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HomeMy WebLinkAbout2019-12-19 School Committee Minutes ' 1 s OFNFi Town of Reading Meeting Minutes - Board - Committee - Commission - Council: oL School Committee 2 �Z Ji;, , .; Fey 12; 15 Date: 2019-12-19 Time: 7:00 PM Building: School - Memorial High Location: School Library Address: 62 Oakland Road Session: Open Session Purpose: Open Session Version: Final Attendees: Members - Present: Chuck Robinson, Linda Snow Dockser, Jeanne Borawski, Tom Wise, Pat Calley and John Parks Members - Not Present: Others Present: Superintendent John Doherty, Chief Financial Officer Gail Dowd, Assistant Superintendent Christine Kelley, Director of Student Services Jennifer Stys, HR Administrator Jenn Allard Minutes Respectfully Submitted By: Linda Engelson on behalf of the Chair Topics of Discussion: 1. Call to Order Chair Robinson called the meeting to order at 6:02 p.m. and reviewed the agenda. A. Public Input Mr. Robinson called for public comment. There was none. B. Consent Aeenda Mr. Robinson asked if the committee wanted any items removed from the consent agenda. Accept the Donations from the RMHS PSST Accept a Donation from Peter Burbank Accept a Donation from Lueders Environmental Accept an Anonymous Donation to Parker Accept a Donation from the Friends of RMHS Boys Swim Accept a Donation to the Parker Middle School Accept a Donation from the Harpley Foundation Approval of Minutes(November 7 &December 12,2019) Mr. Wise asked that the December 12"' minutes be removed. He asked that the word "Committee"be replaced by "School Council" in the High School handbook discussion. Page 1 1 Mrs.Borawski moved,seconded by Mr. Parks,to approve the consent agenda as amended. The motion carried 6-0. C. Reports Director of Student Services Dr. Stys reported as part of the TPM process, DESE sent a survey to all families of students receiving services. She said there were some glitches and referred families to the District and SEPAC website for information. Superintendent Dr. Doherty reported on the School Safety Initiative workshop he attended this week. The invitation only event was attended by school,public safety, FBI Secret Service, Homeland Security, Middlesex Partnership for Youth and community groups to discuss ways to improve safety in public schools. He shared that the District is creating a Crisis Management Team. He said that many strategies we have discussed were mentioned at this workshop and looks forward to participating in the process. Liaisons Dr. Dockser reported on the rebrand of RCASA to Reading Coalition for Prevention& Support. The Coalition will now be funded under the Town of Reading under the Police Department,and will offer programs and services,more suited to the new name. The rebranding enables us to connect with a wider audience, continue expanding our programs and services, and ultimately better position us to serve the community. Dr. Dockser also reported on the many programs RCASA continues to do in the town and schools including that the new outreach coordinator Sammy Salkin has been increasing her certifications and has been working with SHIRT, Mental Health First Aide, and Middle School Vaping Awareness presentations with the School Resource Officer, while also working to initiate a student group and sharing best practices with other towns and organizations. D. New Business Quarterly Personnel Report HR Administrator Jena Allard review the personnel report for the first quarter of the year. Quarterly Finance Update Mrs. Dowd reviewed the FY20 first quarter budget status report. She pointed out that the projected Administration Cost Center deficit of$30,396 reflects costs associated with temporary coverage for a leave of absence. Due to staffing within the department,we do not have overlapping positions,so temporary help was required to till in during the leave of absence. In addition,the projected deficit also reflects an unbudgeted add to staff for a 1.0 Payroll/HR position. During the year,the position previously shared with the Town was vacated and in consultation with the Town it was determined that each department would benefit from a full-time position. The position is Pa9e 1 2 being funded as a Community priority in Fiscal 2021 but is anticipated to be filled in early January. Mrs.Borawski moved,seconded by Mr. Parks,to authorize a budget transfer in the amount of$35,000 to cover both the temporary help as well as the new full-time position. The motion carried 6-0. Disposal of Surplus Equipment Mrs. Dowd reviewed the list of surplus equipment and materials. Mrs. Borawski moved,seconded by Mr.Parks,to declare the items listed in the Chief Financial Officer's memorandum dated December 16.2019 as surplus property. The motion carried 6-0. FY21 Prebudget Discussion Mrs. Dowd began by reviewing the school budget structure outlining the types of funds, cost centers, items not included in the budget,and grants. Most of the grants we apply for do not include staffing. They are professional development driven. Dr. Doherty added that we have heard nothing from the State on the Student Opportunity Act. She next described the budget process,outlining the municipal budget process, budget summary as of the October Financial Forum and the budget drivers. Drivers include salaries,special education costs, curriculum updates, athletic and regular day mandatory transportation costs and renewal of software programs and maintenance programs based on the three-year renewal cycle. Throughout the budget process information will be shared via the Pathways newsletter, School Committee meetings and District