WATERBURY-DUXBURY SCHOOL BOARD

“UNOFFICIAL” MINUTES FOR JANUARY 22, 2009

Meeting Held at Thatcher Brook Library

 

IN ATTENDANCE

BOARD:        Dale Smeltzer, Susan Flynn, Dawn Poitras, Scott Rathke, and Sherry Ziemke

ADMINISTRATORS:         Michelle Baker, Kevin Hamilton, Richard Moser, Ken Page, Don Schneider, and Barbara Tomasi-Gay           

STAFF:          Carol Baitz, Dan Gratton, Kristin Parkhurst, Amanda Payne, and Rachel Rosenblum          

PUBLIC:       Georgeanne Baker, Michael Corcoran, Carrie Griffin, Reed McCracken, Mary Pelkey, Michael Roche, and Ben Smith

 

1.                  Ms. Smeltzer called the meeting to order at 6:03 p.m.

 

2.                  Ms. Smeltzer confirmed the agenda.

 

3.                  There were no comments from the public.

 

4.                  DISCUSSION ITEMS

A.    FY10 Budget – Information, Comments, and Finalize – Michelle Baker distributed the final draft of the FY10 Budget (Summary of FY10 Budget & SFA Parameters, dated 1/22/09).  Additional revenue from a $20,000 HAPCO grant, which will support the addition of a health education teacher at TBPS, the spending factor adjustment estimate for FY2010 was at the low of 136.4%, and the current administrator recommendations for staffing changes as detailed on the second page affected this fourth draft.  Ms. Smeltzer supported the current draft appreciating the careful consideration and thinking done by the administration. Ms. Ziemke asked about the ELL FTE reduction and stated she was concerned about the staff being able to meet the needs of these children. Mr. Page assured the Board that he talked with the ELL teachers about the reduction, which has now been changed to 0.4 rather than 0.5 FTE.  They certainly will do their best under the circumstances to meet the wide and varied needs of this community.  Ms. Ziemke felt that a $20,000 savings was too little given the ELL program needs and was concerned about the impact on the music program.  Ms. Flynn supported the budget draft, but was not comfortable with the ELL cuts either.  Ms. Flynn was concerned the ELL cut was presented in all drafts of the budget as a cut with no effect on the students.  Mr. Rathke also expressed concerns about the ELL program stating that his wish would be to put the staffing FTE’s back into the budget.  Ms. Poitras supported the budget as presented, saying that if the ELL program was to be added back in there need to be cuts somewhere else in the budget.  Ms. Smeltzer told the other Board members that she did check the ELL student enrollment and found that there was a decline of 5 students two years ago without a reduction in staffing.  The majority of the Board was comfortable with the budget as presented.  Ms. Ziemke and Mr. Rathke wished the budget was increased slightly to accommodate the ELL staffing at current levels.

 

Ms. Smeltzer asked about financing the printing costs of the ballots.  Currently the towns have been paying for the printing costs, but this is a District cost and will need to be fit into the budget.  If there is to be the proposed switch to Accuvote machines in the future, the Board will need to budget .25 per ballot and $225 for programming the machines if they are shared with Harwood.   The expenses will be included in next year’s budget, but for this year, using the Board contingency line item is acceptable.  Ballots will be hand counted this year.  A stipend for the District Clerk, the amount yet to be determined commensurate with the time spent, will also need to be fit within this contingency line.

 

Ms. Parkhurst thanked the Board for its support of the health and physical education recommendations from administrators.  She spoke about the recommended expectations for students of all ages.  Although we are above the recommended time allotment, the time is still below what national physical education associations recommend.  

 

Both ELL teachers spoke about the challenges they face supporting ELL students.  They were concerned about the students’ future and having time to continue supporting the content teachers.  Dan Gratton also spoke on behalf of the ELL teachers and the difference they make in the lives of the teachers and the students. 

 

Michael Roche spoke in gratitude of the Board and administration and the work they put into building the budget. 

 

B.     Annual Meeting Warning – final details – Ms. Smeltzer confirmed the Annual Meeting Warning as prepared.  The Annual Meeting will convene at 1:00 p.m.  

 

C.     Policy Drafts to Consider for Warning: –  

a.    Fundraising – This draft policy is reflective of the recently developed current HUHS policy.  Ms. Smeltzer feels it is important to work towards consistent policies in the supervisory union.  The TBPS PTO has 501C3 status; Reed McCracken spoke about the group’s efforts and the reason for seeking the status.  He shared the recently written by-laws necessary for obtaining 501C3 status. Mr. McCracken agreed to ask others for feedback on the drafted policy and look into existing practices that this policy might negatively influence. Ms. Smeltzer will make the suggested changes before the policy is warned for the next meeting. 

