MEETING OF THE
MONTPELIER BOARD OF SCHOOL COMMISSIONERS December 17, 2014 MINUTES Minutes Approved: January 7, 2015 Present Board: Jennifer Cahill Bean, Michele Braun, Ken Jones, Carol Paquette, Charlie Phillips, Lowell VanDerlip Administration: Superintendent Brian Ricca, Principals Pam Arnold, Adam Bunting and Chris Hennessey, Curriculum and Technology Director Michael Martin, Facilities Director Thom Wood, Support Services Director Mary Lundeen, Business Manager Cindy Rossi Student: Theresa Noonan, Alex Stetter Public: Cara Barbero, Willow Barbero Menzel, Elmira Behzadkia, Kirby Gordon, Shawn Gordon, Jim Hutton, Diana Koliander-Hart, Cassie Leendertse, Lara Merchant, Tina Muncy, Melissa Pierce, Jennifer Skinder, Charlie Watson, Peggy Watson, Shawn White, and others Absent: Sue Aldrich Call to Order The meeting was called to order at 7:05 p.m. by Vice Chair Charlie Phillips. Adjust/Review Agenda No changes. Public Comments Jim Hutton inquired as to whether or not the Board had any feedback yet in regard to the possibility of bussing for fifth graders after the move to Main Street Middle School. According to Mr. Phillips, an update on that matter is scheduled for the first meeting in January. Presentation of FY16 School Budget Superintendent Ricca and the Leadership Team presented the FY16 draft budget. As part of the budget presentation, members of Mrs. Pierce’s fifth grade class highlighted their sustainability work on the whole school energy challenge, two MSMS Team Summit students discussed their personalized learning plans, and two MHS students talked about student-centered learning. The FY16 budgeting process and priorities were explained and reviewed. The proposed budget assumes a 4.5% increase for health insurance, a 56% reimbursement rate for support services, a 97.92% common level of appraisal, as well as other assumptions. Proposed reductions and additions were reviewed. Those reductions include 6.57 instructional assistant positions, $5,000 in facilities substitutes, $10,000 from facilities summer hires, a $36,250 reduction to the Community Connections program, $56,956 less for an EEE transportation service contract, and $165,688 less in overall support services spending, which includes tuitions, summer hires and substitutes. Director of Support Services Mary Lundeen spoke about the reductions to the special education program. Additions to the proposed budget at the district level include $24,000 to upgrade the phone system, $19,000 for mentoring, $30,000 for planned capital improvements, and one full-time special educator position. At Montpelier High School, the proposal adds additional summer professional development in the amount of $2,153, $30,541 for a 0.4 FTE sustainability coordinator, and $10,000 for dual enrollment to comply with Act 77. At Main Street Middle School, additional summer professional development will add $2,153, a 0.2 FTE French teacher position will add $10,928, a part-time custodial position will add $29,565, as well as additions for cross country in the amount of $2,798 and Ultimate Frisbee in the amount $3,996. At Union Elementary School, a part-time custodian is being added at $26,782, a 0.6 FTE music teacher position is being added at $44,003, a full-time special educator position is being added at an unspecified cost, and $10,879 is being added to change a position from school-year school secretary to year-round administrative assistant. According to Superintendent Ricca’s presentation, $150,000 of the district’s $948,255 unreserved fund balance will be used to offset the tax impact. An additional $235,000 of that money will be used for renovations to Main Street Middle School to accommodate the fifth grade moving from Union Elementary School, leaving a balance of $563,255. Mr. Jones requested a presentation from Tom Sabo to better explain and justify the proposed .4 FTE sustainability coordinator position. Mr. Wood fielded questions in regard to the custodial additions. Superintendent Ricca explained what the proposed reduction would mean to the Community Connections program. The FY16 proposed budget calls for less than a 1% increase over the FY15 budget. Superintendent Ricca said he believes the budget meets all of the priorities the Board asked for, while at the same time keeping the needs of the students at the forefront. He said he was proud of the proposed budget and believed it was a reflection of sustained leadership. The Board thanked Superintendent Ricca and the Leadership Team for their work. Consent Agenda Minutes of December 3, 2014 Warrants Co-Curricular Contract Mr. VanDerlip moved, seconded by Ms. Paquette, to approve the consent agenda including minutes of the December 3, 2014 regular meeting, Warrants 32 and 33 dated December 18, 2014 in the amounts of $539,864.56 and $22,888.16 respectively, Warrants 34 and 35 dated December 31, 2014 in the amounts of $858,260.23 and $25,500.00 respectively, and a co-curricular contract (see listing). Motion carried unanimously. Announcements/Review Meeting (+/∆) Mr. VanDerlip commented that it was a pleasure to have the student presentations and the Leadership Team in attendance for the budget conversation. Executive Session Mr. Jones moved that the Board find that discussing contract negotiations in open session would put the Board at a substantial disadvantage. Mrs. Braun seconded and the motion carried unanimously at 9:08 p.m. Mrs. Bean moved that the Board enter into executive session in accordance with 1 VSA §313 to discuss contract negotiations. Ms. Paquette seconded and the motion carried unanimously at 9:08 p.m. On a motion duly made and seconded, the Board voted unanimously to leave Executive Session at 9:23 p.m. Contract Negotiations Adjournment On a motion duly made and seconded, the Board voted unanimously to adjourn at 9:23 p.m. Heather Michaud Recorder Co-curricular Appointment MEETING OF THE