webpage. The FY21 budget calendar was reviewed. Second Reading of Policy BHE—Social Media Mrs. Borawski moved,seconded by Mr.Parks,to accept the second readine and approval of Policy BBE—Social Media. Dr. Doherty reviewed the revisions made as a result of the first reading discussion. He also removed the designation "SM" 'from the policy name. Mr. Wise said it is not the intent to replace Policy BHE, he sees this as an additional policy addressing the use of Facebook, Instagram,etc. by School Committee members. Dr. Doherty suggested adding the social media policy at the end of current Policy BHE. Mr. Wise did not feel it fits there. Dr. Doherty offered to do more research about whether suggested changes should be included in the existing policy,added as guidelines,or created as a separate policy and how they should be coded. Mr.Wise moved,seconded by Mrs.Borawski,to table the second readine of Policy BHE until additional information is provided. The motion carried 6-0. E. Old Business Superintendent's Evaluation Process Dr. Doherty attended a recent workshop that was held by DESS, M.A.S.S. and M.A.S.C. regarding the Superintendent evaluation process. Dr. Doherty presented the descriptive summary of this approach which was also contained in the packet. He said that given the Page 1 3 fact that there will be three new School Committee members forth is year's evaluation process with only 1.5 months of service on the board, he would recommend that the School Committee have a discussion as if this is an appropriate time to change the frequency and/or timeline of the current process. In addition, MASC does recommend that School Committee members who have been on the board for less than six months should consider whether or not they should participate in the summative process. In the conversation that ensued,the School Committee discussed: • Going from a one-year evaluation cycle to a two-year evaluation cycle(see an example of a two-year timeline below). In a two-year evaluation cycle,the goals are recommended to still be annual goals. • Changing the timing of the summative evaluation. There are two options to consider: • The current cycle which is a fiscal year cycle where the summative evaluation is completed by June 30th. • An election cycle where the evaluation is completed,presented, and voted on by the School Committee by the date of the local election(March or April). • Looking for a logical superintendent system for moving forward, notjust about this year. • whether retired school committee members can still legally participate in the formal evaluation and how that would impact the compilation and vote on the final report; • that the two-year evaluation process includes annual formative evaluations of the superintendent and his goals. This formative evaluation process includes evaluating progress towards both one year and longer goals, as well as potentially creating a subsequent set of one-year goals. • how the evaluation every two years would fit into the primary election cycle every 4 years • MASC's recommendation that SC members should be reporting on what they have seen in the role of SC member and therefore does not recommend that new School Committee Members do a formal evaluation until they have been on the committee for six months. In April 2021, the new SC members will have been on the committee for a year,as opposed to this Spring when they will have only been on the committee a couple of months. Mrs. Borawski and Dr. Dockser liked a two-year cycle. Mrs. Borawski read the options. • Complete the entire evaluation process by the March 2020 election. • Keep the current evaluation cycle and completing it by June 2020. • Go to a two-year cycle with this year being year one and completing it by June 2021. • Go to a two-year cycle with this year being year one and completing it by the April 2021 election. Mr. Robinson would like to find out if former committee members can contribute before making a decision on which direction to go. Dr. Dockser moved,seconded by Mrs. Borawski,to opt for a two-year cycle with this year being vear one and completing it by the April 2021 election. Mr. Wise feels we have already set the course for this year and the committee should complete the evaluation in 2020. He feels the two-year is a good idea but for the next cycle. Page 14 Mr. Robinson would like the information regarding former members participating in the evaluation process before making a decision. Mr. Parks asked if the motion should be withdrawn. Discussion continued on the options. Dr. Dockser reread the original motion. The motion carried 5-1. Mr.Wise voted against. 11. Routine Matters a. Bills and Payroll (A) Warrant S2025 12.19.19 $237,936.70 b. Calendar III. Information/Correspondence IV. Future Business V. Adiournment Adioum Mrs.Borawski moved,seconded by Dr. Dockser, to enter into executive session to discuss strateev with respect to non-represented personnel and to return to open session. The roll call vote carried 6-0. Mrs.Borawski,Mrs. Calley,Dr. Dockser, Mr.Parks,Mr.Wise and Mr.Robinson. The meeting adjourned at 9:24 p.m. Call Back to Order Chair Robinson called the open session meeting back to order at 11:28 p.m. He shared that the School Committee voted to extend the Superintendent's contract until 2022. Mrs. Borawski moved,seconded by Mr.Parks to adjourn. The motion carried 6-0. The meeting adjourned at 11:30 p.m. NOTE: The minutes reflect the order as stated in the posted meeting agenda not the order they occurred during the meeting. Link to meeting video: httpS://www.voutube.com/watch?v—vlLydvwOO64 -- VF. Doherty, El.D. Page 1 5