HomeMy Public PortalAboutBrewster School Committee -- 2012-08-16 Minutes ii
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Brewster School Committee
August 16, 2012
Brewster Town Hall
Present for the Committee: Dave Telman, Donna Kalinick,Jennifer Rabold(7:22 p.m.), Brenda Cazeault,and
Mara Liebling
Present for Administration: Dr. Hoffmann,Dr. Caretti,Giovanna Venditti,Principal Gauley
Others: Su Ballantine
CALL TO ORDER- Chair Telman called the meeting to order at 7:03 p.m.
AGENDA CHANGES —Chair Telman read a statement as to how meetings will be conducted
following Robert's Rules and protocol. He asked that all committee members be recognized by the
Chair before speaking. He also requested that members focus on agenda items and not talk about
things off topic. This will make meetings run more efficiently and effectively.
CITIZENS SPEAK—Trish Hill, President of Brewster PTO addressed the Committee regarding a
fundraising event—5K Walk Run and Kids Fun Run.
Trish Hill also addressed the Committee as a parent asking whether or not the Brewster School or the
Nauset Public Schools serve lean finely textured beef and ammonium hydroxide. She indicated that
the USDA has given schools a choice to purchase meat with or without the additive. With the start of
school, she would like to know the answer to the question for herself and other parents as well.
Director of Finance and Operations, Giovanna Venditti, indicated they will look into this and get back
to her with a definitive answer. The new Director of Nutrition and Food Services begins in August and
will be apprised of the concerns.
Playground Design Presentation
Nancy White from O'Brien and Sons and John Kissida gave a presentation to the school committee
regarding the playground design as well as a master plan for the playground spaces at the Eddy
Elementary School. Principal Gauley indicated that physical education teachers, therapists,Nauset
Youth Alliance and Recreation Department were included in the plans. It was suggested that the
Brewster Little League be involved in the process as well and Ms. Kalinick agreed to notify them.
Chair Telman thanked them for their informative presentation.
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First Tee Program
Chair Telman gave a brief overview of the program and the nine core values. After talking with the
Director of the program,they indicated they are willing to help with grants to get the program into our
schools. The cost of the program is $3,500. They would like to incorporate golf training into the
physical education classes. Su Ballantine enlightened the committee on the program and training
available for teachers. She also indicated that the values of the program will benefit the children of
Brewster. Principal Gauley indicated the next step would be to set up a meeting with the teachers,
principals and the director, Mr. McCabe. Chair Telman indicated he would forward the email with the
handbook to committee members.
FY12 Final Expense Review
The Superintendent and the Director of Finance and Operations reviewed the final expense reports for
Stony Brook and Eddy Schools. The Superintendent is recommending that the committee not vote
transfers any longer as recommended by the auditors which will help provide a history and better
records of what is actually spent in each account. Eddy Elementary School ended the year with a
$25,435.43 balance which was returned to the Town. It was noted that an anticipated out of district
placement never materialized. The Committee went through the budget line by line noting overages,
deficits and the rationale behind the balances in the various accounts. There was a deficit in the
Cafeteria Revolving Account in the amount of$11,343 which was greater than anticipated. The
Committee requested that Administration determine why there was such a discrepancy in the actual
and estimated figure from May. Some thoughts included: no snow days, field trips, field days and not
selling lunch tickets at the end of the school year to avoid carry-over balances. Dr. Hoffmann
indicated they would look at the actual June Report. The account balances in June for the last five
years was requested for comparison.
Stony Brook Elementary School had a$10,969 deficit in the Cafeteria Revolving Account which was
less than the estimated deficit projected in May which was $12,911. Giovanna Venditti, Director of
Finance and Operations, will update the committee at the next meeting. Dr. Hoffmann indicated that
the Point of Sales System in the Schools will probably begin around October 1St. The new Director of
Nutrition and Food Services, Susan Murray, will start with the High School the second week of
September. Students will use the system that was in place last year until the POS is up and running.
Dr. Hoffmann will send out a School Reach call letting parents know and will also put a message on
the website.
Stony Brook Elementary School ended the year with an$8,451.45 balance which was returned to the
Town. Committee members asked questions about the overages and deficits in the line items.
Giovanna Venditti will report back to the committee on the SN Therapy line and the SN tuition line.
The price of oil was discussed and whether or not the schools are using the county bid. What is the
difference from last year per gallon to this year's per gallon price?
Dr. Hoffmann indicated that even though transfers will not take place, Ms. Venditti will show the
variances in a separate monthly report.
MOTION: On a motion by Jennifer Rabold, seconded by Donna Kalinick,it was voted unanimously
not to do transfers in the coming year.
Revolving Account Update
The Superintendent indicated the committee would receive a monthly statement regarding the
revolving accounts, revenue, expenses and ending balances. (Building Rentals, Gifts&Donations) It
was noted that some custodial expenses were paid out of the revolving account and it was requested
that custodial fees be taken out of the regular maintenance of custodian account. It was suggested that
this fund be built up to be used on the playground. It was noted
that Building Use Funds may be used only for custodial overtime and expenses associated with the
building. More detail will be forthcoming as to where money is being spent. The Committee would
also like to know the breakdown of how much money has been spent on the Eddy roof& HVAC for
the past five years. Dr. Hoffmann indicated that $137,000 has been expended to one vendor over the
past five years. Last year the same vendor received approximately$50,000. (regular appropriations,
budgets, and capital funds) Lisa Souve and Giovanna Venditti will come up with a system for
reporting revolving accounts.
