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HomeMy Public PortalAboutSupt. Search Subcommittee -- 11/13/2014 Minutes t.\piii]EiVED Nauset Regional School Committee November 13, 2014 Brewster Town Hall Present for the Committee: Chair O'Reilly(7:15 p.m.), Chris Easely, Sue Skidmore, Sarah Blackwell, Jayne Fowler and Ed Lewis Present for the Administration: Dr. Hoffmann, Superintendent, Mr. Gauley, Assistant Superintendent, Ms. Venditti, Director of Finance and Operations Dr. Caretti, Director of Student Services, Principal Thomas Conrad and Principal Maxine Minkoff Call to Order Vice Chair Easely called the meeting to order at 7:10 p.m. Agenda Changes—None Recognitions—Superintendent's Excellence Award Recipients Dr. Hoffmann recognized Reed Jenkins and Kaylee Wallace as the recipients of the Superintendent's Excellence Award noting their leadership, creativity, community service and academic record. Citizens Speaks -None Student Representative Report Principal Conrad introduced Peter Kelsey from South Chatham as the student representative to the Nauset Regional School Committee. Peter Kelsey reported that the homecoming dance was very successful with approximately 700 students in attendance. He thanked the student council for reorganizing this event to make it so successful. He reported that there are five fall sports teams in tournament play. He reported that the Key Club, of which he is president, donated 400 canned goods to the Lower Cape Food Pantry. He also noted that after school the Guidance Department is offering free essay revision and common application workshops to help seniors with their college applications. Priority Business Administrators' Reports— Principal Minkoff introduced Officer Casey Egan, Resource Officer at Nauset Regional Middle School. Officer Egan shared her daily interactions with students during school and in after school programs like the Builders Club and the Volley Ball Club. Teachers and students alike have expressed their appreciation and gratitude for her being at the school and making a difference. Principal Conrad reported that 250 seniors had their yearbook picture taken at the beach, which was fantastic! He reported that the new track is down and they will be lining that soon. Presently they are grinding up the old tennis courts to get ready for the new ones. Principal Conrad thanked Giovanna Venditti, Director of Finance and Operations and her staff for working so diligently on the capital projects. Principal Conrad was invited to Bourne and Falmouth to 1 ' Page November 13 , 2014 attend community forums relating to later start times for their high schools. He shared that many schools are getting in line with this initiative. He thanked the Region School Committee and the Joint Committees for listening to the research, grappling with the issues and being in the forefront for later start times for high school students at Nauset. Mr. Keith Gauley, Assistant Superintendent, highlighted some items from his written report including that Nauset was approved as a pilot district for the use of DESE model student and staff surveys. These surveys will be completed by students as feedback for teachers and staff and will be utilized as feedback for administrators as part of the evaluation process. There is no cost to Nauset for the 2014-15 school year to participate in the use of these model surveys. Mr. Lewis asked if the School Committee would get a synopsis so that they can see some of the results from the survey. Mr. Gauley indicated he is talking with the NEA regarding who would own the results and did not know what information would be shared and at what level. He noted that the School Committee has access to Condition of School Effectiveness Survey. Dr. Hoffmann noted that this is a work in progress and right now it is reasonably confidential. Ann McConchie,teacher at the Nauset Middle School, indicated that it is part of the Educator Evaluation System and is designed to help educators improve their practice. It is to be used within the Educator Evaluation System. Superintendent Hoffmann reported that he sought a legal opinion from the District's attorney regarding a waiver of liability for field trips and wording to be used on permission slips to protect staff and the district from liability on overnight trips and field trips. He would like to put this into practice and has asked the attorney to simplify the wording for parents. He stated that staff will feel better about accompanying students on trips knowing they are protected. Principal Conrad did not see this as a problem with field trip permission slips. Dr. Hoffmann also reported that he will be hosting Cheng Wenju who is the assistant principal of a high school in China with 3,000 students. Ms. Cheng will visit the High School and Middle School as well as a couple of the elementary schools. FY15 Budget Update Ms. Venditti, Director of Finance and Operations, reviewed the financial Dashboard Report for the Committee. She also reported that the Capital Asset Subcommittee is working hard to get projects completed. Mr. David Dunford, Chairman of the Board Selectmen in Orleans, addressed the Committee regarding