“APPROVED” MINUTES FOR October 16, 2008
Meeting held in the Thatcher Brook Primary School Conference Room
IN ATTENDANCE:
BOARD: Dale Smeltzer, Susan Flynn, Dawn Poitras, Sherry Ziemke, Scott Rathke
ADMINISTRATORS: Dick Moser, Michelle Baker, Ken Page, Don Schneider, Kevin Hamilton, Barbara Tomasi-Gay
STAFF: Gayle Moskowitz, MK Monley, Eileen Harvey, Pattie Casari, Anne Izor, Erika Dolan, Patty Carrol
PUBLIC: Eric Howes
1. Call to Order: Dale Smeltzer called the meeting to order at 6:03 p.m.
2. Confirm Agenda: Dale Smeltzer confirmed the agenda.
3. Comments from the Public: MK Monley,
TBPS Art Teacher, thanked Scott Rathke and Dale Smeltzer for attending the Family
Portraits art reception, at the permanent hallway display near the Department
of Children and Families commissioner’s office in
4. Discussion:
a) Food Service – First Report for FY09: Don Schneider introduced Erika Dolan, the new food service director. Erika discussed her transition into this job, including the change from serving prepared, processed foods to making most of the food on site. She distributed two handouts showing lunch sales for this year compared to last year, and breakfast sales with the same comparison. She noted that breakfast sales are down slightly, and has learned that this is because students are adjusting to the serving of fewer sweet items. She also distributed the daily menus for TBPS and also for CBMS so far this year, with meal sales noted for each day’s menu. Meal sales have increased in number from last year, and Erika is focusing on the food costs and where there is potential for savings. Michelle Baker, WWSU business manager, discussed the financial report that had been provided, showing projected costs for FY08 as of October 12, 2008. Dawn Poitras asked about staffing, and Don reported that the temporary full-time staff person for the initial transition is no longer needed and will be replaced by a permanent 3 hour per day cashier that has already been advertized and will be hired soon. Erika noted that she has received donations of garden produce due to an effort by the Food Council asking people to plant an extra row last spring. Board members expressed appreciation for the informative reports provided, and the positive responses to the changes being made. (Scott Rathke arrived at 6:20 p.m.)
b) Snow Plow Bids: Ken Page reported that he and Bud Towndrow (Director of Maintenance) recommend that Eric Howes be awarded the contract for CBMS, at the per season bid cost. Don Schneider recommended that more bids be solicited before a contract is awarded for TBPS. It was noted that in order to have services in place in case of winter weather, the decision might have to be resolved before the next meeting through a poll by phone or email.
c) FY10 Budget Development:
i) Dick Moser gave on overview of the work done by administrators on the budget development since the last meeting. Michelle Baker briefly reviewed the state funding components that impact SFA (Spending Factor Adjustment), in a handout titled: “SFA = Cost per Pupil over the Base Amount”. If pupils decrease, the SFA increases. If pupils increase, the SFA decreases. Michelle briefly described the SFA, revenues, expenses and fund balance components in the budget being developed.
ii) The
Educational Leaders presented the handout titled: “Starting Point – Preliminary estimate of expenses and prioritized needs”. There were questions and comments from board
members about professional development costs including whether adjustments had been
made to budget for current UVM credit costs, and that it was premature to
consider any decrease in the Ed Leader salaries. Board members then reviewed the handout
titled “
iii) A general discussion around budgeting took place. Gayle Moskowitz asked about where other identified schools were in terms of their SFA. The Ed Leaders noted that they would be meeting with those principals soon and could find out. Dale Smeltzer commented about SFA and the need to know the CLA impacts on the final tax rate in the two communities, and led a discussion on these issues. Sherry Ziemke asked about whether it was possible to increase revenues, and it was noted that although that might be considered for the future this was not an option for this year. Sherry also asked about how many students are being home-schooled or sent to private schools.
iv) Dale then asked each board member regarding what SFA range they would like to see identified as the target range/parameter for administrators to work with as they develop budget drafts. Dale, Susan Flynn and Dawn Poitras suggested 136.4% to 140.6%, Scott Rathke suggested using only 140.6%, and Sherry suggested low of 138.3%. Dale then directed the administrators to work with a range of 136.4% to 140.6% as the target parameter based on the opinions of a majority of the board members. It was noted that staff morale needs to be considered when these varied options are considered, and how the process can be as fair as possible. It was also noted that there are risks to considering budget increases that are too low, or final tax rate increases that are unusually high.
