student leadership conferences were held. On August 11 to 13, 2014, a team of PMHS teachers hosted the second annual Student Leadership Summit. An outcome of the summit was the planning for the first two days of school, which were a great success. Twenty-six students attend over the three day period. On August 21-23, 2014, a team of PMHS students and faculty attended the Youth Leadership Institute at Babson College, sponsored by the Nellie Mae Education Foundation.

D. ROOF REPAIR

Mr. Hamilton reported that a section of the PMHS roof is in need of immediate repair. The roof above the library and technology office has been leaking considerably during and after rain storms. Three quotes have been received. Mr. Hamilton reviewed the reasons why S & W Roofing is being recommended.

On a motion made by Ms. Douglas and seconded by Ms. Abell, the Board voted unanimously to approve the expenditure of up to $22,000 to repair the roof, using the company that is decided by the superintendent after additional investigation of the companies that provided quotes.

X. DIRECTOR OF STUDENT SERVICES

A. OPENING OF SCHOOL

Ms. Lehmann stated that the opening of school has gone smoothly. She is pleased to be a part of the administrative team.

B. NH DEPARTMENT OF EDUCATION

Ms. Lehmann reported that a New Hampshire Department of Education monitoring visit was conducted on August 29, 2014 by a member of the Department’s special education team. The visit was intended to follow up on a previous visit that uncovered a few procedural errors that were recently addressed.

C. PARAPROFESSIONALS

Ms. Lehmann reported that work is still underway to complete the hiring of paraprofessionals.

D. OUT OF DISTRICT PLACEMENTS

Ms. Lehmann assured the Board that it is evident that the district has done a good job of meeting the needs of students within our schools. Due to court placements and a student possibly moving into the district, there may be additional out of district placements. She stated her intention to keep the Board abreast of new developments.

XI. DIRECTOR OF COLLEGE AND CAREER READINESS

A. ADVISORY PROGRAM SUMMER WORK

Dr. Rollins informed the Board that the Advisory Council gathered this summer to create a framework for the Advisory Program. There has been a recommitment to developing a robust advisory program.

B. PITTSFIELD PARENT CONNECTION

Dr. Rollins reported that the PPC will continue to meet this year, but work is being done to reorganize to meet the needs of our parents.

C. COLLEGE AND CAREER READINESS

In an effort to generate a culture of post-secondary school attendance in Pittsfield, the team will expand to include the elementary focus group.

D. EXTENDED LEARNING OPPORTUNITIES

On behalf of Sheila Ward, Extended Learning Opportunities (ELO) Coordinator, Dr. Rollins provided the School Board with information about the program. At the end of the 2013-14 school year, thirty students had completed ELOs during the school year, eight completed over the summer, fifteen are continuing, and ten have signed up to start new ELOs. Ms. Ward continues as the facilitator for the state-wide ELO coordinator meetings. A partnership with Globe is still
being researched, with Paul Sherwood taking the manufacturing lead. Ms. Ward is creating a community resource list that will provide teachers with the names of community members who specialize or have expertise in particular areas, with the intention of supporting student learning through accessing of such community resources.

E. OPENING DAYS

Dr. Rollins stated that the scheduling issues at PMHS decreased from last year. The initial scheduling process, finished last spring, went very smoothly. Efforts to inform students and parents about college readiness continue.

XII. DIRECTOR OF INTERVENTION & TITLE I MANAGEMENT

A. ADMINISTRATIVE RETREAT

Ms. Lemay commented on the opportunity afforded to the Administrative Leadership Team to work together at an administrative retreat. She stated her satisfaction with the three day meeting that left administrators confident that they were a part of a strong team.

B. NEW HIRE

Tina Nevins, an individual returning to employment in the district, has been hired to fill a Title I paraprofessional position.

XIII. DISTRICT ADMINISTRATOR

A. OPENING DAYS

Ms. Chassie stated that the opening days for teachers and students was very successful. In fact, she reported, this year’s opening days may have been the smoothest in many years. Team members are working collaboratively to support one another and accomplish work on behalf of students and teachers in the most efficient and effective way possible.

XIV. SUPERINTENDENT

A. OPENING DAYS

Dr. Freeman stated that he has experienced a high level of professionalism among the administrators during the opening. He reiterated others’ statements about the successful opening of school.

B. REMOVAL OF FUNDS FROM THE DRAKE FIELD RESERVE ACCOUNT

Dr. Freeman requested the removal of funds from the Drake Field Reserve Account for playground construction.

On a motion by Ms. Douglas and seconded by Mr. Mullen, the Board voted unanimously to remove funds from the Drake Field Reserve Account in the amount of $15,000 for the playground construction at Drake Field.

