May 7, 2015 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 7, 2015
Pittsfield Middle High School
I. CALL TO ORDER
Members Present: Mike Wolfe, Chair
Gary Mullen, Vice Chair
Bea Douglas
Ray Ramsey

Others Present: John Freeman, Superintendent
Danielle Harvey, Dean of Instruction
Donna Lehmann, Director of Student Services
Sarah Rollins, Director of College and Career Readiness
Kathy LeMay, Director of Intervention
Tucker Wolfe, Student Representative
Dan LaPierre and Jeff Bisson, Harriman Associates
Ned Raynolds, Johnson Controls

Chairperson Wolfe called the meeting to order at 5:31 p.m.

II. AGENDA REVIEW

The following items were added to the agenda:
· Move Teacher Appreciation Week from Discussion to Action(Ms. Harvey)
· Resignation (Dr. Freeman)
· Workers’ Compensation Insurance (Dr. Freeman)
· Class of 2015 (Dr. Freeman)
· Music Scholarship (Chairperson Wolfe)

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. Ramsey and seconded by Ms. Douglas to approve minutes of the April 16th meeting. The Board voted unanimously to approve the minutes as written.

V. PUBLIC INPUT – None

VI. STUDENT REPRESENTATIVE

Tucker Wolfe shared the field trip experience that the freshman class had at Camp Greylag this week. They explored the property, including the vernal pools. Students were assigned to groups and are going to weigh the hypothetical options of developing the Camp Greylag area. This is an interdisciplinary project between English 9, geo-political studies, and biology.

VII. SUPERINTENDENT

A. HARRIMAN: BIOMASS PROJECT DEBREIF

Architect Dan Bisson and Engineer Jeff LaPierre were introduced to the School Board. They were present to clear up some concerns regarding a quote that was created in 2011 regarding the replacement of both boilers at Pittsfield Elementary School. The rough estimate of replacement cost for both boilers at the same time was quoted to be $60,000 to $90,000. Today’s estimate for the same project is $109,000, based on inflation. Another estimate prepared by Harriman earlier this year was for $349,276.

This estimate has an increase due to looking at a more sustainable system and increased efficiency. A chart was shared detailing the differences and amounts. Ms. Douglas and Mr. Wolfe reflected on the town meeting in which they felt they were not prepared for the questions that were asked from the townspeople. Mr. Bisson apologized that he was not at the district meeting to help to answer the questions that came up.

VII. DEAN OF INSTRUCTION

A. TEACHER APPRECIATION WEEK

A variety of celebrations were held this week for Teacher Appreciation Week, including PTO-sponsored events. Ms. Harvey explained there continued to be a desire to spend funds to purchase polo shirts for all staff as a token of appreciation. Ms. Douglas stated that the amount requested seemed high, and requested further estimates before shirts are ordered. Five estimates were requested before the funds were spent for the staff shirts.

On a motion made by Mr. Mullen and seconded by Ms. Douglas, the Board unanimously approved the expenditure of up to $4,000 for shirts as described, once the five estimates are collected.

B. OPEN POSITIONS

Ms. Harvey shared information on the open positions for the next school year. They are being advertised on www.edjobsnh.com. All open positions are at PMHS. The hope is to conduct interviews at the end of May to be able to hire at the beginning of June.

C. PMHS MASTER SCHEDULE

The master schedule was created over spring break. Kiza Amour and Lyndsey Blanchette have worked hard in order to get a feasible schedule that will work well to meet the needs for as many students as possible. Sarah. Rollins and Ms. Blanchette will continue to make needed adjustments.

D. SPRING STUDENT LED CONFERENCE AND PARENT TEACHER CONFERENCES

Ms. Harvey will report on the attendance of the conferences at the next meeting to provide an accurate count.