d) Waterbury-Duxbury Administrative Model Needs: Dale Smeltzer described the variety of models we have had in the district over the years, and pointed out that this is an appropriate time to take the opportunity to review the leadership structure again. First, she asked board members if they wanted to take this opportunity and go ahead to discuss our district’s administrative structure, and all board members were in agreement. It was noted that the timeline was important for going out for a search, and this discussion would need to be completed very soon to allow timely posting of the position. Dick Moser recommended looking at the current model as a start, in terms of understanding whether the needs are being met. Dick shared some of the priorities that he sees for principals, and board members added to the list:
i) Principal needed in each school for daily operations
ii) Teacher evaluations – can’t have too many per administrator
iii) Stability in leadership
iv) Move strategic plan forward
v) Vision and leadership – One voice for the whole district
vi) Changing needs and roles
vii) Instructional Leadership focus (e.g. focusing on AYP, Differentiated Instruction)
viii) Best title – consider change back to “Principal” from “Ed Leader”
ix) Clear chain of command and accountability
x) One District (geographically and educationally)
xi) One administrator to interact with the Board and responsible for whole District
xii) Seamlessness between schools and within SU
xiii) Clear community perception of administrative structure
Dale and Dick will organize the list and discussion for the next meeting. Dick asked about what is not working in the current structure. He recommends staying with four administrators – a Principal in each building and then define the roles for the other two.
Dale asked the board to confirm the number of administrators, to clarify this aspect. All board members were comfortable with having four administrators. It was noted again that the search process needs to be started soon. Dale asked that other needs or ideas for the administrative model be sent to her well before the next meeting, to prepare for the next discussion of these issues.
There was discussion about the need to get input from staff, parents and community. Dick suggested, and it was concurred, that this could start immediately and he and Dale will also work on that.
5. Written Reports:
a) Ed Leaders Report – Don Schneider noted that the parking lot behind TBPS now has three parking spaces designated for visitors, as follow-up from the last meeting.
b) School Activity Fund Financial Reports for FY08 – Reports for each school were distributed, and given that there was limited time left in the meeting, Dale asked that questions be given to her by email and that she would follow up as needed. Dale also noted that school policy requires that all fundraising monies collected have to go through the school accounts as per policy E20, and that there was a need to consult with the parent group at TBPS about this now that they are a separate entity.
6. Superintendent Report: Dick briefly reported on the Superintendent Search Process, and noted that there is a parent/community input meeting on October 20, 7 p.m. in the Harwood library. Dale encouraged all board members to regularly read the WWEC and WWSU minutes.
7. ACTION ITEMS:
a) Dawn Poitras moved to accept the Board minutes dated October 2, 2008, as written. Susan Flynn seconded the motion which passed unanimously.
b) On the recommendation of Scott Rathke, Susan Flynn moved to confirm the Board orders dated October 14, 2008 in the amounts of $1,108.56, $860,670.30, $14,782,77. Sherry Ziemke seconded the motion which passed unanimously.
c) Dawn Poitras moved to accept the snow plow bid from Eric Howes for CBMS for $3,500 per season and $145 for additional sanding and salting, and also to extend the initial bids and invite new bids for TBPS. Sherry Ziemke seconded the motion which passed unanimously.
8. Executive Session: Susan Flynn moved to go into executive session to discuss personnel issues at 9:07 p.m. Dawn Poitras seconded the motion which passed unanimously. It was agreed to come out of executive session at 9:13 p.m.
Susan Flynn moved to authorize an employment contract with Wedsel Towndrow IV for Assistant Director of Maintenance at CBMS. Dale Smeltzer seconded the motion which passed unanimously.
9. Agenda Topics for Next Meeting: Dale noted that discussion of the Administrative Model would be added to the other two topics listed.
Susan Flynn moved to adjourn the meeting at 9:14 p.m. Sherry Ziemke seconded the motion which passed unanimously.
Minutes recorded by Susan Flynn.