WATERBURY-DUXBURY SCHOOL BOARD

“APPROVED” MINUTES FOR August 11, 2009

Meeting Held in the CBMS Conference Room

IN ATTENDANCE

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

Sherry Ziemke

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

PUBLIC: Nathan Burgess (Waterbury Record)

1. Dale Smeltzer called the meeting to order at 6:10 p.m.

2. Public Comment – There was no public comment provided.

3. Business Manager Report – There was no report necessary this month. There was a brief discussion of Activity Fund accounting, and Michelle noted that newly developed procedures will be fully in place for this coming year.

4. DISCUSSION

A. Board Goals: timeline and next steps – Tom Drake reported that the administrative team (four principals, Superintendent and Director of Curriculum) are scheduled to meet for the first time on August 12, so recommendations about how to proceed are not yet ready. Sherry Ziemke suggested that since Don’s Powerpoint presentation mentioned at the last meeting is ready to view by the Board under the Principals Report, that it would make sense to see this and use that as a framework for discussion around the goals at this meeting. She also suggested that a next step might be for the administrators to propose a process to move forward with fleshing out the strategic plan and defining the priorities, that would aim for a full discussion at the retreat meeting to allow full understanding by the board, before work is spent developing any details. Reed McCracken noted that it is important to maintain the momentum of planning that has already started at the schools, although a common direction is needed.

Brigid Scheffert pointed out that a strategic plan by nature is vague and general. Clear definitions, a timeline, and measurement objectives are what is needed as a next step. She suggested as a next step that the six person administrative team propose a draft process that would achieve good definition and clarity, including what measures will be used. Once this is accomplished then it would make sense to prioritize and link to practices like professional development, hiring, and resources. There will also be a need to translate the strategic plan and its implementation plan for effective communication with the board, staff, school, and public.

There was consensus that this was a good plan. Dale asked for feedback on what schedule options to provide should the timeframe for a special retreat meeting be able to be scheduled soon. Tom Drake will report back to Dale Smeltzer after the administrative meeting the next day, about the next step and timing.

B. FY11 Budget Process: setting expectations, guidelines, timeline – Dale Smeltzer asked for board member feedback on the Review of FY10 Budget Process and Comments that had been provided as a handout prior to the meeting. Reed asked whether there were macro level issues that should be considered, in order to predict where the community will be economically. Scott Rathke reiterated that a developed plan is important – the more that there is, the more that we can tie it in during budget decisions. Ben Smith asked about what changes had been made by the legislature in terms of shifting costs from the General Fund to the Education Fund. Dale suggested that a SU-wide presentation about statute changes related to budgeting would be useful, and Michelle Baker indicated that could be done. Sherry Ziemke said that the recent budget process was a more informed and collaborative process than the one previously, and would be good to build on. She suggested adding a section on “what do we want to know”, following up on assumptions made last year and how they played out, and presenting information from the standpoint of what’s going to impact students rather than thinking of the least negative impact. It could be communicated in the context of compromises and choices that were made, and explaining the priorities that are being addressed.

Dale asked for board members to email her any further suggestions for the Expectations and Guidelines within the next week, so that she could compile a new draft for review before the next meeting. Tom will present a draft timeline at the September meeting.

C. Policy on Volunteers and Work Study Students – Dale reported that this policy will be reviewed first by the WWEC to allow for there to be consistency SU-wide, so this will be postponed until later in the fall. Brigid asked board members about conversations that are needed for this policy, and that have already been had, and there was a brief discussion.

5. WRITTEN REPORTS

A. Action Plan Renewal – There were no changes in the draft since last meeting, and Tom provided follow-up on questions that had come up at the last meeting, indicating that reports to the board on professional development will be provided yearly with summer work reported in September and school year work reported in April. He said that in terms of clarifying what is a significant difference, they have been told that a 3 to 5 point improvement is a major change. He also noted that further AYP monies have been held up, so positions expected to be starting in August will not be happening but hopefully the monies will be available in January.

