“UNOFFICIAL” MINUTES FOR August 2, 2007
Meeting Held at Crossett Brook Middle
School Conference Room
IN ATTENDANCE
Board: Dale Smeltzer, Susan Flynn, Dawn Poitras, Michael Roche (arrived 6:30) and Sherry Ziemke (arrived 6:05)
Administrators: Ken Page and Don Schneider
Public: Marianne
Miller (Headstart Director), René Churchill, Thea Churchill Robson, Sherrie
James, Steve James, Monica Mead (
1)
Dale
Smeltzer called the meeting to order at 6:00 p.m.
2)
Ms. Smeltzer
confirmed the agenda.
3)
Comments
from the public were deferred to later in the meeting.
4)
Discussion
Items:
a) TBPS Renovations – Don Schneider provided an update on the status of the contingency funds, expected completion dates and schedule for remaining work. The owner’s contingency is currently $35,837 with a number of items still outstanding. (Sherry Ziemke arrived at 6:05 p.m.) Susan Flynn confirmed with Don that one of the major possible outstanding items is the accessibility lift for the stage in the gym, which will cost $22,000 if the state requires it to be installed despite the fact that students do not use the stage but perform on the gym floor instead because this provides the greater space needed during performances.
b) Preschool Staffing – Dale Smeltzer reported on some of the aspects of the new statute relating to preschool services, including that John Pike expects the option that will be best for Waterbury-Duxbury will use the ADM from fiscal years 05, 06 and 07. Sherry James, parent, provided comment about her frustrations with the process and procedures, saying that the system needs to be fixed and more accurate, and consistent answers around preschool provided to parents. Marianne Miller (Headstart) informed the board that the Headstart program at TBPS had been operating on a waiver for a couple years with the session being one-half hour shorter than is required for their program, and the waiver was not permitted to be renewed. She was sorry that they were not able to provide the teacher, noting that it was a painful decision for all. A discussion followed of possible options that might allow Headstart funding to be accessed and other ideas, with no solution apparent in the short time available.
Board members then shared their perspective. Dale Smeltzer said that she understood the difficulties, but was hesitant to use the remaining budget cushion towards preschool, knowing some projected expenses were already well over budget. She suggested that the only way that might make sense would be to do without some items in the budget that are currently planned to be spent, if the impact on the other students and staff in the school was minimal. She noted that there aren’t many discretionary items left in the budget at this point, perhaps books and supplies. Susan Flynn expressed similar concerns, especially about impacts on other students in the school if cuts were made to allow for this increased spending. Dawn Poitras stated that things should be spelled out clearly for parents in future years, so that we are not in this situation. Sherry Ziemke said she doesn’t disagree with what is being said, but was concerned about being fair to the community in terms of commitment to the preschool program and providing it for all 4-year-old students. (Michael Roche arrived at 6:30 p.m.)
It was resolved that the Educational Leaders would go back and look at the budget, work with staff, and report back in a couple months about adjustments that would be made to allow the hiring for the replacement preschool session to occur. The Board was clear that this should be “doing without” something that is currently planned to be spent, rather than using expected surpluses in other line items. Improvements to the preschool application process should start immediately and an update provided at the next meeting. Michael Roche commented that he would support the decision, but was concerned that this feeds the continued increase of education costs and also the possibility of running a deficit.
c) CBMS Gym Handicapped Ramp Bids – Ken Page reported that no bids were received, despite sending the RFP to six local companies. He will work with Michael Roche to determine the best timing for putting it out to bid again.
d)
Unpaid Leave
of Absence Request – Don Schneider reported that Nerissa Edwards (guidance
counselor, TBPS) has requested an unpaid leave of absence for the upcoming
school year so that she and her family can go to
5)
Reports:
a) Educational Leaders – Don Schneider provided the report via email ahead of time to board members. He and Ken Page provided further details about the NECAP assessment meetings they are involved in as schools that have been identified for not making adequate yearly progress (AYP), in our case for two subgroups. They will be meeting monthly with other principals for the coming year. Ken Page also reported that he had received notice from Washington County Youth Service Bureau/Boys and Girls Club (CountryPaths) that they will no longer be able to provide services in our community because they are now limited to providing services in communities with greater identified economic need.