MONTPELIER BOARD OF SCHOOL COMMISSIONERS December 3, 2014 MINUTES Minutes Approved: December 17, 2014 Present Board: Sue Aldrich, Jennifer Cahill Bean, Michele Braun, Ken Jones, Carol Paquette, Charlie Phillips, Lowell VanDerlip Administration: Superintendent Brian Ricca, Business Manager Cindy Rossi, Director of Recreation Arne McMullen Student: Theresa Noonan, Alex Stetter Public: Richard Angney, Ginny Burley, Chad Hewitt, Amy Nixon, Mike Segale, Buzz Surwilo Call to Order The meeting was called to order at 7:01 p.m. Adjust/Review Agenda Addition of co-curriculars to the consent agenda. Public Comments None. Auditor’s Report – Mike Segale Mr. Segale provided a summary of the FY14 audit report and reported that the audit went very well. There were no findings and there were no sufficient deficiencies or material weaknesses in internal controls identified. There was some discussion about the fund balance. The Board thanked Mr. Segale for his work. Superintendent Ricca congratulated Ms. Rossi on another clean audit. Ms. Rossi thanked her staff for their work on the audit. Discuss Mountaineer Agreement Renewal Superintendent Ricca presented a suggested plan of action for renewal of the agreement in regard to the Mountaineers’ use of the Elm Street baseball facility and recommended going ahead as outlined. Mr. VanDerlip moved, seconded by Ms. Paquette, to approve the outline for going forward in developing an agreement between the school district and the Mountaineers for use of the field. Motion carried unanimously. Discuss Proposal to Move Forward in Joining Montpelier Middle and High Schools with U-32 Mr. Jones presented a proposal to move forward in joining Montpelier middle and high schools with U-32 and requested discussion on the matter. Under the proposal, Montpelier’s high school students would move to the U-32 campus on Gallison Hill Road and U-32’s seventh and eighth grade students would join their Montpelier peers at the current Montpelier High School campus. Mr. Jones requested a basis for understanding what this could look like and said the first step would be to present the proposal to the U-32 school board. Mr. Phillips expressed support for Mr. Jones’ proposal. Mr. VanDerlip supported it as well, saying that under the proposal if the other side did not want to talk then the process would end. He said the issue had not been visited in a while and since that time the landscape had changed. He went on to say that he believed the Board owed it to its students and taxpayers to offer the proposal and that there might be some efficiencies in combining efforts. Mrs. Aldrich did not support the proposal and explained the reasons for her dissension. Mrs. Bean agreed with Mrs. Aldrich. Mrs. Braun said it seemed like a reasonable proposition at first, but she knew from talking to parents in the WCSU towns that they are really divided. She said she anticipates that Montpelier is not going to get the response it wants in regard to this proposal given what WCSU has laid out in terms of putting their own house in order. Ms. Paquette said it was creative proposal and she appreciated it, but she did not think now was the appropriate time. Superintendent Ricca said he appreciated the discussion and that this was ultimately a board deliberation. He agreed that this might not be the right time only because there might be other legislative or Agency of Education recommendations that might be emerging in either this coming legislative session or the following year. He said he believed it would be in the Board’s best interest to be able to respond to those should they occur, and he believes this proposal could be tabled for the time being based on the current landscape in terms of conversations around education, ed. funding, and governance in the state. Following further discussion, Mr. Phillips moved, seconded by Mr. VanDerlip, to table Mr. Jones’ proposal to a date after Town Meeting Day for consideration by the Board, with the rationale that it is a good idea and there are some valid arguments for going ahead immediately. The motion passed 4-3, Mrs. Braun and Messrs. Jones, Phillips and VanDerlip voting in favor, Mrs. Aldrich, Mrs. Bean and Ms. Paquette voting against. Presentation of FY16 Recreation Department Budget – Arne McMullen Mr. McMullen presented the Recreation Department’s proposed budget for FY16. The proposed budget totals $956,780 and represents the fourth year of a level-funded appropriation. Mr. McMullen thanked the Recreation Advisory Board for their efforts and service. He also thanked his staff. Finally, Mr. McMullen thanked the Business Office staff for their help in the budget process. Action Item Approve Proposed FY16 Recreation Department Budget Mr. Jones moved, seconded by Mr. Phillips, to approved the proposed budget as presented. Motion carried unanimously. Discuss Leadership