WHITMAN-HANSON REGIONAL SCHOOL COMMITTEE MEETING Meeting Minutes of March 12, 2014 Held at the Whitman-Hanson Regional School High School

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1 WHITMAN-HANSON REGIONAL SCHOOL COMMITTEE MEETING Meeting Minutes of March 12, 2014 Held at the Whitman-Hanson Regional School High School Meeting convened: Meeting adjourned: Members present: Members absent: 7:03 p.m. 8:55 p.m. Mrs. McSweeney, Dowd Messrs. Hayes, Trotta, Cullity, Lynam, Minchello, Ford, Mr. O Brien (arrived at 8:17 p.m.), Mr. Small participated by remote session None Administrators present: Dr. Ruth Gilbert-Whitner, Superintendent of Schools Christine Suckow, Director of Business Services Craig Finley, Assistant Superintendent for District Operations Dr. John Queally, Director of Special Education and PPS Chair Hayes convened the meeting at 7:03 p.m. The Chair announced the meeting was being taped and broadcast live. Chair Hayes also announced that Mr. Fred Small was participating by remote session and all votes taken would be by roll call vote. APPROVAL OF MEETING MINUTES Minutes of February 26, 2014 School Committee Meeting VOTE: Mr. Trotta motioned; Mr. Cullity seconded; roll call voted to amend the meeting minutes of the February 26, 2014 School Committee meeting to correct the February 26, 2014 minutes on page 8 to read blizzard bag days on the report that districts in New Hampshire have adopted blizzard bag days if 80% of students complete on-line work, then the day will count as an official school day, as discussed. The motion carried Mrs. Dowd abstained. STUDENT ADVISORY REPORT Chair Hayes reported that Lizzie Chmura won the Massachusetts AXA scholarship in the amount of $10,000. Lizzie Chmura, Student Council Vice President, reported on student activities. Twelve students and the two advisors attended the Annual MASC Student Council Conference in Hyannis. The Whitman-Hanson Student Council was recognized at the Annual MASC Conference as a SILVER Council of Excellence this year, and High School Foreign Language teacher and Student Council Advisor, Cheryl Daily, was recognized as a 2014 Distinguished Service Award winner from the state Student Council MASC Board. Ms. Chmura reported that finals are taking place this week at the high school. The week of March Madness will be held March 17 through March 24. Events during the week include a dodge ball tournament, teacher karaoke, penny day, and door decorating. On Friday, March 28, College Day will be held and staff and faculty wear their alma maters college gear and discuss college choices with students. School Committee Minutes March 12, 2014 Page 1

2 SUPERINTENDENT S REPORT Search Committee for Hanson Middle School Principal - Update Dr. Whitner updated the Committee on the search for a new principal at Hanson Middle School. Three finalists have been determined through a number of interviews recently held. Site visits are being planned with each finalist. A parent forum and Q&A with the finalists at the middle school is also in the works. PARCC Pilot - Update Dr. Whitner updated the Committee on the progress of the administering PARCC field test. Six of the seven schools in the district will be participating. Assistant Superintendent of Teaching and Learning, Ellen Stockdale, and Director of Technology, Chad Peters, attended a workshop PARCC administration. Mr. Peters reported on how the District will administer the field test to students. The assessment will be administered to classes at each building, one class at a time and on-line from March 24 through April 11, depending on the school location. A practice test will be administered as part of the preparation of the actual on-line assessment for teachers and students. The lowest grade to participate is Grade 3, and testing will begin at Conley Elementary, move to Indian Head, and then Hanson Middle School. Dr. Whitner reported a district-wide announcement has been sent to notify all parents of the field test. The field test has not been officially approved by the Department of Education as a replacement for MCAS, and students are required to participate in MCAS assessment testing. The PARCC assessment will be field tested for two years at which time the Massachusetts Board of Education will make a determination. FY2014 Budget and Bond Rating Christine Suckow discussed the District bond rating through Standard & Poor s Ratings Services. The rating has been upgraded from AA- to AA. The upgrade is based on strong credit characteristics and financial profiles of the two member towns as well as the view of factors of the District that it will likely maintain its sound finances while adhering to the constraints of the Commonwealth s reserve limitations. The Chair took agenda items out of order to accommodate presentations to the Committee. NEW BUSINESS Food Services Proposal Assistant Director of Food Services, Maureen MacKenzie, proposed a lunch price increase for the elementary and middle schools. Mrs. MacKenzie reported the District lunch prices are below the federal recommendations of $2.65. In an effort to work towards meeting the recommendation, the Assistant Director proposed to increase the elementary school lunch price from $2.00 to $2.25 and middle school lunch price from $2.25 to $2.50. Mr. Minchello recalled the Committee previously voted a similar proposal to approve lunch price increases on a scheduled basis over a number of years to meet the federal guidelines sometime over the last few years, and asked if the Superintendent could research previous votes made by the Committee. Based on this information, the Committee discussed tabling the vote until the next meeting to determine if there was a previous vote to increase the lunch prices. Craig Finley added the Director of Food Services is currently on a leave of absence, and Assistant Director, Maureen Mackenzie, has taken responsibility and doing an excellent job managing the Food Services Department needs. Mr. Finley will work with the Superintendent s administrative assistant to determine if a vote was previously taken. School Committee Minutes March 12, 2014 Page 2