 

b.   Staff Benefits and Leave Time – This policy will be warned for the next meeting.

 

D.    CBMS Principal/District Coordinator Search – The committee has met and Mr. Moser expects their work to be complete by the end of February.  Mr. Moser hosted a parent input session last night. January 23rd is the deadline for applications.  Mr. Moser asked to meet with the Board next week for a one-hour session to obtain the Board’s input for the district coordinator portion of the position.  Mr. Moser expects to interview 6-7 candidates.  The Board agreed to meet with Superintendent Moser on Thursday, January 29th, from 6:00 – 7:30, at CBMS.

 

E.     Board Meeting Date for February – February 5, 2009 is the next scheduled Board meeting.  It is the Board’s intent to meet once a month for the next months now that the budget is complete.

a. Board Secretary Stipend – Ms. Smeltzer proposed a secretarial stipend of $60 for the first two hours of meeting time, and $20 each hour (rounded up to the nearest ˝ hours) of meeting time thereafter.  The Board agreed.

 

 

5.                  WRITTEN REPORTS – Board Feedback

A.    Educational Leaders’ Report – The Board received a written report prior to this meeting dated January 20, 2009.

 

B.     Financial Reports (District, Food Service) – Ms. Baker provided an update of the current year’s financials. (Summary of Revenues and Expenditures – FY 2009)  She indicated that the numbers are looking better due to grants and a variable oil rate at one building.  The food services program financials are doing very well.  The Board commends the Food Services Director for her attention to receivables and a target for daily spending.  Ms. Baker said the paid breakfasts are down, but not dramatically.  The Board extended its sincere thanks to the staff, director, Michelle Baker, and the administration.

 

6.                  WWSU, Superintendent Report – The Supervisory Board adopted a resolution to promote collaboration on more issues within the supervisory union, in order to provide a system that allows for greater effective leadership by the superintendent, and Dick Moser will provide a draft of new expectations for WWEC members to be discussed in February.

 

7.                  OTHER BUSINESS – Mr. Schneider presented the Board with Heidi McGill’s letter of resignation and informed the Board that Kate Rob is her replacement as an IA, at TBPS.

 

8.            ACTION ITEMS

A.    Board Minutes – Ms. Susan Flynn moved to accept Board minutes dated January 8, 2009 as written. Dawn Poitras seconded the motion, which passed unanimously.

 

B.     Board Orders – On the recommendation of Scott Rathke, Susan Flynn moved to confirm the Board orders dated January 20, 2009 for $141,067.99. Sherry Ziemke seconded the motion, which passed unanimously.

 

C.     Approve Budget for Presentation to Voters – Susan Flynn moved to approve the FY2010 Waterbury-Duxbury School District’s Budget for $9,302,621.00 for presentation to the voters.  Dawn Poitras seconded the motion, which passed unanimously.

 

D.    Approve Annual Meeting Warning – Sherry Ziemke moved to approve the Annual Meeting Warning as presented.  Susan Flynn seconded the motion, which passed unanimously.

 

E.     Warn Policies – Susan Flynn moved to warn the Fundraising and Staff Benefits and Leave Time policies as amended.  Dawn Poitras seconded the motion, which passed unanimously.

 

F.      Resignation and Confirmation of Staff – Susan Flynn moved to accept Heidi McGill’s letter of resignation and confirm the employment of Kate Rob as her replacement as an IA, at TBPS effective January 16, 2009.  Dawn Poitras seconded the motion, which passed unanimously.

 

G.    Board Secretary – Susan Flynn moved to approve setting the Board Secretary’s stipend at $60 for the first two hours of meeting time, with $20 for each hour of meeting time thereafter.  Sherry Ziemke seconded the motion, which passed unanimously.

 

H.    CONFIRM TOPICS FOR NEXT MEETING AGENDA – (single February meeting)

a.       Evaluate budget process, debriefing

b.      Policy adoption

c.       Short term maintenance plan

d.      TBPS – update

e.       Leave of absence request

f.       Tuition rates

g.      Restructuring of WWEC responsibilities

h.      TBPS Renovations update if ready

 

Susan Flynn moved to adjourn the meeting 8:20 p.m.  Sherry Ziemke seconded the motion, which passed unanimously.

 

These minutes are unofficial until approved by the Board of School Directors.  They are, in my opinion, substantively correct.  Minutes completed by:  Georgeanne Baker