Team Plan for Reporting on Ends Policy #3 Superintendent Ricca requested broad stroke ideas from each school to capture evidence for reporting on ends policy #3. In response, UES offered their new report card, MSMS offered personalized learning plans and portfolios, and MHS offered their new 9th grade learning exhibitions. Superintendent Ricca asked if the Board was still interested in using any of the initial indicators listed for this policy and for any other feedback or directions to try to pursue. Mr. VanDerlip requested senior level exit surveys and there was board consensus in favor of that request. Update on Policy Revisions in Preparation for Second Reading Superintendent Ricca recommended holding off on moving to the second reading of the specific policies until such time as he and Mr. VanDerlip have had an opportunity to review each of the policies carefully, vet the legal citations, and provide the Board with new policy language and formatting that resembles other policies adopted to this point. Discuss FY16 School Budget Superintendent Ricca reported that the budget presentation in two weeks will include all assumptions the limitations policies require he put in, as well as an explanation of additions and impact of potential reductions. He asked board members for any other areas of explanation they wanted included beyond that. Mr. Phillips asked about the possibility of having a discussion in regard to bussing at the middle school before the budget is presented. If bussing at the middle school is going to be considered, Superintendent Ricca recommended that it not be done next year because there would not be enough time to study available options in this regard and he believes it should be a comprehensive plan that the District puts together. Mrs. Aldrich said she did not see how much could be done about it this year since it was not one of the Board’s identified priorities and there was no available money. Mr. Phillips responded by saying that board members were not aware of the issue when they set their priorities and he felt it would be irresponsible to postpone a decision on this matter until next year. Mr. Jones suggested ways to look at the service a little more differently. Mr. Phillips said he feared board members were making a casual decision to do nothing and expressed his frustration with this. Superintendent Ricca responded by saying that, given the date and time of the conversation, he did not know how to respond in a meaningful way to be able to address all of the concerns board members were expressing. Mrs. Bean said she was comfortable asking for a thoughtful discussion from the elementary and middle schools principals as to how they view this. Mrs. Bean moved, seconded by Mr. VanDerlip, that the Board seek feedback, recommendations and rationale for best course action from Principals Arnold and Hennessey in regard to the possibility of bussing at the middle school rather than conduct a formal study. Motion carried unanimously. Consent Agenda Minutes of November 19, 2014 Warrants Co-Curricular Contracts Mr. Phillips moved, seconded by Mr. VanDerlip, to approve the consent agenda including minutes of the November 19, 2014 regular meeting, Warrants 30 and 31 dated December 4, 2014 in the amounts of $535,995.13 and $22,879.48 respectively and co-curricular contracts (see listing). Motion carried unanimously. Announcements/Review Meeting (+/∆) Mr. Jones expressed his frustration with the State’s promise to partner with school boards to provide creative mechanisms for controlling budgets when he has seen nothing from them to date. Executive Session Mr. Phillips moved that the Board find that discussing contract negotiations in open session would put the Board at a substantial disadvantage. Mr. Jones seconded and the motion carried unanimously at 9:12 p.m. Mr. Phillips moved that the Board enter into executive session in accordance with 1 VSA §313 to discuss contract negotiations. Mr. VanDerlip seconded and the motion carried unanimously at 9:13 p.m. On a motion duly made and seconded, the Board voted unanimously to leave Executive Session at 9:28 p.m. Contract Negotiations Adjournment On a motion duly made and seconded, the Board voted unanimously to adjourn at 9:28 p.m. Heather Michaud Recorder Co-curricular Appointments MEETING OF THE
MONTPELIER BOARD OF SCHOOL COMMISSIONERS November 19, 2014 MINUTES Minutes Approved: December 3, 2014 Present Board: Sue Aldrich, Jennifer Cahill Bean, Michele Braun, Carol Paquette, Charlie Phillips, Lowell VanDerlip Administration: Superintendent Brian Ricca, Director of Facilities Thom Wood Student: Theresa Noonan, Alex Stetter Public: Page Guertin Absent: Ken Jones Call to Order The meeting was called to order at 7:05 p.m. Adjust/Review Agenda Mr. Phillips requested a few minutes to report on his visit with members of the Senior Center. Public Comments None. Update from Director of Facilities Thom Wood Regarding Fifth Grade Relocation to Main Street Middle School Mr. Wood provided a summary of the physical changes necessary to accommodate moving the fifth grade to Main Street Middle School. Mr. Wood has been working with Black River Design on the scope of the work, as well as a design package. Proposals for general construction work were solicited from general contractors and three bids were received. A summary of the bids was