3 VOTE: Mr. Minchello motioned; Mr. Cullity seconded; roll call voted to table the Food Services Department proposal to increase lunch prices until the next meeting until the next meeting to determine if the Committee previously voted to increase the lunch prices on a scheduled basis. The motion carried unanimously Student Survey Request Athletic Director, Bob Rodgers, requested the Committee allow a student survey be administered in the current school year to grades 8 through 11, based on requirements under the Office of Civil Rights, Title IX, and sex discrimination to insure gender equity in sports. The student survey helps in determining the interest level in sport program offerings. Although Mr. Rodgers requested the survey be administered each year by a blanket vote of the School Committee, the Chair determined the survey would need to come before School Committee each year for a vote. VOTE: Mr. Minchello motioned; Mr. Cullity seconded; roll call voted to approve the administering of the Athletic Department student survey for grades 8-11 under Title IX requirements for the current school year. The motion carried unanimously Mr. Rodgers further reported that the Pembroke Public Schools have dissolved the Girls Hockey Ice Hockey co-op program with the Whitman-Hanson Regional School District. The major factor being that the Pembroke Schools now have enough players to support their own team. However, anticipating this may happen, Mr. Rodgers contacted Silver Lake Regional High School as a potential partner to continue to offer Girls Ice Hockey in the District. Mr. Rodgers reported that the Silver Lake Regional School Committee was voting a co-op with the Whitman-Hanson Regional School District for Girl s Ice Hockey at their School Committee meeting this evening. Mr. Rodgers reported on the success of the Panther winter sports teams. The spring sports season begins on Monday, March 17. Mr. Rodgers also announced that the 2013 Red Sox World Series Championship trophy is coming to Whitman-Hanson Regional High School on March 17. During seminar, classes will have an opportunity to take a group photos with the trophy, Wally, and our own Whitman-Hanson Panthers mascot. From 1:35 p.m. to 3:00 p.m., there will be a photo opportunity for the public to take individual pictures with the trophy for $5.00. Proceeds for this fundraiser will go to the Athletic Department. Whitman-Hanson Cable Access request Director of Technology, Chad Peters, provided information about the funding of cable television in regard to the District s participation. Currently, the District receives no direct funding from Whitman Hanson Community Access Channel (WHCA). Conversely, both the Town of Hanson and Town of Whitman receive funding from a line on Comcast bills through WHCA. There are five channels broadcast by WHCA: two channels in each town and one channel by the School District. The School District channel is the Education Access Channel 98. The District broadcasts all education productions and provides staffing and equipment for broadcasts on the channel. A ten-year agreement was put in place when the new high school was occupied in At that time, equipment for the studio was purchased through the building project. Mr. Peters discussed how the Technology Department has funded the staffing and broadcasting for Channel 98, but now aging equipment and other expenditures need a more sustainable funding source. Mr. Peters requested permission to write a letter to Whitman- Hanson Community Access WHCA requesting funding for education access channel 98 to cover some of the costs associated with broadcasting the school district events, concerts, sporting events, School Committee meetings, and various other productions. Mr. Peters believes the District has an opportunity School Committee Minutes March 12, 2014 Page 3