Ms. Douglas and Mr. Wolfe both asked about a format for student led conferences so that they can be standardized across the district. Dr. Rollins shared that there is a format for advisors to use, but this is an area which continues to need refinement. Ms. Harvey shared that the feedback to teachers must be done by their supervisor, which sometimes presents a problem. Mr. Wolfe suggested that teachers observe each other’s conferences and give feedback. Dr. Rollins shared she has been able to attend conferences and give feedback to staff.

VIII. DEAN OF OPERATIONS

A. DRAKE FIELD TREE REMOVAL

The recommendation came from the Drake Field Committee to take down the three oak trees in preparation to install the surveillance cameras. The board asked for clarification around which trees needed to be removed, as well as what work was required to bury the cable underground. There is concern about the history and aesthetic value of the trees. There was also another question regarding when this project is slated to take place. Clarification will be sought at the next Drake Field Committee meeting. No action taken.

B. DRAKE FIELD PLAYGROUND

According to Dean Hamilton’s report, the playground construction has begun and is going well. However, a board member has received comments of concern regarding the removal of trees located at the playground site. It was reported that Col. Drake himself had planted the trees. It was suggested that the playground be dedicated to Col. Drake.
C. PARENT INFORMATION NIGHTS

Parent Information nights are planned for families transitioning from the elementary school to the middle school and from the middle school to the high school. The sixth grade Parent Information Night will be held June 15, 2015, from 5:15 to 6:15 p.m. to coincide with the Sixth Grade Celebration. The eighth grade Parent Information Night will be held on June 17, 2015, from 6:00 to 7:00 p.m.

D. SENIOR EVENTS

Mr. Hamilton included a report of the upcoming senior events, including dates and locations.

XIII. SUPERINTENDENT (Continued)

A. 2015-2016 SCHOOL CALENDAR

Dr. Freeman presented the proposed 2015-2016 school calendar. As in the past, the district will match our calendar with Concord to the greatest extent possible. Feedback from the faculty and the union were included. A motion made by Ms. Douglas to accept the proposed calendar as presented was seconded by Mr. Mullen and the board unanimously approved.

B. CONTRACTS

Dr. Freeman reviewed the bids received for auditing services, drake field landscaping maintenance, driver education, and special education transportation. No bids have yet been received for the HVAC services. Mr. Wolfe and Mr. Hamilton are investigating leads. The School Board was recommended to accept the lowest bids for auditing services and Drake Field landscaping maintenance, as well as the singular bids for driver education and special education Transportation.

On a motion made by Ms. Douglas and seconded by Mr. Ramsey, the Board voted unanimously to accept the bids from Ron L. Beaulieu, C.P.A., for auditing services for five years; SumnerScape for Drake Field landscaping maintenance for one year; Jack’s Driving School for driving lessons for three years; and H.A. Marston, Inc. for special education transportation for two years, as presented.

C. POLICIES

The following policy recommendations were made by Dr. Freeman: Policy JLC, Student Health Services – no change; Policy JLCA, Physical Examination of Students – revision; Policy JLCC, Communicable Diseases – no change; Policy JLCCA, HIV/AIDS – revision; Policy JLCCAA, Universal Precautions & Infection Control – rescission; Policy JLCD, Administering Medication to Students – no change; Policy JLCD-R, Administering Medication to Students – no change; Policy JLCE, Emergency Care & First Aid – no change; Policy JICH, Drug & Alcohol Use by Students – no change; Policy JLCJ, Concussions & Head Injuries – no change; Policy JLCK, Special Physical Health Needs of Students – no change; Policy JLD, School Guidance & Counseling Program – no change.

On a motion made by Mr. Ramsey and seconded by Mr. Mullen, the Board unanimously approved all recommended policy actions.

D. RESIGNATION

Dr. Freeman brought forward the resignation of ELO Coordinator Sheila Ward effective at the end of the school year. On a motion made by Ms. Douglas and seconded by Mr. Mullen, the Board accepted Ms. Ward’s resignation with regret and appreciation for her work.