provided. The low bidder was Spates Construction and it was Mr. Wood’s recommendation to the Board to enter into a contract with them to perform the necessary renovation work. Actual timing of the work was discussed. All three bidders proposed similar construction schedules. Spates Construction proposed a February 21, 2015 start date, with projection completion in May. Mr. Wood reviewed the benefits of this timing. Prior history with Spates Construction was discussed, as well as concerns about school happening simultaneously with a construction project. Mr. Wood explained that the project area is conducive to this occurring, in addition to the fact that Spates Construction has provided assurance that they will do whatever possible to minimize noise, dust, etc. Mrs. Aldrich raised the question of background checks for the construction workers. Following discussion, it was decided that Mr. Wood will follow-up with Spates Construction to see what safeguards may already be in place on school construction projects to assure the safety and security of students. He will report back to the Board on this issue before the projected start date of February 21, 2015. Discuss Use of Fund Balance to Pay for Relocation of Fifth Grade to Main Street Middle School Project cost details were reviewed. Spates Construction’s base bid is $193,300. With an additional $20,000 in design and engineering costs, $2,425 for provided support (field labor for furniture moving, building permit and builders risk insurance), and a recommended 8.20% contingency in the amount of $19,275, the total project cost is $235,000. Mr. Wood requested that the Board authorize the use of fund balance resources for pay for the entire project. Mr. VanDerlip asked for an update on the fund balance. According to Superintendent Ricca, the unaudited amount is $948,225. Using $235,000 for the fifth grade relocation project would leave a remaining balance of $713,225, or approximately 4%, which is well above the 2% minimum required by policy. Actions Items Approve Bid for Construction Work for Fifth Grade Relocation to Main Street Middle School Mr. VanDerlip moved, seconded by Mr. Phillips, to approve the bid from Spates Construction for the necessary work for moving the fifth grade to Main Street Middle School, with work to commence on February 21, 2015. Motion carried unanimously. Approve Use of Fund Balance Resources to Pay for Relocation of Fifth Grade to Main Street Middle School Mr. VanDerlip moved, seconded by Mrs. Bean, to authorize the use of $235,000 for the renovation work to move the fifth grade to Main Street Middle School to be paid for from the school district’s fund balance. Motion carried unanimously. Discuss FY16 Budget Superintendent Ricca provided the requested 0%, 3% and 5% budget scenarios. Based on current information, Superintendent Ricca recommended that the Board direct the Leadership Team to return with a total budget increase of no more than 3% and an Act 68/per-pupil expenditure increase of no more than 4.35%. He said he has no idea what the numbers are going to look like when the actual state numbers come in and he is trying to stay as conservative as possible at this point based on last year’s state numbers. He believes conservative is the more prudent way to go. Superintendent Ricca acknowledged that while this is a conservative recommendation, there are also other costs to consider, i.e., preschool, and money that needs to be allocated around priorities. Superintendent Ricca hopes to be able to discuss preschool requirements more articulately at the next meeting. Mrs. Aldrich said she was more than happy to take Superintendent Ricca’s recommendation, but at the same time expressed worry about the shock factor in regard to what the numbers are going to mean in terms of loss. Mr. Phillips supports the administration’s recommendation, acknowledging that it’s a good starting point and there are many pressures that are going to shape the conversation. Mrs. Braun expressed hope that the Leadership Team will be as up front and transparent as possible. Mr. VanDerlip asked if a 3% increase was fairly close to a rollover. Superintendent Ricca acknowledged that it was, but when you factor in mandates and priorities then some adjustments in the way the rest of the program looks are warranted. Mr. VanDerlip said he was interested in starting with a 3% budget. Discuss End Policy #3 Superintendent Ricca asked board members for feedback on what evidence to use to demonstrate the District is fulfilling end policy #3. Mr. VanDerlip said it was hard to imagine what this would look like without some feedback from the students. Mrs. Bean suggested taking the opportunity to talk to recent graduates again, and not just the people in college. Mrs. Aldrich suggested that each grade have a discussion about what their classes mean to them and then each grade choose one student ambassador to report out to the Board on it. Mrs. Braun commented that it would be great to be able to describe the District’s philosophy on differentiated learning. Following further discussion, there was consensus that direct student feedback is vital in the assessment of end policy #3. It was decided that Superintendent Ricca will return in two weeks with a plan for capturing the information and will then schedule a timeframe for accomplishing the plan. Update on Mandated