C. ACCEPTANCE OF DONATIONS FOR DRAKE FIELD PLAYGROUND

Dr. Freeman stated that the district is in receipt of checks in the following amounts for the Drake Field playground: Anonymous donor: $27,000; Anonymous donor: $2,500; Eleanor and Clarence Prevo Fund: $5,000; Flatirons Fund: $2,500.

On a motion made by Ms. Douglas and seconded by Ms. Abell, the School Board voted unanimously to accept the donations in the amount of $37,500 for the purpose of playground construction at Drake Field.

D. POLICIES

On a motion made by Ms. Douglas and seconded by Ms. Abell, the Board voted unanimously to amend Policy GCBD as Policy GCCBC, Family and Medical Leave; to rescind Policy GCBD-E, Family and Medical Leave Act as presented; to amend Policy GCG, Substitute Teachers; to amend Policy GCI, Professional Development Opportunities; to rescind Policy GCME, Professional Staff Extra Duty; and to adopt Policy GCO, Teacher Performance and Evaluation System.

E. RESIGNATION

On a motion made by Mr. Mullen and seconded by Ms. Abell, the Board voted unanimously to release from her contract and approve the resignation of Sarah McLane.

F. DRAKE FIELD SUMMER PROGRAM

Louise Sawyer, Drake Field Summer Program Coordinator, reports that the program has enjoyed a banner year in service to the children and families of Pittsfield. She reported a total of about 130 registrations. The School Board expressed their appreciation for Ms. Sawyer’s work and agreed to send her a card of thanks for her hard work and dedication to the program.

G. FY16 BUDGET GUIDELINES AND TIMELINES

Dr. Freeman presented the Board with a proposed timeline for budget development and presentation. Work is continuing with the Nellie Mae Education Foundation to understand the award that can be expected for 2015-2016.

H. BIOMASS ENERGY PROJECT

A committee met with Architect Dan Bisson and Engineer Jeff LaPierre of the Harriman group to discuss the project. Mr. Wolfe explained that there will be a presentation for School Board members and subsequently, a public hearing. Although an expensive project, it should be taken into consideration that a new boiler will soon need to be purchased at PES. Mr. Wolfe is hoping to have a high level of community participation in the conversations ahead.

I. SAFE ROUTES TO SCHOOL GRANT

Dr. Freeman reported this project is again moving toward sidewalk construction, which must be completed by the end of the summer of 2015. Residents along proposed routes – including Oneida Street and Berry Avenue – have objected due to impact on front yards and property lines. According to Select Board member, Mr. Leduc, the Select Board voted in favor of the project and that resources are also available to pave Berry Avenue at the same time.

J. PARENT COMMMUNICATIONS

Dr. Freeman expressed his concern about abusive language occasionally used by parents in expressing their unhappiness to district employees. He plans to direct staff to hang up when people use inappropriate language. Dr. Freeman noted that people use that language with the secretaries who answer the call, but refrain from this behavior when talking to him, indicating their ability to control their behavior.

K. SCHOOL BOARD MEETING SCHEDULE

Dr. Freeman reminded the Board of the new meeting schedule, moving to the first and third Thursday of the month. The following meeting dates were confirmed: September 4 and 18, October 2 and 16, November 6 and 20, December 4 and 18, January 8 and 15, February 5 and 19, March 5 and 19, April 7 and 21, and June 4 and 18.

XV. PUBLIC INPUT (2nd Session)

Mr. Morse pointed out that the Board member on the Foss Foundation was Mr. Wolfe and the agenda should reflect that change.
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XVI. NEXT MEETING

The next School Board meeting is scheduled for Thursday, September 18, 2014, at 5:30 p.m. at the Pittsfield Middle High School.

XVII. NON-PUBLIC SESSION

At 7:08 p.m., a motion was made by Ms. Abell and seconded by Ms. Douglas to enter into non-public session to personnel issues and potential litigation pursuant to RSA 91-A:3, II (a) and (c). The Board was polled and voted unanimously (Ms. Abell, yes; Ms. Douglas, yes; Mr. Mullen, yes; Mr. Wolfe, yes) to enter into a non-public session.

Dr. Freeman provided the Board with updates regarding three personnel issues and potential litigation involving a contractor.

No action was taken in non-public session.

At 7:23 p.m., a motion was made by Ms. Douglas and seconded by Mr. Mullen to exit the non-public session and to re-enter into open session. The Board was polled and voted unanimously (Ms. Abell, yes; Ms. Douglas, yes; Mr. Mullen, yes; Mr. Wolfe, yes) to exit the non-public session and to re-enter into open session.

XVIII. ADJOURNMENT

On a motion made by Mr. Mullen and seconded by Ms. Abell, the Board voted unanimously to adjourn the meeting at 7:24 p.m.

Respectfully submitted,

Tobi Gray Chassie
Recording Secretary