June 30, 2011 Minutes

APPROVED BY THE PITTSFIELD SCHOOL BOARD

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

MINUTES

Pittsfield School Board Meeting
Thursday, June 30, 2011
Pittsfield Middle High School

I. CALL TO ORDER

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

Others Present: John Freeman, Superintendent of Schools
Bob Bickford, Principal, PMHS
Tobi Gray Chassie, Director of Student Services
Doug Kilmister, Principal, PES
Members of the Faculty
Members of the Public

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

II. AGENDA REVIEW
• Heating Oil (Dr. Freeman)
• Budget (Dr. Freeman)
• Pittsfield Listens (Dr. Freeman)
• Superintendent of School Job Description (Dr. Freeman)
• July 14th School Board meeting (Dr. Freeman)
• Sculpture (Mr. Kilmister)
• Summer Schedule (Mr. Wood)
• Project Home (Mr. Wood)

III. ACTION ON AMENDED AGENDA

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

IV. PUBLIC INPUT – None

V. INTRODUCTIONS

Dr. Freeman introduced candidates who have been nominated for positions: Melissa Cooke, PES music teacher; Jeffrey Greenhalgh, PMHS mathematics interventionist; and Jennifer Keller, PMHS English Language Arts.

VI. PRESENTATION #1

Dr. Freeman introduced Mr. Dan Bisson, architect with Harriman Associates, to discuss the energy audit and PES siding.

Mr. Jeffrey LaPierre, engineer with Harriman Associates, reviewed the process that was completed for the facility energy audit, conducted earlier in the spring. He made suggestions relative to several observations that were made through a walk-through. He suggested for PMHS a centralized automation center, demand control ventilation, variable speed drives for water pumps, rebalancing the heating systems, and solar water heaters; for PES, centralized automation center, rebalancing the heating systems, variable speed drives for water pumps, and day lighting; for the SAU, he suggested programmable thermostats. Mr. LaPierre explained the cost and energy savings benefits of the recommendations.

Dr. Freeman reminded the Board that Leslie Vogt, when she was a school board member, was instrumental in finding a grant that paid for the energy audit. Ms. Paradise suggested that Dr. Freeman pursue any grants that might be available to support energy saving modifications to the buildings.

Mr. Bisson reviewed the results of the investigation that was conducted concerning the exterior of the siding of PES. He recommended replacing the siding with a “rain screen.” This opens up the possibility of completely changing the exterior look and allows for a nearly no maintenance or no maintenance solution. It was noted that the roof needs to be replaced and that it would be ideal to have the roof and siding addressed together. A combination project allows some cost savings. If financial limitations exist, Mr. Bisson explained that the continuation of painting or staining could be further investigated and that the roof is a priority. He estimates approximately $250,000.00 for the entire project.

Mr. Wood asked Dr. Freeman to investigate the cost of spot repairing damaged portions and painting the building, as it may be fiscally impossible to do both the roof and the siding simultaneously.

VII. PRESENTATION #2

Dr. Freeman introduced Christine Teague, Literacy Coordinator/Title I Project Manager and Linda Schou, PMHS Literacy Interventionist. Ms. Teague facilitated the School Board in a data driven dialogue (Predict – Observe – Infer/Question). First, she asked the members of the Board to predict what might be observed when they look at the data distributed relative to students who had participated in literacy and math interventions at PMHS. Responses included, “data would show significant growth,” “a difference between math and literacy data,” and “visible similarities between the sub-groups represented” (e.g. special education, Title I, etc.). Next, she asked what people observed, and the responses included, “it seems more difficult to improve reading over math,” “growth exceeded targets in literacy, but students were still not proficient,” “many students made more than a year’s growth.” Ms. Schou reported on the data that was collected throughout the intervention process by administering pre- and post-tests.

Ms. Teague explained that students were selected for intervention based on the data collected through the administration of the NWEA Measures of Progress assessment. A program called Reading is Fame was used as an intervention for students struggling in letter and sound correspondence, decoding, sight word recognition, oral reading fluency, basic vocabulary, increased background knowledge, and comprehension of informational text.

Ms. Schou, answering a question from Dr. Freeman, stated the students with whom she worked, demonstrated an increase in self confidence and pride in their accomplishments. Ms. Corliss observed that this opportunity was a good way to assist students in taking responsibility for their own learning. Ms. Teague stated that information gathered at the end of the semester revealed students were pleased with the progress they made and grateful for the opportunity they were provided.

Ms. Adams asked in regard to Pinpoint Math, was there a specific area(s) of weakness that emerged across all students? Ms. Teague stated that students’ needs varied.

