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HomeMy WebLinkAbout2021-07-22 School Committee MinutesOthers Present: Superintendent Tom Milaschewskl, Assistant Superintendent Sarah Hardy, CFO Gail Dowd and MASC Representative Chris McGrath Minutes Respectfully Submitted By: Samantha LaPierre on behalf of the Chair Topics of Discussion: 1. Call to Order Chair Wise called open session to order at 7:01p.m. and reviewed the agenda. He announced that Ms. McLaughlin would be participating remotely. A. Public Input Mr. Wise called for public comment. Marianne Downing, Healher Dr. Asked Dr. Milaschewski what his plans were with a group of new leadership and how he planned to collaborate and ensure the group works together efficiently. B. Consent Agenda Reports Page I 1 TOWNECLERK Town of Reading READING, MA. Meeting Minutes2021 a 04 OCT 13 PM 2.01 Board - committee - commission - Council: School Committee Date: 2021-07-22 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, Erin Gallen, Sarah McLaughlin, Tom Wise, Carla Nazzaro and Shawn Brandt Members - Not Present: Others Present: Superintendent Tom Milaschewskl, Assistant Superintendent Sarah Hardy, CFO Gail Dowd and MASC Representative Chris McGrath Minutes Respectfully Submitted By: Samantha LaPierre on behalf of the Chair Topics of Discussion: 1. Call to Order Chair Wise called open session to order at 7:01p.m. and reviewed the agenda. He announced that Ms. McLaughlin would be participating remotely. A. Public Input Mr. Wise called for public comment. Marianne Downing, Healher Dr. Asked Dr. Milaschewski what his plans were with a group of new leadership and how he planned to collaborate and ensure the group works together efficiently. B. Consent Agenda Reports Page I 1 Assistant Superintendent Dr. Sarah Hardy thanked the community for the warm welcome to Reading Public Schools. She encouraged staff and community to reach out over the summer, she looks forward to getting to know everyone. Mrs. Nazzaro — No Report Mrs. Gaffen — No Report Mr. Wise was able to visit the ESY program with Dr. Stys and was able to see firsthand the energy and optimism in the program. Ms. McLaughlin—No Report Mr. Brandt — No Report Mr. Robinson stated that the recreation committee met last Thursday and reorganized the committee. There was discussion about a flagpole at Hunt Park and they are interested in getting a flag hung on this empty flagpole. There was discussion about other ball parks in town and adding flagpoles to these parks as well. C. Personnel Action Director of Finance Search Process Review & AtirQ oral Dr. Milaschewski thanked Mrs. Dowd for her leadership over the past five years. He stated she is known for her tireless work ethic and strong work relationships across the town. Dr. Milaschewski discussed the screening process for the Director of Finance interview process. The full proposal of the screening process and timeline for Director of Finance was included in the packet. The committee recommended sending out a survey to the community to receive feedback as an alternative to the community meet and greet. Mr. Brandt moved, seconded by Mr. Robinson to approve the Director of Finance search process as outlined in the Superintendent's memo dated July 19 2021 with the following amendments the elimination of the community meet and greet, the inclusion of a community survey pending advice from School Committee legal counsel, vetting the finalists by School committee in Executive Session and one additional parent added to the screening committee. The roll call vote carried 6-0. Mr. Brandt, Mrs. Gaffen, Ms. McLaughlin, Mrs. Namaro. Mr. Robinson and Mr. Wise. Appointment of Superintendent to Collaborative Boards Chair Wise stated that one of the responsibilities as the School Committee is the appointment of either a member of the School Committee or the Superintendent of Schools to the Board of Directors of Education Collaboratives that Reading Public Schools is a part of, which is codified in Mass General Laws, Chapter 40, Section 4e. Reading Public Schools is currently a member of two collaboratives: SEEM Collaborative and Northshore Educational Consortium. Given the nature of these Collaboratives and the association with the day-to-day operations of the districts, the School Committee recommended the appointment of Dr. Milaschewski as the representative. Page 1 2 Mr. Brandt moved, second by Mrs. Nazzaro as required by MGL Chapter 40 Section 4e(cl to appoint Superintendent Thomas Milaschewski as the Readine Public Schools' representative to the Board of Directors of the Northshore Education Consortium for the 2021-2022 school year. The roll call vote carried 6-0. Mr. Brandt, Mrs. Gaffen, Ms. McLauehlin, Mrs. Nazzaro, Mr. Robinson and Mr. Wise. Mr. Brandt moved, second by Mr. Robinson as required by MGL Chapter 40 Section 4e(c to appoint Superintendent Thomas Milaschewski as the Readine Public Schools' reoresentative to the Board of Directors of the SEEM Collaborative for the 2021-2022 school year. The roll call vote carried 6-0. Mr. Brandt, Mrs. Gaffen, Ms. McLauehlin, Mrs Nazzaro. Mr. Robinson and Mr. Wise. Superintendent Entry Plan MASC representative Chris McGrath discussed the new Superintendent induction program that Dr. Milaschewski will work through over three years. Dr. Milaschewski discussed his entry plan, which consisted of four phases: pre -entry, listening and learning, analysis and sharing, and planning. He discussed the goals of his entry process which included establishing a strong working relationship with the Reading School Committee and collaborate to set year 1 goals. He has began to build relationships with stakeholders, develop a shared understanding of the district's core strength, challenges, and opportunities. He plans to utilize data trends to determine goals, priorities, and strategic actions, and assess districts strategic plan and collaboratively adjust