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FY13 Special Needs Expenses—Dr. Caretti explained that in June a student was placed in an out of
district placement. The tuition, after applying IDEA funding in the amount of$16,600, will be
$27,210. Transportation is approximately $29,400 for the year. When Dr. Caretti has updated figures
she will report back to the Committee. The Committee asked Administration to review the McKinney-
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Vento Law as it pertains to transportation. ($56,600 not budgeted for including transportation and
tuition) Dr. Hoffmann indicated that the state recently set aside funds to help districts pay the cost for
transportation and the Administration will be submitting for that assistance.
Financial Reporting and Budget Development
Dr. Hoffmann requested that if the Committee had thoughts about financial reporting going forward,
they let him or Giovanna know. Chair Telman asked committee members to look through old budgets
and monthy expenditure reports and see if there is something else they would like to see on the reports.
Motion:
On a motion by Mara Liebling, seconded by Donna Kalinick it was voted unanimously to add the
FY13 Capital Plan Item to the agenda. Items approved at May 2012 Town Meeting included: 1)
HVAC Maintenance and Repairs -$50,000
2)Technology Project - $30,000
3)Air Quality Improvement Repair/Replace Windows—Stony Brook School - $20,000
Items for Fall 2012 Town Meeting included:
1) HVAC Maintenance& Repairs—Eddy and Stony Brook Schools - $25,000
2) Roof Feasibility Study—Eddy School - $50,000
3)Repair/Replace Windows—Stony Brook School - $10,000
4) Replace/Repair Water Fountains—Stony Brook School - $12,000
5) Lavatory Repairs—Eddy School - $10,000
6) Replace Playground—Eddy School - $100,000
7) Interior/Exterior Painting—Eddy& Stony Brook Schools - $23,000
8) Carpet& Tile Replacement—Eddy& Stony Brook School - $30,000
9) Replace Cafeteria Tables and Chairs - $75,000
10)Replace/Upgrade Clock& Intercom System—Eddy School - $9,000
Discussion ensued regarding the feasibility study for the Eddy School roof and HVAC as well as the
windows at Stony Brook. All other items have been on the capital plan for a few years. It was noted
that Town Meeting is early this year and a"draft"plan had to be submitted. The Playground
Subcommittee is meeting later in the month and will have cost estimates for the next meeting. Chair
Telman asked that Administration get actual costs for a feasibility study.
He also indicated that the roof and HVAC units have to be the number one priority. The windows at
Stony Brook were also discussed and after receiving quotes for repair, it was decided that this too
requires a feasibility study. The Committee would like more information on MSBA and the process
for submitting a request for assistance. Stage curtains were mentioned and the need to replace for fire
safety reasons. The Superintendent will report back to the committee after the meeting with the town's
Capital Plan Committee.
Ms. Kalinick asked that the committee give the Superintendent authorization to apply for a grant
and to push forward with the application to repair the roof and HVAC. Dr. Hoffmann reminded the
committee that when applying to the MSBA, there are time constraints such as the building remaining
a school building for the next 20 years. Dr. Hoffmann will contact the MSBA regarding completing a
Statement of Interest. (SOI) Dr. Hoffmann indicated he will meet with Mr. Sumner in the next few
weeks.
Motion:
On a motion by Jennifer Rabold, seconded by Mara Liebling it was voted unanimously to approve the
FY13-18 Capital Plan.
Superintendent's Evaluation Update
The Superintendent gave the committee an update of meetings that had taken place with the Joint
School Committee in July and decisions regarding the Superintendent's Evaluation tool.
The Committee decided to adapt the Dept. of Education's process with minor changes. A guide to
rubrics and a sample of the evaluation form was distributed. The Joint School Committee decided to
look at 10 elements of the 42 in the evaluation rubric. Dr. Hoffmann is requesting each committee
choose 10 elements and turn them into their Chair. The Chairs will then meet and pick the ten they
feel are most important to the district. This will be an item on the September agenda. The
Superintendent will also have to set goals for himself which will include:
1) OneProfessional Practice, 2) One Student Learning Goal, and 3) 2-4 District improvement goals.
He will take these from the Strategic Plan.
Chair Telman requested that committee members email their choices to him and he will make a tally
sheet for the next meeting.
Self-Assessment
The self-assessment will be on the agenda in September and the form will be sent to committee
members.
Email Addresses
Through committee consensus it was determined they would use the Nauset email.
On a motion by Jennifer Rabold, seconded by Donna Kalinick, it was voted to post the email addresses
on the Nauset website.
Chair Telman stated at the beginning of the meeting next month he would like to set ground rules
to make meetings more productive and will limit the number of items on the agenda.
Dr. Liebling felt one goal should be to set a time limit on the length of meetings.
Approval of Minutes
On a motion by Mara Liebling, seconded by Jennifer Rabold, it was voted to approve the minutes of
the June 14, 2012 meeting.
Adjournment
On a motion by Mara Liebling, seconded by Jennifer Rabold,it was voted to adjourn the meeting at
10:40 p.m., subject to payment of bills.
Respectfully submitted,
Ann M. Tefft
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