Ms. Teague explained that the plans for intervention were introduced to the parents on a Saturday in January. Ms. Teague, Teacher Danielle Harvey, and Teacher Kathy LeMay met with the parents of each student designated for intervention to explain the program. Ms. Schou stated that parents also received weekly progress reports throughout the program. Ms. Teague stated that in the following year, the school will be able to double capacity. The intervention class was scheduled in place of a unified arts class.

VIII. APPROVAL OF MINUTES

A motion was made by Mr. Wolfe and seconded by Ms. Adams to approve the minutes. Recommendations were made for correction: on page 5, first paragraph, change “Mr. Wolfe” to “Mr. Wood.” The motion was approved with Ms. Corliss, Ms. Adams, Mr. Wolfe, and Mr. Wood voted in the affirmative, and Ms. Paradise abstained from the vote.

IX. PES ADMINISTRATION

A. NWEA STUDENT PROGRESS REPORT

Mr. Kilmister stated that information on students’ NWEA progress reports were sent home with report cards. He will be interested in hearing what parents think of these reports and welcomes any feedback that is received from community members.

Discussion ensued regarding data collected on assessments such as PSAT’s, SAT’s, NWEA’s and NECAP’s.

B. HANDWRITING WITHOUT TEARS

According to Mr. Kilmister, the Kindergarten team, with the support and leadership of occupational therapist, Caitlin Potter, will pilot a new handwriting program, Handwriting Without Tears. It is believed that this program will improve students’ fine motor skills and cut down on later referrals to the special education team.

C. PES STAFFING

Mr. Kilmister reported that, due to resignations, there have been changes in the assignment of teachers to grade levels.

D. PROJECT HOME BUTTERFLY GARDEN

Mr. Kilmister reported that a Kindergarten butterfly garden has been planted by staff and volunteers. PES parents Darci and Aaron Kendal, owners of Revolution Landscaping, did the bulk of the planting. They were assisted by Mr. Wood, PES Custodian George Szelest, and all Kindergarteners present on the day of planting.

E. SCULPTURES

Mr. Kilmister explained that next year’s PES resident artist, Emile Birch, is proposing a sculpture garden at PES. Mr. Kilmister exhibited pictures of prototypes that depict the work to be done by the third graders next spring.

F. PES CALENDAR

Mr. Kilmister provided a calendar of upcoming events.

X. PMHS ADMINISTRATION

A. WINTER GUARD

Mr. Bickford presented a proposal submitted by Sheila Ward for a Winter Guard club. The purpose of the club is to promote a new athletic and expressive art form which combines spinning and dancing, and results in the student being challenged both physically and mentally.

On a motion made by Mr. Wolfe and seconded by Ms. Adams, the Board voted unanimously to approve the Winter Guard extra-curricular activity. Ms. Paradise was reassured that Ms. Ward is collaborating with the Booster Club so not to overstep roles in the selling of merchandise.

B. DIFFERENTIATED SUBSTITUTE TEACHER PAY

Mr. Bickford explained that due to recent reductions in paraprofessional staffing levels that are a result of budgetary reductions, the school has very little flexibility in assigning paraprofessionals as substitute teachers. He proposed a differentiated pay rate for certified / certifiable teacher and offered to investigate the practices used in neighboring districts. The School Board agreed that further investigation is warranted. Discussion ensued regarding the need for substitutes to go through fingerprinting and criminal record checks before they can substitute. Ms. Corliss expressed her concern regarding the number of days that substitutes are required due to teacher absenteeism due to illness, personal days, and professional development.

C. NON-ATHLETIC STIPEND SCHEDULE

Mr. Bickford and Mr. Kilmister presented a list of positions receiving stipends for the 2011-2012 school year. Ms. Paradise asked if the stipend schedule incorporated an analysis of the number of hours that these positions require beyond the school day. Mr. Bickford explained that job descriptions have been developed to clarify the role of each position receiving a stipend. Ms. Paradise asked for clarification of the changes that have been made in organizing teams at PES. Mr. Kilmister explained that the teams include people other than just the classroom and special education teachers. Ms. Chassie pointed out that team leaders will take on new responsibilities, such as facilitating data driven dialogues. Ms. Kilmister stated that the team leaders will be joining him in a leadership role of meeting the district’s goal for academic achievement at 85% proficient.

Discussion ensued regarding the provision of music related activities.
Information was provided to families regarding the community band by the school; it was suggested by board members that an attempt is made for broader communication relative to the community band that is being initiated.

D. COACHING STIPENDS

Ms. Corliss stated that she noticed, as she was reviewing resumes, that there were many people with coaching experience. Mr. Bickford stated that he has asked Athletic Director Peter Tuttle to delay final decisions for fall coaching positions until he has the opportunity to meet newly hired teachers. Ms. Corliss asked about the relationship between the varsity and junior varsity sports and corresponding stipends. Mr. Bickford agreed to ask Mr. Tuttle for clarification.