Policies Superintendent Ricca explained the process for updating existing policies and getting new required policies on the books. Some of the policies will require limited effort of just dropping in new language and renumbering, while others will require a bit more work. It is the work of the Board to read through the policies and work through the appropriate number of warnings and adoption as mandated. Policy – First Reading Board Member Conflict of Interest Health Insurance Portability and Accountability Act Compliance Limited English Proficiency Students Participation of Home Study Students Federal Child Nutrition Act Wellness Policy Mr. VanDerlip suggested that board members email him or Superintendent Ricca with suggested changes to these policies before the next scheduled meeting on December 3rd. Superintendent Ricca reminded board members that these are mandated policies and therefore not much room for wordsmithing. Mr. VanDerlip offered that it might be wise to look at these policies in terms of what they require the administration to do in order to ensure that the Board does not commit itself to something that is not doable. Update on Board Communications Plan Mr. Phillips reported on his meeting with members of the Senior Center. There were about 30 people in attendance for the lunch, with six people choosing to stay and meet with him after the lunch. Mr. Phillips said there is a real appreciation for the quality of the education that is provided in Montpelier. There were four recommendations that came as a result of the meeting, the first being that there should be a special school, perhaps shared with neighboring schools, for the lowest performing students or students whose presence distracts from the education of other students. The second recommendation was that the Board needs to limit the number of small classes, particularly at the high school. The third recommendation was that administrator costs are too high. The fourth and final recommendation was that there is a real lack of communication from the schools in regard to school events, particularly drama and music. Discussion in regard to methods for enhancing communication ensued. Mr. Phillips offered to meet with the group again after the FY16 budget is solidified. Consent Agenda Minutes of November 5, 2014 Warrants Co-Curricular Contracts Mr. Phillips moved, seconded by Mrs. Bean, to approve the consent agenda including minutes of the November 5, 2014 regular meeting, Warrants 27, 28 and 29 dated November 20, 2014 in the amounts of $831,400.71, $25,224.45 and $15,103.48 respectively and co-curricular contracts (see listing). Motion carried unanimously. Announcements/Review Meeting (+/∆) Negotiations with the teachers’ union opened today. Great, packed music show at the middle school last night. The MHS musical was a great show too. The Board is scheduled to visit with the Rotary on January 12th at lunchtime. Anyone who wants to attend is welcome to do so. A test of the District’s messaging system will occur this Friday at 4:00 p.m. George Huang and Omeed Fallahi of the MHS Debate Team obtained second overall place (out of 23 teams) at the Hanover High School tournament. Congratulations to the Montpelier Clicks Robotics Team on their second-place trophy at the Vermont State Tournament held at Norwich University. They competed with 29 other teams. Executive Session Mr. Phillips moved that the Board find that discussing contract negotiations in open session would put the Board at a substantial disadvantage. Mr. VanDerlip seconded and the motion carried unanimously at 8:05 p.m. Mrs. Braun moved that the Board enter into executive session in accordance with 1 VSA §313 to discuss contract negotiations. Mrs. Bean seconded and the motion carried unanimously at 8:05 p.m. On a motion duly made and seconded, the Board voted unanimously to leave Executive Session at 8:41 p.m. Contract Negotiations Adjournment On a motion duly made and seconded, the Board voted unanimously to adjourn at 8:42 p.m. Heather Michaud Recorder Co-curricular Appointments MEETING OF THE
MONTPELIER BOARD OF SCHOOL COMMISSIONERS November 5, 2014 MINUTES Minutes Approved: November 19, 2014 Present Board: Sue Aldrich, Michele Braun, Ken Jones, Charlie Phillips, Lowell VanDerlip Administration: Superintendent Brian Ricca Student: Theresa Noonan, Alex Stetter Public: Jeff Francis, Page Guertin, Jim Hutton, Matt McLane, Brooke Pearson, Dustin Rand, Nathan Suter, and others Absent: Jennifer Cahill Bean, Carol Paquette Call to Order The meeting was called to order at 6:30 p.m. Executive Session Mr. VanDerlip moved that the Board find that discussing contract negotiations in open session would put the Board at a substantial disadvantage. Mr. Phillips seconded and the motion carried unanimously at 6:31 p.m. Mr. VanDerlip moved that the Board enter into executive session in accordance with 1 VSA §313 to discuss contract negotiations. Mr. Phillips seconded and the motion carried unanimously at 6:31 p.m. On a motion duly made and seconded, the Board voted unanimously to leave Executive Session at 7:01 p.m. Contract Negotiations Return to Open Session 7:03 p.m. Adjust/Review Agenda No changes. Public Comments Montpelier resident Jim Hutton presented on behalf of a group of UES fourth grade parents. He addressed the issue of the elimination of bussing for fifth graders with next