for implementation. Superintendent Review Timeline Discussion Chair Wise asked the committee to discuss and approve a review timeline for Superintendent Dr. Milaschewski. The intent of the discussion was to set the foundation for Dr. Milaschewski's first review cycle. The committee gave their opinion on the timing and execution of both a Formative Review and a Summative Review in that one-year period Mr. Brandt moved, seconded by Mn. Nazzaro to enter a one-year evaluation cycle from July 2021 to June 2022 for Superintendent Thomas Milaschewski with the Formative Evaluation to occur in February 2022 and the Summative Evaluation to occur in June 2022. The roll call vote carried 6-0. Mr. Brandt, Mrs. Gaffen, Ms. McLauehlin, Mrs. Nazzaro. Mr. Robinson and Mr. Wise. D. New Business Declare Surplus Equioment Mrs. Gail Dowd stated that RPS has completed an inventory of school furniture, equipment, and materials and to ensure compliance with the surplus disposition requirements of Massachusetts procurement law, MGL Chapter JOB, she asked that the School Committee declare the items outlined in the Surplus Property memo dated July 14,2021 as surplus property. Mr. Brandt moved, seconded by Mrs. Namaro to accept the Surplus Equipment as stated in the memo from Chief Financial Officer dated July 14, 2021. The roll call vote carried 6-0. Mr. Brandt, Mrs. Gaffen, Ms. McLaughlin, Mrs. Nazzaro. Mr. Robinson and Mr. Wise. Page 1 3 Response to Complaint brought against a Public Individual Chair Wise stated that at the recommendation of their attorney, he would read the School Committee's statement on this matter. At that point, there will be no further School Committee discussion. If the public wishes to comment, the comments will be respected but the School Committee will not be able to answer with anything other than factual information by Dr. Milaschewski or Chair Wise. Chair Wise read a prepared statement. "As some of you may be aware, this past March, some confidential student record information was inadvertently released by the Town of Reading in response to a public records request regarding the incident at the US Capital on January 6th. The School Committee recently heard a complaint from Parents who were impacted by this release regarding their concerns about Committee member Shawn Brandt and his knowledge of the situation. These are the facts as we know them regarding this incident • On February 161h, a resident of Reading (the "Requestor") requested all written communications, from January 7, 2021 to January 28, 2021, between members of the Reading community, the Reading School Committee, and Reading Public School staff and administration that pertains to an email to parents with an attachment about the events at our nation's capital on January 6, 2021. • The information was initially gathered by former Superintendent Doherty, but due to perceived time constraints and with a promise of data redaction, the information was provided to Laura Gemme, the Town Clerk for the Town of Reading. • Ms. Gemme volunteered to review the materials and redact any identifying information that was protected from disclosure by law (including student record information). • On or around March 20, the materials were sent to the Requester by Ms. Gemme. • It was reported that another party sent the materials on to an individual who then posted them on a webpage. • According to Mr. Brandt, the Requestor had asked Mr. Brandt if he wanted a copy of the materials that they received as a part of the public records request and Mr. Brandt stated that he did want to receive a copy of the materials. • Mr. Brandt also stated he was not involved in the creation of the original request for the materials, nor was he aware that the request had been distributed to others at that time. • Sometime shortly after March 29, 2021, Mr. Brandt says he received the copy via a google drive and began to review it. Mr. Brandt asserted that the material review occurred over a period of a few weeks due to other conflicting obligations. Over the course of his review, he discovered that there was confidential student information that was not redacted. • Mr. Brandt acknowledged that he did not immediately notify Superintendent Doherty upon discovering unredacted information contained in the materials. • On April 15, 2021, Tom Wise inforned Superintendent Doherty that he had just become aware of the fact that there were some emails that were not properly redacted on a website. Superintendent Doherty attempted to correct the matter and spoke to the families who contacted him regarding this matter. The Committee reviewed this matter at length and engaged our counsel, Colby Brant, for further assistance. Attorney Brunt has informed us that the actions of Mr. Brandt do not Page 1 4 amount to a FERPA violation. Based on the information before us, we have determined that Mr. Brandt had no control over the release of confidential student information to the third party, nor did Mr. Brandt, as a recipient of the information from the Requester, release the information to any other party. As such, Counsel for the Committee has advised the Committee that Mr. Brandt did not violate FERPA. However, the Committee does note that Mr. Brandt, in his capacity as a School Committee member, should have informed Superintendent Doherty immediately upon learning that there was an accidental release of confidential student record information. Further, the Committee did discuss the authority the body had with respect to this complaint. Pursuant to the Reading Home Rule Charter, we do not have the authority to remove a member. That authority rests solely with the voters of Reading. Therefore, there was no further discussion on that topic. Additionally, the Committee did discuss the Ethics complaints against Mr. Brandt. Individual Committee members expressed serious concerns with the appearance of the actions and the