Ms. Corliss expressed concern over the proposed reduced stipends for coaching, pointing out that it is difficult to find quality coaches for the pay that is being offered. Dr. Freeman agreed and suggested further discussion after hearing an update on the anticipated revenues expected for the 2011-2012 school year.

E. NEAS&C ACCREDITATION

Ms. Adams reported that she is hearing from members of the public that the middle high school has “lost our high school accreditation.” Mr. Bickford stated that the school has not lost its accreditation and that a preliminary report has been received and would not indicate a risk of losing accreditation. The report will be made public in October following acceptance by the NEAS&C Board.

F. PMHS CALENDAR

Mr. Bickford provided a calendar of upcoming events.

XI. STUDENT SERVICES ADMINISTRATION

A. LOGIC MODEL

Ms. Chassie explained that the finishing touches are being applied to the Nellie Mae Educational Foundation District Level Systems Change grant logic model and will be mailed on July 1, 2011. She will send electronic copies of the logic model to the members of the board when it is finalized.

XII. SAU ADMINISTRATION

A. RESIGNATION

On a motion made by Ms Paradise and seconded by Mr. Wolfe, the Board voted unanimously to approve the resignation of Kelly Marble from her position as first grade teacher at PES.

B. NOMINATIONS

On a motion made by Mr. Wolfe and seconded by Ms. Paradise, the following teachers were unanimously approved for hire: Melissa Cooke, Christopher Davitt, Jeffery Greenhalgh, Melissa Kearney, Jenny Lynn Keller, and Jennifer Massey.

C. SICK BANK

On a motion made by Mr. Wolfe and seconded by Ms. Paradise, the Board voted unanimously to approve the sick bank request for Jamie Bowes, special education teacher at PES.

D. TEACHER EVALUATION SYSTEM

A motion was made by Mr. Wolfe and seconded by Ms. Corliss to approve the proposed Professional Development and Evaluation Plan. Discussion ensued. Mr. Wood stated that he was impressed with the presentation and the proposed plan. The Board was in consensus stating that it would demonstrate the respect for the people who worked on the project to wait until a fully edited version was submitted for approval. Mr. Wolfe removed the motion from the table.

E. PHOTOCOPY MACHINE LEASE

The lease on the photopcopy machine in the PMHS special education office is expiring; the following three bids for a new five-year lease have been received: 1) Ricoh Value – $124/month; 2) Conway Office Solutions – $132/month; and 3) Oce North America – $166/month.

On a motion made by Mr. Wolfe and seconded by Ms. Paradise, the Board voted unanimously to approve the Conway bid.

F. HEATING OIL

Dr. Freeman has received one bid in response to the re-advertised heating oil request for bids. Fred Fuller, the current provider, submitted at $3.2750/gallon. Discussion ensued regarding the risks involved if the Board decided to wait to see if the price would decrease further. Dr. Freeman stated that the district has used an average of 39,000 gallons/year over the past five years. The adopted budget includes an allocation of $116,032.50 for heating oil; at the Fuller bid rate, this allocation would cover the cost of 35,750 gallons.

On a motion made by Ms. Paradise and seconded by Ms. Adams, the Board voted unanimously to approve the bid at $3.2750/gallon.

G. POLICY REVISION

On a motion made by Ms. Paradise and seconded by Mr. Wood, the Board voted unanimously to revise Policy BEDH – Public Participation at Board meetings, as amended.

H. POLICY RECISSION

Policies being considered for rescission were reviewed.

The following policies were rescinded: Policy CF – School Building Administration, Policy CH – Policy Implementation, Policy DA – Fiscal Management Plan, Policy DBC – Budget Preparation, Policy CB – School Superintendent, Policy DBK – Transfer of Appropriation, and Policy DC – Taxing and Borrowing Authority / Limitations.

The following policies were maintained: Policy CHCA – Approval of Handbooks and Directives, Policy CLA – Treatment of Outside Reports, Policy DB – Annual Budget, Policy DBI – Budget Implementation, Policy BHE – School Board Use of E-Mail, Policy CA – Administrative Goals, and Policy DBJ – Over-Expending Funds.

Policy CFB – Building Principals’ and Director of Student Services Evaluation will be held until the job description of superintendent is reviewed.

On a motion made by Mr. Wolfe and seconded by Ms. Adams, the Board unanimously approved the rescinding and maintaining of policies as outlined above.

I. PES SIDING / ENERGY AUDIT

The School Board directed Dr. Freeman to investigate any grants or programs that would support the recommendations that were made by Mr. Lapierre for energy conservation.

J. 2010-2011 BUDGET

At this point, our current year budget is estimated to exceed our allocation by approximately $5,000. The district has not yet received final June revenues, nor has the district received all bills for the current fiscal year. So, it is possible that the district will conclude the fiscal year with a small balance or a small deficit. If there is a deficit, it will likely not exceed $20,000, which the Board can choose to allocate from the special education reserve fund following a public hearing.