the$325,000,000 deficit in the state's budget. He indicated the state will be looking for some cuts. He indicated a strong voice is needed to maintain local aid. He worries about some of the accounts like Circuit Breaker and Chapter 70 funding, to name a few. FY 16 Budget Update Dr. Hoffmann reviewed the Administrative Budget Calendar with the Committee. He noted that there are quite a few meetings set aside for budget deliberations. He also indicated that principals are working on the first draft of the budget and the committee will have a draft of the 2 I Page November 13 , 2014 budget on December 11th. Budget assumptions and priorities will be on the agenda in December, when the Principals will share some of their budget priorities. The School Committee members will comment on and suggest as a group what will move forward in the budget.The towns' budget guidelines have been received from Wellfleet and Orleans and the directive is to keep budgets within 2.5%. Dr. Hoffmann indicated that salary increases are 2.25%and there will be a bus transportation bid in FY16. Principals will be asked to maintain what they have, reduce, reorganize, or restructure their budgets. There will be no hard decisions until revenue is determined. Chair O'Reilly asked that budget meetings be televised and thanked Dr. Hoffmann for the including the School Committee in the initial look at the budget. Capital Plan Chris Easely gave a report from the Capital Asset Subcommittee. He thanked Ms. Venditti and her staff for the enormous amount of work that they have accomplished. The science lab at the High School was more costly than anticipated, so only one lab has been completed. The concrete is in serious need of repair as well as the lighting all around the facility. The Capital Asset Subcommittee has determined that a debt exclusion will be sought from the towns. The work might be l to 1.2 million. Ms. Venditti indicated that educational and safety issues need to be addressed and they are looking further at the 5 year capital plan and looking at a SOI for the high school. Mr. Easely indicated that the 44 year old school needs major renovation as systems are not up to standard. The Capital Asset Subcommittee felt if repairs were taken as a package, the towns would get more for their money and expenses would be shared with the state. They will ask the towns how they wish to proceed, override every year or just one big override. Chair O'Reilly indicated he would like to tackle the concrete, exterior lighting and science lab renovation but the annual capital funds are not sufficient to cover these. He also indicated the money dedicated for courtyard concrete is grossly underfunded. He stated that as a Committee, they need to ask the towns for a debt exclusion for spring 2015. Dr. Hoffmann and Ms. Venditti will put together the cost estimates for these priority projects. Mr. Lewis indicated that the capital money that is given by the four towns in the amount of$459,000 each year was never intended for this type of work, major expenditures. It was meant for ongoing repairs and maintenance to maintain them. He stated the Committee is in agreement that these things need to be fixed. MOTION: On a motion by Ed Lewis, seconded by Sue Skidmore, it was voted unanimously, that costs be put together for the four towns for May town meeting 2015, for fixing the courtyard, lighting and a science lab at Nauset High School. Chair O'Reilly thought a SOI, Statement of Interest to the MSBA, would be completed by April 2016, which will give time to talk to the four towns. Another option would be to approach the towns every third year or do something in one very large project and get partial funding from the state. 31 Page November 13 , 2014 MOTION: On a motion by Ed Lewis, seconded by Jayne Fowler, it was voted unanimously to begin talks with the four member towns about a long-range, major renovation plan for the High School. Mr. Easely indicated that by going with the MSBA, and a bigger project,Nauset would get more for their money and a totally renovated school. Ms. Fowler also felt the district could save money dealing with the whole project all at once. On November 19th the Subcommittee will talk about assigning school committee representatives to talk to their Selectmen and Finance Committees. Mr. Lewis introduced Elizabeth Gawron, Board of Selectmen from Eastham. Mr. O'Reilly stated that all Capital Asset Subcommittee meetings are posted, open meetings. Mr. Russ French, Chairman of the Finance Committee in Eastham, suggested showing how the District can save money by doing a big project as compared to doing it a different way. Mr. Easely stated that costs will be incurred upfront in the debt process which could be $200,000 - 300,000 and Nauset is still not locked in at this point. The Committee will not know costs until they come up with a detailed plan. He stated there is a need and that Nauset's needs would be more effectively dealt with by a big project and a SOI, rather than piece meal. Mr. O'Reilly indicated that the towns had previously asked for an overall assessment of the three buildings in the region. The results were flabbergasting as to the amounts of