year’s transition of the fifth grade to Main Street Middle School. He asked the Board to consider that oversight as it will have a significant impact on parents. Mr. Hutton went on to say that it would be a huge advantage for the Board to consider the possibility of bussing for all students at the middle school. He said not have bussing for kids in outlying areas was fairly regressive policy. Another parent, Dustin Rand, also shared his frustration with the lack of bussing for middle school students. Student Presentation Regarding Enrollment Projections MHS student Isaac Mears shared enrollment findings from his CBL project work with Mr. Jones. Discuss Superintendent Limitations Reports 2.3 Financial Condition and Activities A written report was provided. Superintendent Ricca invited questions, comments, and feedback on the report. Mr. VanDerlip said he was not interested in having Superintendent Ricca spend an inordinate amount of time on a report that may be of marginal value. Mr. VanDerlip went on to ask Superintendent Ricca for more information about one item in the report dealing with overspending in regard to substitute teachers. Superintendent Ricca replied by saying this was a difficult number to estimate due to the lack of trends in this area and the number of variables that go into the number. Mr. Jones does not interpret this limitation as one that requires the superintendent to ask for permission to overspend or prohibits overspending. He simply asked to be made aware when overspending occurs and suggested providing that information through the quarterly financial reports. Mr. VanDerlip again asked for more commentary and conversation in regard to quarterly financial reports. Following discussion, there was not full Board support for this request and it was decided that for now financial reports will remain on the consent agenda. If a board member has specific questions about an item or items on a financial report, a request will be made to remove the report from the consent agenda so that further discussion can occur. Mr. VanDerlip inquired about the use of "green" products in the schools. Mr. VanDerlip supported and Mr. Phillips seconded the idea of developing a thoughtful strategy for effectively attracting tuition paying students to the District. Following discussion, it was determined that there are current efforts in this area. With that information, it was suggested that this be included as a future agenda item for an update on current efforts and further discussion. 2.4 Financial Planning and Budgeting A written report was provided. Superintendent Ricca invited questions, comments, and feedback on the report. Discussion ensued in regard to the intent to connect the budget presentation to the Ends priorities or to the Board's priorities. Action Item Rescission of Policy: Field Trips Superintendent Ricca recommended rescission of said policy provided there is notice to the Board as to which trips are occurring and feedback as to the content and quality of said trips. Mr. Phillips moved, seconded by Mrs. Braun, to rescind the Field Trips policy. Mr. Jones reiterated the importance of ensuring that low income students be given as much of an opportunity as possible to participate in these trips. Motion carried unanimously. Discuss Update to MPS Board Policies Superintendent Ricca reported that he and Mr. VanDerlip met this week and identified a number of mandated policies that are not yet on the District's books. Superintendent Ricca and Mr. VanDerlip will be reviewing those policies and will bring them to the Board in a timely fashion so that they are properly warned and the appropriate number of readings occur. Once the mandated policies are up to date, Superintendent Ricca and Mr. VanDerlip will look at the recommended policies and follow a similar process. The District is currently lacking ten mandated policies. Review Class Size Policy With moving the fifth grade from Union Elementary School to Main Street Middle School, Superintendent Ricca reported that the District will be within its class size policy for average class size for every grade K-8. The only place not in compliance with the policy is at the high school, where class sizes are just a tad bit under. Superintendent Ricca's recommendation in terms using the class size policy in the development of the FY16 budget is to use the policy that currently exists as a guideline and to save any comments, revisions, or rethinking on the policy until after the FY16 budget has been settled. He said changing the policy and preparing the budget at the same time would be counterproductive and counterintuitive and would not be in the best interest of having a draft budget on time that is attentive to policy. Mr. VanDerlip agreed, with the caveat for justifiable class sizes as needed as suggested by Mr. Phillips. When the time comes for the policy to be revised, Superintendent Ricca suggested that the Board make it a policy that works for them, acknowledging that exceptions arise all the time. He suggested providing an opportunity to hear from the community on this policy after the budget is settled. Discuss Priorities for FY16 Budget Superintendent Ricca reported that he shared the list of Board priorities with the Leadership Team. The Leadership Team has asked the Board to remain mindful of the fact that the District is still