K. 2011-2012 BUDGET

Dr. Freeman reviewed the impact that anticipated legislative action will have on the district’s finances. Those areas being affected are Adequacy Aid, Building Aid, Catastrophic Aid, retirement system costs, and the vocational program. Dr. Freeman suggested waiting for a future meeting – second meeting in July – to make final decisions on restoration of items cut from the budget following the annual district meeting in March. The Board agreed.

L. HEALTH INSURANCE

Dr. Freeman reported that Lois Stevens and Kiza Armour have agreed to serve on the Board’s health insurance study group. The Board asked Dr. Freeman to schedule a meeting in early August to begin the process of reviewing potential plans.

M. DISPOSAL OF PROPERTY

The Board has been asked if it might consider collaborative funding with the Town for demolition and waste removal should an opportunity that serves the interests of the school district arise. The Board agreed theoretically to the potential opportunity and agreed to consider further if and when such an opportunity would present itself.

N. PITTSFIELD LISTENS

The Pittsfield Youth Workshop, a community partner with the district, and Carsey Institute held a planning meeting on June 29, 2011, to kick off the Pittsfield Listens project, funded by the Nellie Mae Education Foundation. The report-out is scheduled for 6:00 to 8:00 p.m. on Thursday, August 25, 2011, at the Pittsfield Community Center. The Board’s second August meeting is also scheduled for August 25; which the Board may reschedule due to interest in participating in the report-out.

O. SUPERINTENDENT OF SCHOOLS JOB DESCRIPTION

Dr. Freeman explained that clear role definition will contribute to the district’s work to develop a strategic plan to become a high performing school district, which is scheduled for September. A first step in this process is a clarification of the superintendent’s role. To accomplish this, a team of about twenty will work from 8:30 a.m. to 12:30 p.m. on Tuesday, August 2, 2011. Dr. Freeman asked if any Board members would like to participate.

P. JULY 14 SCHOOL BOARD MEETING

Dr. Freeman reported that several administrators will be absent for the Board meeting on July 14, 2011. On Mr. Wood’s suggestion, the Board cancelled the July 14 meeting and may consider a work session for July 19 or July 20.
Q. DRAKE FIELD MAINTENANCE

The contractor responsible for Drake Field maintenance has been contacted regarding the trimming of grass and weeds along the fence. It was reported that this detail has been attended to and that Drake Field looks to be in excellent condition.

R. DRAKE FIELD GRANDSTAND ROOF

The contractor who was awarded the job of re-roofing the Drake Field grandstand has reported that he expects to complete the project within the next two weeks.

S. FOOD SERVICE

Six references for Café Services have been contacted; all report very positive experiences. The district contract with Café Services is in process.

T. TRAFFIC SAFETY

Chief Wharem had left for vacation before Dr. Freeman had an opportunity to discuss traffic safety with him; a meeting will occur in early July.

U. COACH STIPENDS

Dr. Freeman provided a coaching stipend worksheet in response to questions about comparative salaries of coaches at different levels of coaching.

XIII. SCHOOL BOARD

A. SCHOOL BOARD SCHEDULE

Mr. Wood suggested having a work session on July 14, 2011. Ms. Corliss and Mr. Wolfe will be unavailable so the meeting will be cancelled. A work session on the budget process will be scheduled. Ms. Paradise agreed to work with Sally Blanchette to plan for a work session on budget preparation. The Board agreed to meet on July 19 or 20, 2011; Ms. Paradise will confirm through Dr. Freeman.

B. SHADOWING A STUDENT

Mr. Wood would like to encourage Board members to participate in the educational process by “following a student” for a day. He asked principals to figure out the details for the shadowing experience. Dr. Freeman asked Mr. Kilmister and Mr. Bickford to present several options for the visit at the August 11, 2011, meeting.

C. CURRICULUM

Mr. Wood suggested that each Board member take on different pieces of the curriculum so that they can be informed participants in the decision making process.

D. AUGUST 25, 2011 MEETING

The School Board will consider cancelling or moving the August 25, 2011 meeting as the time approaches.

E. PROJECT HOME

Mr. Wood requested the Board approve a Treasury Committee to work with Project Home. The Board was in consensus with this concept.

XIV. COMMITTEES – None

XV. NEXT MEETING

The next School Board meeting is scheduled for Thursday, July 28, 2011, at 5:30 p.m. in the PMHS Media Center.

XVI. PUBLIC INPUT (Second Session) – None

XVII. ADJOURNMENT

On a motion made by Mr. Wolfe and seconded by Ms. Corliss, the Board voted unanimously to adjourn the meeting at 9:37 p.m.

Respectfully submitted,

Tobi Gray Chassie
Recording Secretary