money that would be needed for renovations. This is the beginning of talks with the four member towns on what is the best way to proceed. MOTION: On a motion by Ed Lewis, seconded by Sue Skidmore, it was voted unanimously,to transfer $10,933 out of Account 30292 HS Building Needs Assessment to Account 30289 HS Replace Lab Stations. REVOTE of the approval for funding for the Middle School Roof Project. This was voted in May, 2014 and the requirement was that each town be notified within 7 days from that meeting. This could not be verified in all four towns so Bond Counsel asked that this be re-voted and a letter sent to the Town Administrators within the seven day period. On a motion by Chris Easely, seconded by Ed Lewis, it was voted unanimously to: VOTED: That the Nauset Regional School Committee ( the "Committee") hereby ratifies, approves and confirms, in all respects, its vote adopted May 21, 2014, which vote provided as follows: That the Committee hereby appropriates the amount of$2,438,439 for the purpose of paying costs of Middle School Roof Replacement Project at Nauset Regional Middle School, 70 Route 28. Orleans, MA 02653, including the payment of all costs 4 JPage November 13 , 2014 incidental or related thereto the Middle School Roof Project, which proposed repair project would materially extend the useful life of the school and preserve an asset that otherwise is capable of supporting the required educational program, and for which the District may be eligible for a school construction grant from the Massachusetts School Building Authority ("MSBA"), said amount to be expended at the direction of Nauset Regional Schools Building Committee. To meet this appropriation the District is authorized to borrow said amount, under and pursuant to Chapter 71, Section 16(d), of the General Laws and the District Agreement, as amended, or pursuant to any other enabling authority. The District acknowledges that the MSBA's grant program is a non-entitlement, discretionary program based on need as determined by the MSBA, and any Project costs the District incurs in excess of any grant approved by and received from the MSBA shall be the sole responsibility of the District; provided further that any grant that the District may receive from the MSBA shall not exceed the lesser of thirty-seven point three two percent (37.32%) of eligible, approved Project costs. as determined by the MSBA, or (2) the total maximum grant amount determined by the MSBA, and that the amount of borrowing authorized pursuant to this vote shall be reduced by any grant amount set forth in the Project Funding Agreement that may be executed between the District and the MSBA. FURTHER VOTED: That within seven (7) days from the date on which this vote is adopted the Secretary be and hereby is instructed to notify the Board of Selectmen of each of the member towns of this District as to the amount and general purposes of the debt herein authorized, as required by the District Agreement and by Chapter 71, Section 16(d), of the General Laws. Ed Lewis indicated as far as capital expenditures and financing, he wants to present the thought process that 30% of our students don't come from the four towns. This will be on December's agenda. Enrollment and School Choice Dr. Hoffmann reviewed highlights from the written report and indicated that this will be on the agenda in December. At that time, he will explain why School Choice is right for the Nauset Schools. At the next meeting the Committee can compare data of October 2012 to October 2014 and what has changed in those two years. Included in the packet were new charts showing enrollment trends in the High School and Middle School and what school choice looks like in 2015. The Committee can also review enrollment data for Provincetown and Truro, students leaving Nauset, student coming to Nauset and class size information. 5 I Page November 13 , 2014 Other Reports and Information Policy Subcommittee—Sue Skidmore reported that the Policy Subcommittee is meeting to review the Staff and School Committee Communication Policy. The subcommittee will also review new recommendations for a few policies from MASC. Transportation Subcommittee—no report. Cape Cod Collaborative—no report, meeting cancelled. Superintendent Search Subcommittee—Mr. O'Reilly reported the Supt. Search Subcommittee is meeting on November 19th to discuss focus groups and moving forward. Future Agenda Items - MASC/MASS conference review Approval of Minutes On a motion by Ed Lewis, seconded by Chris Easely, it was voted 6 yeas, 1 abstention, Sarah Blackwell,to approve the minutes of October 9, 2014. . On a motion by Sarah Blackwell, seconded by Sue Skidmore, it was voted 5 yeas, 1 abstention, John O'Reilly,to approve the minutes of October 9, 2014. Adjournment On a motion by Sue Skidmore, seconded by Jayne Fowler, it was voted to adjourn the meeting at 8:49 p.m. Respectfully submitted, Ann M. Tefft Included in the packet: Administrators' reports,5 year capital plan,transfer recommendation,field trip waiver language,Dashboard Report,FY16 budget calendar,priorities and assumptions,report from Center for Executive Search,minutes. Wage November 13 , 2014