6) Other Business:
a) Residency Question – Ken Page reported on a request to allow residency for a student living in Waitsfield who is not living with his/her family but attended CBMS last year. The Board did not take any action and asked Ken to follow up regarding an official determination of residency.
b) Food Service Director at Harwood (staff position partially shared with W-D) – Don Schneider reported that he and Kevin Hamilton had attended interviews with candidates for this Harwood opening, and that candidate Paul Morris, most recently working in a Stowe resort and a NECI graduate, had been hired. Paul will be working with TBPS and CBMS, and to begin with will be providing the top priority of fiscal oversight.
c) Upcoming Meetings – Dale Smeltzer consulted the board and Ed Leaders about the upcoming schedule:
Special Meeting on Monday, August 27, 6:00 p.m., CBMS, for contract ratification
Next regular meeting will be Thursday, August 23, and for the first time since renovations began will be held at TBPS and the regular meeting location schedule will now be followed in future months. A tour for board members will be held at 5:30 p.m.
TBPS Renovations Open House for the community – Don Schneider will look at the school calendars and pick a date
New Staff Welcome Reception will be at 5:30 on Sept. 6, and held in the Trish Feld Library at CBMS. A ceremony officially dedicating the library will be held at this time as well. The board meeting will be held at 6:00 p.m.
Back to School Night at CBMS will be Sept. 27
7) Action Items:
a) Board Minutes – Susan Flynn moved to approve the June 25, 2007 minutes as corrected in section 6b. Sherry Ziemke seconded the motion, which passed unanimously.
b) Board Orders – On the recommendation of Susan Flynn, Dawn Poitras moved to confirm the following Board orders.
June 25, 2007; $84,393.90
June 12, 2007; $1,466.54
June 15, 2007; $4995.34
June 25, 2007; $284,678.34
June 25, 2007; $116,918.90
June 29, 2007: $94.17
July 6, 2007; $4,837.03
July 6, 2007; $53,460.48
July 23, 2007; $43,808.74
July 23, 2007; $64,873.70
July 23, 2007; $3,830.04
Susan Flynn noted that there were a couple open items. The food service bill for staff appreciation day included expenses for labor despite it being a regular work day for staff. Also, she questioned whether staff should be providing transportation for substitutes and suggested the practice should be eliminated. There are storage boxes still due at Lucky Lease. And consolidating office errands at TBPS should be looked at, both to save mileage costs and the impact on efficiency. Dale Smeltzer seconded the motion, which passed unanimously. It was noted that there will be a need for another board member to review board orders the following week, since both Susan Flynn and Michael Roche would be unavailable. Ken Page will assist Sherry Ziemke in this role.
c) Confirm Bond Purchase for TPBS Renovations – Susan Flynn moved to confirm the previously signed documentation for the 2007 Series I Vermont Municipal Bond Bank Sale for the TBPS Renovations project. Dawn Poitras seconded the motion which passed unanimously.
d) Preschool Staffing – Susan Flynn moved to authorize a one-year 0.30 FTE Preshool position with guidelines as discussed earlier in the meeting. Sherry Ziemke seconded the motion which passed unanimously.
e) Leave of Absence – Susan Flynn moved to approve an unpaid leave of absence for the 07-08 school year, without any benefits, for Nerissa Edwards, guidance counselor at TBPS. Sherry Ziemke seconded the motion which passed unanimously.
8)
Executive
Session to Discuss Personnel – Sherry Ziemke moved to enter into executive
session to discuss personnel at 7:47 p.m. Dawn Poitras seconded the
motion which passed unanimously. It was agreed to leave executive session
at 7:54 p.m.
a) Susan Flynn moved to offer a letter of intent to Debra Firestone-Sweeney as CBMS Special Educator, 1.0 FTE, contingent on receipt of a letter of resignation from Tom Carlson. Michael Roche seconded the motion which passed unanimously.
b) Sherry Ziemke moved to confirm employment agreements for the following support staff employees:
- Eric Bourdon, Information Technology Assistant
- Chris Dobson, Instructional Assistant, CBMS
- Melody Shaw, Instructional Assistant, CBMS
Susan Flynn seconded the motion, which passed unanimously.
c) Michael
Roche moved to authorize employment contracts for Educational Leaders and
Assistant Educational Leaders as discussed in executive session. Susan
Flynn seconded the motion which passed unanimously.
Susan Flynn moved to adjourn the meeting at 7:55 p.m. Sherry Ziemke seconded the motion which passed unanimously.
Minutes recorded by: Dawn Poitras