4 to request some funding from the Comcast billing, for instance, one fifth of the annual support is $60,000 based on current financial information. Mr. Rodgers added that five years ago he was able to request one-time financial support request from WHCA, but that this would be a long-term sustainable funding source going forward. He anticipates the W-H Cable Access group would be receptive to this request. Craig Finley added additional information regarding WHCA and indicated the board is a 501c3 organization with an advisory board, which is a nonprofit group that administers funding on the behalf of the towns to produce the five channels. A request for financials has been made to determine if there is funding available to share with the School District. School Committee members suggested the letter come from the Committee. VOTE: Mr. Trotta motioned; Mr. Cullity seconded; roll call voted to write a letter to Whitman Hanson Community Access WHCA requesting funding for education access channel 98 to cover some of the costs associated with broadcasting the school district events, as discussed. The motion carried unanimously OLD BUSINESS FY 2015 Budget Discussion Dr. Whitner announced that she received information about the Local Aid Resolution from Representative Cutler and Diehl. The resolution represents a 2.8% increase in Unrestricted General Government Aid for the two member towns. The Local Aid Resolution Distribution for the Town of Hanson is $1,139,483 and for the Town of Whitman is $2,154,714. Current Budget Gap Christine Suckow reported on the FY2015 Budget. At the last budget presentation, the proposed budget had a shortfall just over $2.1 million. As a result of meetings with the leadership team and the School Committee vote to transfer $500,000 from Excess and Deficiency (E& D), the following revenue and expense adjustments have been made to the proposed budget bringing the gap down to $974,108 as follows: Revenue adjustment: SC vote to transfer $500,000 from E& D Account Increased revenue to $44,584,033 Reduction in expenses: Expenses adjustment: HMS teacher request $69,880 Teaching & Learning $25,607 Employee health insurance at 0% increase $214,307 SPED contracted services $75,000 Out of District tuitions $188,804 FDK revolving 1.5 para $25,750 FDK revolving benefits $50,000 Total expenses adjustment $649,348 Total revenue adjustment $500,000 + $44,084,033= $44,584,033 $1,149,458-$46,207,489= $45,558,141 Current deficit $974,108 Dr. Whitner explained a portion of the reduction in expenses listed above. Mrs. Suckow added information with regard to the health insurance reduction. Dr. Queally added detail information on the budget adjustments for special education and unanticipated expenses. Dr. Whitner reported the budget is up 2.14% overall. At the Public Hearing School Committee meeting on March 19, the Committee will vote the assessment to the member towns. School Committee Minutes March 12, 2014 Page 4

5 Local Assessment Christine Suckow provided a handout illustrating scenarios for the FY2015 Assessment detail and percentage increases from 1% to 6%. There was some discussion with regard to level service and level funding. The Superintendent indicated that in order to honor contractual obligations, pushes a level funded budget up over $1 million. Dr. Whitner also discussed revenue issues and the challenge to garner local support to move forward to close the budget gap. Dr. Whitner indicated that in recent Joint Finance Committee meetings, the District disclosed detailed budget information but the member towns provided minimal financial information in terms of support of the District budget. Public Hearing and Certification March 19, 2014 Dr. Whitner asked the Committee to consider the information in anticipation of voting the assessment at the March 19, 2014 meeting. Mr. Cullity requested half percentages be added to the FY2015 assessment detail. ACTION ITEM: School Committee member Dan Cullity requested a revised assessment scheduled to include half percentages at 3.5 % and 4.5%. Warrant articles for Capital Improvement were discussed. Mr. Finley reported that the District prioritized capital projects for the towns. In Whitman, the Hot Water System at the Duval Elementary School, Conley School Freezer/Refrigerator and seal coating and paving have been requested. In Hanson, seal coating and paving, bathroom petition replacement, and tile replacement in the cafeteria at Hanson Middle School have been requested. Mr. Finley reported that in the past, District capital requests have not been funded. However, the member towns seem to be open to putting the requests on the warrant for the May Town meeting with an understanding there needs to be an ongoing investment from the towns. Hanson Capital Improvement Chair, John Norton, recently contacted the District to request improved quotes on those requests. Whitman Capital Improvement Chari, Rick Anderson, wrote in an to Mr. Finley which Chair Hayes read aloud: The District should take great pride in the role it plays in the successful preservation and maintenance of our school buildings. We will continue to do our part in ensuring capital improvements continue to be a high priority in the Town of Whitman. I will keep you apprised of the progress of our recommendations to the Finance Committee and the final draft of the Capital Warrant Article for Whitman Town Meeting. Craig Finley reported that during a recent walk-through with the town of Whitman to all Whitman schools, a majority of the focus was on the Whitman Middle School roof. Mr. Finley reported that the walk-through was very positive and a good opportunity to for the town to see the day to day operations of the District bringing in up to 5,000 people each day. NEW BUSINESS Proposed Academic School Calendar VOTE: Mr. Trotta motioned; Mr. Minchello seconded; roll call voted to approve the SY Academic School Calendar, as presented. The motion carried Mrs. Dowd abstained. School Committee Minutes March 12, 2014 Page 5