identified as a school in need of improvement. Superintendent Ricca asked board members for their acknowledgement and understanding that their priority on the arts will most likely have some "consequences" in terms of core class sizes elsewhere throughout the District. Following discussion, there was consensus for the possibility of larger core classes at the middle and high school levels in order to preserve the Board’s priority on the arts. Adult to student ratios for MPS from 2013-2014 were distributed and discussed. Mr. VanDerlip expressed interest in examining the size of the impact on the local tax rate based on the three budget scenarios requested, i.e., 0%, 3.5% and 5%. He requested this information early in the budget process rather than later. Superintendent Ricca explained that some assumptions from last year will have to be used – last year’s base education payment amount, equalized pupil, tax rate, and CLA – in order to provide the information requested by Mr. VanDerlip. Mr. Jones cautioned that while this will provide information as to the proportional change, it will not produce the actual dollar amount that will end up on tax bills. Consent Agenda Minutes of October 15, 2014 Minutes of October 22, 2014 Warrants Mr. VanDerlip moved, seconded by Mr. Phillips, to approve the consent agenda including minutes of the October 15, 2014 special meeting, minutes of the October 22, 2014 regular meeting, and Warrants 25 and 26 dated November 6, 2014 in the amounts of $1,019,428.46 and $23,787.89 respectively. Motion carried unanimously. Announcements/Review Meeting (+/∆) Mr. Jones asked to review the budget schedule for the next few meetings as he is unable to attend the next scheduled meeting on November 19th. Superintendent Ricca offered that the audit is scheduled for December 3rd, with the first draft of the budget coming on December 17th. The middle school craft fair is scheduled for November 15th. The MHS musical is earlier this year – November 13th, 14th and 15th. Congratulations to both the girls and boys cross country teams on successful seasons and best of luck to the boys this weekend at the New England Championships. Adjournment On a motion duly made and seconded, the Board voted unanimously to adjourn at 8:38 p.m. Heather Michaud Recorder MEETING OF THE
MONTPELIER BOARD OF SCHOOL COMMISSIONERS October 22, 2014 MINUTES Minutes Approved: November 5, 2014 Present Board: Sue Aldrich, Jennifer Cahill Bean, Michele Braun, Carol Paquette, Charlie Phillips, Lowell VanDerlip Administration: Superintendent Brian Ricca Student: Theresa Noonan Public: Jeff Francis, Page Guertin, Toni Hartrich, Carolyn Kiniry-Roberge, Maurice Martineau, Peter Sterling, and others Absent: Ken Jones, Alex Stetter Call to Order The meeting was called to order at 7:05 p.m. Adjust/Review Agenda The Executive Session will be moved to the end of the meeting. The report of the Program and Finance Committee will be moved up on the agenda. Mrs. Braun requested a discussion item in regard to the UES playground. Superintendent Ricca asked for consideration and signature on a letter. Public Comments None. Hear Recommendations of the Program and Finance Committee A written report was provided. Mr. VanDerlip reviewed the recommendations of the committee and thanked committee members for their work. Discuss Board Approval of Overnight and International Field Trips Superintendent Ricca presented the Board with a request to change the existing field trip approval process based on his belief that the process is more a management issue than a governance issue. He proposed that the current policy requiring Board approval of overnight and international field trips be redacted, with relevant material in this area being included in the consent agenda for the remainder of the 2014-2015 school year. Beginning in FY16, it will be the responsibility of the building principals and the superintendent to approve overnight and/or international field trips, with the superintendent coordinating a report of these trips annually to present to the Board. Superintendent Ricca told the Board the Leadership Team was comfortable moving forward as indicated in his proposal. Mrs. Aldrich and Mr. Phillips provided board members with the history surrounding the existing field trip policy. Mr. Phillips asked for the Board to retain the right to have a say in any new trips that are scheduled. Mr. VanDerlip said he was nervous about the Board giving up rights in the decision making process for international trips. Ms. Paquette asked if the Board had ever denied a field trip; Superintendent Ricca responded that they had not, adding that the approval process has been very pro forma. Mrs. Aldrich said she does not recognize the need to approve field trips but would like to hear about them. She went on to say that requiring the Board to approve field trips is an extra step they do not need to be involved in and she does not see the need to put everyone through that process. Mrs. Braun commented that it seems like the same trips are taken each year and suggested having the superintendent comprise a list of those trips for the Board with the further understanding that the superintendent will inform the Board of any new trips that come up. Following further discussion, there was consensus to proceed with the proposal outlined by Superintendent Ricca regarding approval