B. Principals Report and PowerPoint Presentation – Tom Drake had provided this in advance of the meeting, and after an additional staffing recommendation, the TBPS PowerPoint presentations titled “Schools in Balance Transformation” and prepared by Don and Barbara Tomasi-Gay for their staff last spring, was shown to the Board to provide ideas for work on the Strategic Plan goal. The presentation pulled together Strategic Plan and Action Plan goals, and contrasted them with general historic education goals. Then current change initiatives were integrated, followed by ideas for future change initiatives, and lastly, resources. There was a general discussion of the ideas and information provided. Brigid reiterated that, in terms of moving forward with the board goal, it is important to move from “what” we are doing to “why” and “how”, and that every student needs and should receive the experiences. Carrying out a strategic plan should ensure that implementation will be done by all teachers or staff, with a timeline, steps and measures that will tell us whether it is getting what we want for our time and resources.

C. Proposed School Breakfast and Childcare Program – Don asked for Board feedback about his proposed new program, first described in the previous month’s principals report. He provided some data on parent feedback and interest. Board members suggested that this should be tried on a pilot or trial basis first, for a defined time period that is clearly communicated; that the goal is for it to be self-supporting with parents paying a fee; that procedures should be developed to allow taking into account a parent’s ability to pay; and that there be clear measures established to clarify what the program is accomplishing and what the impacts are (including the extra staff time needed to deal with money, e.g.). There was consensus that the board supported moving forward under these parameters.

6. Superintendent Report, WWEC Follow-up – Brigid Scheffert reported that her current focus is on preparing for the administrative retreat the following week. Dale asked board members to email her their feedback about the proposed changes to the WWEC Rules of Organization, in order to get a sense of the board’s perspective since the full WWSU is scheduled to vote on this later in the month.

7. OTHER BUSINESS – Dale asked board members if they would support giving her the authority, under certain parameters, to sign a contract with the low bidder for the TBPS sidewalk reconstruction work that is currently being designed by an engineering firm and needs to move along as soon as possible so that work can be started before school. Board members were in support of proceeding in this manner.

8. ACTION ITEMS

A. Board Minutes – Ben Smith moved to approve the minutes of July 28, 2009 as corrected (board member last name). Scott Rathke seconded the motion, which passed unanimously.

B. Board Orders – On the recommendation of Sherry Ziemke, Scott Rathke moved to confirm Board orders dated July 31, 2009 in the amount of $80,414.59. Ben Smith seconded the motion, which passed unanimously.

C. Action Plan Renewal – Reed McCracken moved to approve the 2009-2012 Action Plan as presented. Sherry Ziemke seconded the motion, which passed unanimously.

D. Recommendations from Written Reports – Principals Report: Sherry Ziemke moved to accept the recommendations from this written report (and as added to orally at the meeting), that is, to confirm the personnel recommendations provided (see below). Reed McCracken seconded the motion, which passed unanimously.

Rachel O’Donald teaching contract (1 year), grades 5/6 replacing Lauren Taratoot

Jason Stevenson for a .20 FTE School Guidance Counselor, one year position, at TBPS

Letters of Intent for Instructional Assistants:

Julia W. Robinson 0.60 FTE

Jenna Harris 1.0 FTE

Tina Palmiero 1.0 FTE

E. School Breakfast and Childcare Pilot Program – Ben Smith moved to approve a 3 month pilot program, as discussed. Reed McCracken seconded the motion, which passed unanimously.

F. TBPS Renovations Sidewalk Reconstruction – Reed McCracken moved to authorize the chair to sign a contract with the low bidder for reconstruction of sidewalks at TBPS, provided that the Business Manager has verified adequate evidence of anticipated payment reimbursements and that the estimated cost for the Board portion falls within the amount of funds remaining for the TBPS Renovations project taking into account the costs of other essential outstanding work as best as can be estimated. Scott Rathke seconded the motion, which passed unanimously.

Reed McCracken moved to adjourn the meeting 8:50 p.m. Sherry Ziemke seconded the motion, which passed unanimously.

Minutes completed by: Dale Smeltzer