The Board congratulated Ms. Ward on her recent award for the 2015 New Hampshire Extended Learning Opportunities Coordinator of the Year.

E. WORKERS’ COMPENSATION INSURANCE

Primex, the district’s current workers’ compensation insurance carrier, has proposed a contract for the next two years with a capped increase of a 10% maximum increase per year. Mr. Ramsey made a motion to accept the proposal from Primex and it was seconded by Mr. Mullen; the board approved the motion unanimously.

F. SUPERINTENDENT PERFORMANCE EVALUATION

Dr. Freeman is working with Consultant Bill Bryan, as well as other superintendents in the area, to create a more effective evaluation tool for the district’s administrators. The Board agreed to use the generic form recommended by the New Hampshire School Boards Association to complete an evaluation of Dr. Freeman for this year. By the first meeting in June, all School Board members will provide their completed evaluation form to Ms. Douglas to collate.

G. SCHOOL BOARD RETREAT

Dr. Freeman suggested the School Board meet for a retreat. The team members suggest meeting during a weeknight that is not a board meeting date. Dr. Freeman will provide possible dates.

H. LETTER OF APPRECIATION FROM THE STATE DEPARTMENT

The United States Department of State expressed its appreciation to the Pittsfield School District for accepting foreign exchange students.

I. CLASS OF 2015
Dr. Freeman shared that if the high school were to have graduation tonight, fifteen students of the thirty-six seniors do not qualify to graduate. He asked Dr. Rollins to share some thoughts and plans for student support.. Ms. Douglas voiced that this is unacceptable and the remaining members of the Board agreed. Dr. Rollins and Ms. Harvey described actions that are being taken to address this situation, both in the short term for this year’s seniors and in the long term for future seniors. The administrative team will report back in two weeks with the expectation of marked improvement.

XIV. SCHOOL BOARD

A. NEW HAMPSHIRE CHARITABLE ARTS FUND

Mr. Wolfe reminded the administrative team that there is a considerable amount of money set aside by Globe Industries, specifically for the Pittsfield School District music and arts programs. Kevin Cleary, PMHS music teacher, is researching the purchase of guitars. Lisa Stevens, PES art teacher, is looking into adding an additional Artist in Residence opportunity.

XV. NEXT MEETING

The next School Board meeting is scheduled for Thursday May 21, 2015, at 5:30 p.m. at the Pittsfield Middle High School.

XV. PUBLIC INPUT (Second Session)

Mr. Raynolds, from Johnson Controls introduced himself to the board. He would like to talk to the board about a possibility of another approach to meet the needs of the biomass project. His company does comprehensive energy solutions, including retrofitting systems. Mr. Wolfe and Dr. Freeman agreed to meet with Mr. Raynolds.

XVI. NON-PUBLIC SESSION

At 7:05 p.m., a motion was made by Mr. Mullen and seconded by Mr. Ramsey to enter into non-public session to discuss a student issue and several personnel issues pursuant to RSA 91-A:3, II (c). The Board was polled and voted unanimously (Mr. Wolfe, yes; Mr. Ramsey, yes; Ms. Douglas, yes; Mr. Mullen, yes) to enter into a non-public session.

Dr. Freeman advised the Board of a student disciplinary matter. Dr. Freeman also advised the Board of potential personnel actions.

No action was taken in non-public session.

At 7:22 p.m., a motion was made by Ms. Douglas and seconded by Mr. Ramsey to exit the non-public session and to re-enter into open session. The Board was polled and voted unanimously (Mr. Wolfe, yes; Mr. Ramsey, yes; Ms. Douglas, yes; Mr. Mullen, yes) to exit the non-public session and to re-enter into open session.
XVII. ADJOURNMENT

On a motion made by Ms. Douglas and seconded by Mr. Mullen, the Board voted unanimously to adjourn the meeting at 7:23 p.m.

Respectfully submitted,

Danielle Harvey
Kathy LeMay