WATERBURY-DUXBURY SCHOOL BOARD

“APPROVED” MINUTES FOR OCTOBER 13, 2009

Meeting Held in the Crossett Brook Library

 

IN ATTENDANCE

BOARD:        Reed McCracken, Scott Rathke, Dale Smeltzer, Ben Smith, and Sherry Ziemke

ADMINISTRATORS: Michelle Baker, Tom Drake, Brigid Scheffert, Don Schneider           

PUBLIC:       Georgeanne Baker

 

1.                  Ms. Smeltzer called the meeting to order at 6:05 p.m.  Ms. Smeltzer confirmed the agenda.

 

2.                  Comments from the Public – There were no comments made from the public.

 

3.                  BUSINESS MANAGER WRITTEN REPORTS –

A.                Financial Reports for FY10 – Ms. Baker provided a Year-to-Date School District Financial Statement dated 9/24/09 for the Board’s perusal.  Although the report shows a $77,000 surplus in projected expenditures to date, this amount is subject to change.  Ms. Baker also gave the Board a Food Services Financial Report (unaudited) prepared October 2, 2009.  The Board had a variety of questions regarding variances shown in the financial reports, which Ms. Baker will follow up on through email before the next scheduled meeting. 

 

B.                 Snowplow Bid Recommendations – Mr. Schneider and Mr. Drake recommended accepting the bids received from Eric Howes for CBMS at $4,000 per season and Green Stripes Landscaping for TBPS at $100 per plow, not to exceed $3,500. Everyone agreed that it was best to have two different contractors since snow removal needs occur at the same time and timing is critical for the buses.  It was suggested by Reed McCracken that the District consider purchasing its own plowing equipment.  The Facilities Committee will investigate the feasibility of this idea.

 

4.                  DISCUSSION ITEMS

A.                Budget Process –

a.      Timeline, meeting Schedule Needs – The Budget Process – Draft Timeline was outlined within the Principals’ Report.  It was suggested that extra meeting dates would be necessary during the budget process.  The extra meeting dates added are November 24th and January 26th.  The Annual Meeting must be held within 10 days of Town Meeting Day, when the budget vote occurs.

b.      Review of Background Information

Maintenance Plans – Ms. Baker prepared a worksheet outlining her recommendations for Long Term and Short Term Maintenance for the District for FY2011.   Typically 5%-10% of the total budget is a target amount to put away for maintenance reserve and she is recommending that a $40,000 contribution be budgeted in FY11 for the long term maintenance reserve fund, which currently has $171,321.  Ms. Baker and the Facilities Committee provided the current draft of a 5-year plan for short term maintenance spending needs that is still being developed.  Her recommendation for short term maintenance spending is to level fund this for FY11.

c.       Confirm Information Needed, Budget Parameters – Ms. Baker prepared a pie-chart titled FY2010 Percent Expense by Category which included these subjects: debt, transportation, operations, administration, other student services, special education and support, unified arts, and regular education, based on Sherry Ziemke’s organization of budget categories. Michelle plans to provide other pie-chart breakdowns comparisons for WWSU school districts, and will add a brief description of what each category includes for this chart. Mr. McCracken will look for nationwide comparisons. Ms. Smeltzer reviewed the Budget Process Guidelines and Expectations, sent out by email, containing changes suggested at the previous meeting.

B.                 Board Goals – There was discussion regarding the plan for the W-D Administrators to formulate draft five year goals to bring back for Board discussion in late winter, as the next step towards fully completing the Strategic Plan, as reported in the Principals’ Report. 

C.                Re-assignment of Board Responsibilities – Ms. Smeltzer reported that she had shifted responsibilities after the reassignment of WWEC representation at the last meeting.  Ben Smith will finish up support staff negotiations, but Reed McCracken will take on the teacher negotiations responsibilities as the alternate from the board.  Ms. Smeltzer also reported that she has added oversight of board needs around the preschool program as a new board assignment and asked Reed to take this on, serving as a liaison to the board. 

 

5.                  PRINCIPALS’ REPORT – Board Feedback

A.                Principals’ Report and Recommendations – A written report was received via email dated October 13, 2009.  The Board and administration discussed authorization for the board chair to write a letter of support for the solar panel grant to Green Mountain Power Company.  Mr. McCracken raised questions about the District incurring costs and whether the Board had all the information needed to make an informed decision.  It was noted that there was a deadline for the grant and that the letter of support did not indicate that the District had approved the exact installation details. 