lack of notification of the breach to the Superintendent and the Chair of the Committee, but the Committee of the whole did not conclude with respect to any ethical violations or policy violation. District Administration and the Committee of the whole are saddened and apologetic that information about students was inappropriately released without the necessary redactions. To that end, we are taking the following action: • All public records requests that involve the schools will be handled by the District's Records Access Officer (RAO). The RAO will consult with counsel, when necessary, on questions involving redaction. As of late April, the Superintendent of Schools is the District's Record Access Officer. • Counsel has drafted a letter to the webmaster asking to remove all information from the public records request and offering to provide a new version that has been reviewed by the RAO for the District. • The Committee has engaged Counsel to provide a training in late August regarding the laws involving public records and student records. • District administration is working to notify all other families that mistakenly had their student records compromised in this event. After thorough review of the materials provided in the Public Records Request, 274 e-mails were reviewed, covering 281 URLs. Of those, eight e-mails mistakenly contained information that is considered confidential student information regarding six students at Birch Meadow Elementary. Outside of these six students, no other confidential student information was released. • The Committee will refer this to the Policy Sub Committee and will review our existing Student Records Policy (IRA) and Procedure (JRA -R) in alignment with our Public's Right to Know Policy (KDB) for potential changes and updates regarding Public Records Requests and Data Breaches. It is our expectation that we never need to address a similar situation in the future, and we commit to working together to realize that expectation. Once again, our sincere apologies to the families and students who were impacted." Chair Wise asked for public comment on the topic. Chris Haley, Tennyson Roadd stated that his daughter was one of the students who had personally identifiable medical information released in this incident He stated that his daughter's information was in the first email of the 272 mails released. Mr. Haley asked Mr. Brandt to step Page 1 5 down from his position on the School Committee Alicia Williams, Marla Lane stated that her son had personal information released. She stated that Mr. Brandt violated policies BCA and JRA and believes he should be removed from the School Committee. Amanda Haley, Tennyson Road stated that the children are the victims in this incident. She asked what date Mr. Brandt notified legal counsel regarding having mails in question. Lisa Cates, Lowell Street read a prepared statement. She stated she did not agree with the way that Reading Public Schools responded to the event of January 6u. She stated that it is not the school'sjob to teach her children social justice, and they are only responsible for teaching them the school curriculum. Marianne Downing, Heather Drive asked about the other mails that were released with parent information and opinions and stated that they might also want to know that these mails were released. She suggested adding a note to the school website, that all correspondence with staff is considered public record. Lisa Cates, Lowell Street asked if the website had a comment box and if this could be submitted without personal email address or personal contact information. Amanda Haley, Tennyson Rd stated that it may be beneficial to inform parents at the enrichment night that emails are public record. Irene Litteria, Deborah Drive read a prepared statement regarding two serious issues. The first was releasing private mails and medical information regarding parents and students and the second was regarding a book titled "Not My Idea" which was recently added to the Birch Meadow Library. (The full written statement was published in the 7/22/21 packet.) School Committee Brochure Chair Wise asked the Committee to approve minor updates to the School Committee Brochure and discussed the potential participation in the Reading Rotary Fall Street Faire. The Brochure was updated to reflect the current composition of the Committee, the most recent update date and to synthesize feedback on the brochure at the last meeting in which it was taken up- February 6. 2020. Mr. Brandt moved, second by Mrs. Gaffen to approve the School Committee Brochure for the 2021-2022 school Year. The roll call vote carried 6-0. Mr. Brandt, Mrs. Gaffen, Ms. McLauehlin, Mrs. Nazzaro, Mr. Robinson and Mr. Wise. 13a Annual Reading Fall Street Faire Chair Wise stated that the IP Annual Reading Fall Street Fane would take place on Sunday September 12, 2021, from 12:00p.m: 5:00p.m. in Downtown Reading. The School Committee would register as a Not for Profit, the registration fee is $110. Chair Wise announced that he, and Dr. Milaschewski would bejudges for the 9/11 20° Anniversary Writing Contest. For more information about the Fall Street fair please review the website for the event at htto://fallstreetfaire.com/. Mr. Brandt moved, seconded by Mrs. Gaffen to approve the registration of and Participation by the School Committee in the 2021 Reading Rotary Fall Street Fair inclusive Page 1 6 of registration fees. The roll call vote carried 60. Mr. BroadL Mrs. Gaffen, Ms. McLauehlin, Mrs. Nazzaro, Mr. Robinson and Mr. Wise. E. Information/ Correspondence F. Adioumment Mr. Robinson motioned adjourned, seconded by Mrs. Nazzaro. Roll call "Mr. Brandt. Mrs. Gaffen, Ms. McLaughlin, Mrs. Nazzaro, Mr. Robinson and Mr. Wise. The meeting adjourned at 9:20 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 met ' g v' eo: 2ph. mi0ee 07-22-2021 - YouTube Thom f Milaschewski, Ed.D. Page 1 7