6 Participation in School Choice VOTE: Mrs. Dowd motioned; Mrs. McSweeney seconded; roll call voted to participate in School Choice. The motion carried unanimously Field Trip Requests DECA Conference VOTE: Mrs. Dowd motioned; Mrs. McSweeney seconded; roll call voted to approve the schoolsponsored, overnight, out-of-state Regional High School field trip to the DECA International Career Development Conference in Atlanta, Georgia from May 3-7, 2014, as presented. The motion carried unanimously Hanson Middle School Canobie Lake Park VOTE: Mrs. Dowd. motioned; Mrs. McSweeney seconded; roll call voted to approve the schoolsponsored, out-of-state Hanson Middle School field trip to Canobie Lake Park in Salem, New Hampshire on June 13, 2014, as presented. The motion carried unanimously Acceptance of Donations Indian Head School has received a donation of 29 used DELL Latitude D810 laptops with docking station and power cords from General Services Administration. The laptops will enable Indian Head students to practice for the PARCC filed test assessment. VOTE: Mr. Ford motioned; Mr. O Brien seconded; roll call voted to accept the donation of used DELL D810 laptops with docking stations and power cords for the Indian Head Elementary School, as presented. The motion carried unanimously SUBCOMMITTEE REPORTS Facilities Subcommittee Report Hanson Elementary School Building Project Committee Dr. Whitner reported the District received an notification from Diane Sullivan and letter attachment from Mary Pichetti, Director of Capital Planning, at MSBA. In summary, MSBA has agreed to honor the funding agreement for the Hanson elementary school building project through the May Town Election date. However, Dr. Whitner indicated language in the letter is in error regarding who calls the election, it is the Town not the District, and notified MSBA to request a revision. Diane Sullivan informed the Superintendent the letter will be revised and re-written. Dr. Whitner announced, once the District receives the revised letter, she will be disseminate to the appropriate parties. As a result and the approval, the Superintendent reviewed the next steps as a result of the approval to extend the funding agreement. The School Committee will be required to vote to reauthorize the funding so that a debt exclusion vote could be scheduled at Hanson s annual town election on May 17, This School Committee vote will be scheduled as an agenda item for the March 19, 2014 School Committee meeting. Once voted, the District will send letters to both member towns Boards of Selectmen of the vote of the School Committee by mail certified return receipt. The Town of Whitman will most likely vote to take no action. The Hanson Board of Selectmen would vote to either have a town meeting or not, and would call to include the vote in the election after the School Committee authorizes the debt. The Hanson Board of Selectmen vote will require a quorum and a two-thirds majority vote to pass. There is a sixty day window from the time of the School Committee s vote for the town of Hanson to School Committee Minutes March 12, 2014 Page 6

7 vote. The Committee discussed consequences should the Hanson Board of Selectmen vote not pass and if the District or Hanson officials have looked at asking for funding for another OPM or engineering study. Mr. Finley indicated that discussions with the Hanson Town Administrator indicated if the vote fails, they are aware they may have to determine what professional services are needed. There was some discussion suggesting creating a back-up plan and including warrant articles for the Maquan and Indian Head School repairs and/or renovations. Mr. Finley indicated that MGL could allow for the District to call its own election. Dr. Whitner added that MSBA does entertain several scenarios when determining a preferred schematic. If the vote should fail, there are components of the feasibility study that are viable. There was a brief discussion to wait until October to take any next steps for other considerations because at this time, there is no real cost determination. The new attorneys for the Town of Hanson will be attending the March 18, 2014 Board of Selectmen s meeting. Chair Hayes and Mr. O Brien agreed to attend the meeting. Legislative Committee North River Collaborative and Pilgrim Area Collaborative Communications Subcommittee Budget Joint finance Subcommittee Chair Hayes reported earlier a meeting that was held at Whitman Town hall with the Whitman Finance Committee on Tuesday, March 4 at 7:30 p.m. Negotiations Subcommittee Policy Subcommittee Insurance Subcommittee Christine Suckow will schedule a meeting once the member towns have voted on the health insurance. Regional Subcommittee VOTE: Mrs. Dowd motioned; Mr. Minchello seconded; roll call voted to adjourn the meeting at 8:55 p.m. The motion carried unanimously List of documents and handouts: 1) Minutes of February 26 School Committee meeting 2) Standard and Poor s Rating Summary: Whitman-Hanson Regional School District 3) Proposed SY Academic Calendar 4) Whitman-Hanson Cable Access information School Committee Minutes March 12, 2014 Page 7

8 5) Food Services Department School Meals Pricing Memo 6) Request memo to conduct Title IX student survey 7) Donation request for Indian Head School 29 used laptops from General Services Administration 8) Donation acceptance letter to Sidore Memorial Foundation 9) FY2015 Assessments detail and percentage increase reference page 10) Standard & Poor s Bond Rating Summary Report for WHRSD 11) Updated Budget as of March 12, ) FY2015 Assessments Detail and Percentage Increase page 13) High School field trip request DECA International Career Development Conference to Atlanta, GA from May 3-7, ) Hanson Middle School 8 th grade field trip Canobie Lake Park in Salem, NH on June 13, 2014 Minutes respectfully submitted Michelle Kelley School Committee Minutes March 12, 2014 Page 8