of overnight and/or international field trips going forward. Update on Board Communications Plan Outreach to Senior Center members will occur on November 7th. Mrs. Aldrich said VAM is hoping to have another meeting with the Board. Mrs. Braun will attend the Rotary lunch meeting on December 8th. Mr. Phillips reported on his meeting with Montpelier Alive. There were 16 or 17 members present. They were very positive about the quality of the school system and expressed high praise for Union Elementary School. The group emphasized the need for the Board to be very clear about connecting the budget process to the state formula, adding that last year this information came too late. Mr. Phillips said a few members were very emphatic that the school board controlled expenditures. The group shared that they resent being made to feel guilty because they want the school budget under control. If community outreach is going to be part of the annual budget process going forward, Mrs. Bean proposed adding the task of group assignments to the board calendar for September. Mrs. Braun suggested a date even earlier than that, perhaps August. Discuss Special Board Meeting of October 15, 2014 Board members provided an overview of the process, discussion and outcomes of the meeting for Superintendent Ricca. Mr. Phillips volunteered to organize the Board notes from that meeting in a manageable format. Update on Open Meeting Law Superintendent Ricca provided board members with information in regard recent changes to Vermont’s Open Meeting Law, noting specifically the new rules in regard to motions for executive session. Policy Volunteers, Work-Study Students, and Student Teachers – First Reading Required revisions to the policy were discussed. Superintendent Ricca explained that the district is already abiding by the new requirements in practice and it is simply the policy language that needs updating. Mr. VanDerlip inquired as to what obligations the district has to ensure the parties in a mentoring situation are in compliance with the requirements of this policy. Superintendent Ricca will check on that and report back. The policy will be warned for adoption at the next meeting. Discuss UES Playground Mrs. Braun reported that Theresa Giffin is in the process of applying for grants to improve the UES playground. Mrs. Braun asked the Board for a letter of support to be submitted with any grant application involving the UES playground project. Matching fund versus non-matching fund grants were discussed. Following discussion, it was decided that a letter of support template will be generated for use with non-matching fund grants. If the district applies for a grant requiring matching funds, the item will be put on a meeting agenda for discussion and a decision. Approve Letter Regarding Exchange Program with China Superintendent Ricca presented the Board with a letter authorizing Shanghai U-Learn Education Technology & Development Co., Ltd., Spiral International and Dr. Charles Chen to act as Montpelier Public Schools’ sole representatives in dealing with the one-year exchange program in the mainland of China. There was consensus to authorize the Board Chair to sign the letter. Consent Agenda Minutes of October 1, 2014 Warrants Financial Report Approve Computers, Monitors, Laptops and Projectors RFP Recommendation Approve Purchase of Driver’s Education Vehicle Co-Curricular Contracts Mr. Phillips moved, seconded by Mr. VanDerlip, to approve the consent agenda including minutes of the October 1, 2014 regular meeting, Warrants 22, 23 and 24 dated October 23, 2014 in the amounts of $815,850.41, $20,066.97 and $191,498.50 respectively, the FY14 year-end estimate, the FY15 first quarter financial report, the bid from Dell for the purchase of computers, monitors, laptops and projectors as recommended by the superintendent, the purchase of a driver’s education vehicle below the statutory amount required for proposals ($15,000), and co-curricular contracts. Upon request by Mr. Phillips, Superintendent Ricca provided a thumbnail sketch of what the technology and computer purchase will do for the district. Mr. VanDerlip requested and Superintendent Ricca promised follow-up information in regard to the disbursed, encumbered and unencumbered sections of the building maintenance line on the FY15 first quarter financial report. Motion carried unanimously. Announcements/Review Meeting (+/∆) The boys’ cross country team won the mountain division championship and has a decent chance of going to New Englands. Don Taylor and Emily Wrigley were honored today as UVM outstanding teachers of the year for Montpelier. Both are incredibly welcoming, student-centered teachers. Executive Session Mr. Phillips moved that the Board find that discussing contract negotiations in open session would put the Board at a substantial disadvantage. Mr. VanDerlip seconded and the motion carried unanimously at 8:41 p.m. Mr. Phillips moved that the Board enter into executive session in accordance with 1 VSA §313 to discuss contract negotiations. Mr. VanDerlip seconded and the motion carried unanimously at 8:42 p.m. On a motion duly made and seconded, the Board voted unanimously to leave Executive Session at 9:27 p.m. Contract Negotiations Adjournment On a motion duly made and seconded, the Board voted unanimously to adjourn at 9:28 p.m. Heather Michaud Recorder |