 

Additions to the Report: A Memorandum of Understanding agreement between the parties involved (W-D School District, Scott and Partners, Champlain Consulting Engineers) has been reached for the reconstruction phase of the TBPS sidewalks. The agreement contains the same payment structure as for the engineering phase that was just completed.  It was noted that the hiring of an SLP at CBMS was an opening needing to be filled not a new position.  It was also noted that the food service hire was for a 0.86 FTE to replace Leeann Martin who had resigned.  Finally, through the use of AYP funds Sonya Burbank, Chris Costello, Pam Menz, Christie Larson, and Tina Mandigo were hired to work with individuals up to 1.5 hours per day for 25 days.

 

6.         WWSU REPORTS

A.                WWEC Follow-up (WWEC minutes from 9/23/09)

a.       List of Projects for WWEC Work – Ms. Smeltzer asked people to send suggestions for any additions to her via email.

b.      Teacher Negotiations – Chris Leopold, attorney for the Board, strongly recommended that the Boards have only one negotiator and one alternate for the board team for teacher negotiations.  A discussion ensued regarding this recommendation.  Mr. Leopold’s recommendation was in an effort to making the full WWSU board team more manageable.  The alternate would be expected to attend all board team meetings and would have opportunity to attend actual negotiations and be able to caucus with the lead negotiator from his/her District.  The board concurred with the plans.

 

7.               OTHER BUSINESS – The Superintendent and Board Chair reminded the Board of the state education funding training next Monday, at HUHS, at 6:00 p.m.

 

It was also noted that as of September 14, 2009, the District had received a check in the amount of $141,863.32 for the sidewalk settlement (See Principals’ Report for details).  Mr. Rathke and the Facilities Committee will oversee the contracts and work of the projects at both buildings.

 

8.            ACTION ITEMS

  1. Board Minutes – Ben Smith moved to accept Board minutes dated September 8, 2009. Reed McCracken seconded the motion, which passed unanimously.

 

  1. Board Orders – On the recommendation of Sherry Ziemke, Reed McCracken moved to confirm the Board orders dated September 11, 2009 for $167,614.37, September 25, 2009 for $229,198.10, and October 9, 2009 for $63,405.97.  Ben Smith seconded the motion, which passed unanimously.

 

  1. Award Snowplow Bids – On the recommendation of Michelle Baker and the administration, Reed McCracken moved to approve the bid from Eric Howes for CBMS, at $4,000 per season and Green Stripes Landscaping for TBPS, at $100 per plow, not to exceed $3,500.  Scott Rathke seconded the motion, which passed unanimously.

 

  1. Recommendations from the Principals’ Report – Sherry Ziemke moved to approve the recommendations, listed below, contained in the report and as added to during the meeting.  Ben Smith seconded the motion, which passed unanimously.
    1. Confirm Peg Monley as food service employee, 0.86 FTE, replacing former employee.
    2. Confirm Mollie Burke-Bendzumas as SLP Teacher, 1.0 FTE at CBMS.
    3. Approve special contracts with teachers, utilizing AYP funds.
    4. Approve Memorandum of Understanding agreement for allocation of costs of TBPS sidewalk reconstruction.
    5. Award TBPS sidewalk reconstruction contract to low bidder, Courtland Construction Co.
    6. Approve contract with Mark D’Angelo for Clerk of the Works for TBPS sidewalk
    7. Approve changes in transportation contract for handicapped bus as presented.
    8. Authorize letter of support for solar panel grant application to Green Mountain Power, with exact installation details yet to be approved by the board.
    9. Approve WDSD Technology Plan.

 

9.               CONFIRM TOPICS FOR NEXT MEETING AGENDA (11/10/09)

Main Topics – Budget Process

 

10.              Executive Session to discuss personnel issues - Ben Smith moved to enter into executive session to discuss personnel employment issues at 9:08 p.m.  Sherry Ziemke seconded the motion, which was passed unanimously.  It was agreed to come out of executive session at 9:50 p.m. with no action taken.

 

Ben Smith moved to adjourn the meeting 9:51 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