HomeMy Public PortalAbout20230615 - School Committee - Agenda PacketHopkinton School Committee
Thursday, June 15, 2023
Regular Meeting 7:00 PM
HCAM Studio, 77 Main Street, Hopkinton
AGENDA
I. Call to Order
a. Reorganization
Nominations for Vice Chair for the 2023-2024 School Year.
II. Pledge of Allegiance
III. Public Comments
IV. Recognitions
• Unified Track D2 State Champions
• Science Fair National Winners
V. Reports:
a. 7:15-7:25: Superintendent's Report - Dr. Cavanaugh
b. 7:25-7:30: School Committee Chair Report - Ms. Cavanaugh
Warrants #23-067S and #23-068S have been approved. A copy of the warrants have are
included in your packet.
c. 7:30-7:35: Liaison Reports
VI. New Business
a. 7:35-7:40: Apple Lease - Ms. Rothermich
For consideration: Request approval for the replacement Apple Lease for the 1:1 Laptop
Program in the amount of $52,733.50 annually, and the teacher laptop replacements at the
Middle School, loaners at the High School and the Middle School graphics lab in the amount of
$111,119.69 annually.
Motion: Move to approve the two Apple Lease programs as presented.
VII. Old Business
a. 7:40-7:50: Liaison Roles for 2023-2024 - Ms. Cavanaugh
For consideration: The Committee will review the roles and responsibilities for the year.
Review and assign School Committee members liaison roles for the 2023-2024 school year.
The listed matters are those reasonably anticipated by the Chair to be discussed at the meeting. Not all items may in fact be
discussed and other items not listed may also be brought up for discussion to the extent permitted by law. Unless an agenda item
is a posted public hearing, the matter may be considered earlier than the indicated time if there are last minute cancellations or
other unforeseen events which cause the Committee to move more quickly through the Agenda.
Motion: TBD
b. 7:50-8:00: School Committee Norms & Protocols - Ms. Cavanaugh
For consideration: The Committee will review the norms and protocols.
c. 8:00-8:10: School Committee Member Ethics Polio - Ms. Cavanaugh
For consideration: The Committee will review the current policy for revisions.
VIII. 8:10: Future Agenda Items
IX. 8:15: Items by Consensus
The Superintendent recommends the School Committee approve the Items by Consensus as
listed below:
a. Operating & Other Funds Warrant #23-067S in the amount of $809,869.78.
b. HS Student Activities Warrant #23-068S in the amount of $12,281.57.
c. Regular Meeting Minutes of April 27, 2023
d. Special Meeting Minutes of May 4, 2023.
e. Regular Meeting Minutes of May 11, 2023.
f. Regular Meeting Minutes of May 25, 2023
g. Regular Meeting Minutes of June 5, 2023.
X. 8:20 Adjournment
Next Meeting Dates:
July 6, 2023 -Regular Meeting
July 27, 2023 - Regular Meeting
The listed matters are those reasonably anticipated by the Chair to be discussed at the meeting. Not all items may in fact be
discussed and other items not listed may also he brought up for discussion to the extent permitted by law. Unless an agenda item
is a posted public hearing, the matter may be considered earlier than the indicated time if there are last minute cancellations or
other unforeseen events which cause the Committee to move more quickly through the Agenda.
INTENTIONALLY
BLANK
ITEM
DIVIDER
2023-06-15 Item VI.a. SC Agenda
Hopkinton Public Schools
89 Hayden Rowe Street Hopkinton, MA. 01748
Susan Rothermich
Director of Finance & Operations
srothermich@Hopkinton.K12.ma.us
Telephone: 508-417-9360
Fax: 508-497-9833
MEMORANDUM
To: Dr. Cavanaugh, Superintendent of Schools
From: Susan Rothermich, Director of Finance & Operations
Date: June 7, 2023 (for meeting of June 15, 2023)
Subject: Lease of Apple Equipment
1. For the high school 1:1 Laptop Program, it is necessary to initiate a new three-year lease for
MacBooks for next year's 9th graders. The units needed are based on family applications.
The PEPPM collaborative purchasing program was used to procure the equipment and lease
through Apple Education. The students pay for the devices over four years. The student cost
for the laptop model 1 and 2 is $852.89 and $1,411.62, respectively. The difference between
the models is memory and storage capacity. Annual lease payments are $52,733.50. Funding
for this lease will come from participant payments made into the 1:1 Laptop Initiative
Revolving Account by students and their families.
2. The FY24 Budget includes funding for the teacher laptop replacements at the Middle School,
loaners at the High School and the Middle School graphics lab. This represents
approximately 280 units with accessories and Apple Care. The PEPPM collaborative
purchasing program was used to procure the equipment and lease through Apple Education.
The annual lease payments are $111,119.69. Funding for this lease will come from the
Technology Budget.
I recommend that the School Committee approve the leases from Apple Inc. as detailed above.
INTENTIONALLY
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ITEM
DIVIDER
SC Sub -Committees & Liaison R oles 2022-2023 Updated: May 2022
Grou p/Role
Category
Description
Eff ort/ Time per
Month
Chatr
Nancy
Adam
S usa n
Amanda
H olly
Car ol
Core Functi ons
Media Spokesperson (Chair/
Superintendent)
Core SC Function
Th e auth ority of the Sch ool Committe e r ests in the
Committee as a whole, b ut in instances outside of meetings,
the chair represents the voice of the Committe e to the
community, incl uding to the media and to our legislators .
6-12 Hours/
Month
X
Alt
X
Legislator Liaison
Core SC Function
TBD
TBD
X
Alt
Budget Advisory Group
Core SC Function
The budget advisory group consists of the S uperint endent,
the Chair of the School Committee, the Town Manager, th e
Chair of the Board of Selectmen, the Ch air of the
Appropriations Committee and the Directors of Finance for
the t own and schools . The group meets monthly and as
needed thro ugh out the budget pl anning season to share
budget related information.
Monthly me etings
of roughly 1-2
hours ea ch
X
Alt
X
Policy Rev iew Working Gro up
Core SC Function
The policy working group is an ongoing s ubgr oup that
mee ts regularly to review and maintain the district wide
policy manu al. As additions, edits or other changes arise,
the working grou p drafts modifications which are then
emailed to all families and re viewed/voted on by the entire
School Committee du ring regularly s ched ul ed meetings .
Hopkinto n School Co mmittee policie s ca n be fou nd on the
district website under the School Committee tab.
4-8 hour/month
X
X
SC Meeting Minutes Rev iew
Core SC Function
SC Meeting Minutes rela te d to Regu lar, Special, and
Executive Sessions require to be captured, reviewed a nd
share d in a timely manner. Support is available for Regular
meeting minutes capture.
2 Hours/ Month
Charte red Voting Memberships
Irv ine-Todaro Committee (1
vo ting member)
V oting Membership
Irvine-Todaro Property Management
2 hours/ year
TEC (1 Voting Member)
votin M embership
g
The Education Collaborative (TEC) is a 15 member
district co llabo rative that supports the needs of
students with intensive ne eds. TEC also provides
PD, and sev eral o ther services to Educators.
Hours/ Month
VM
Maratho n Fund Committe e.
(1 voting member)
V oting Membership
The Mara thon Fund Co mmitte e is cha rged with
utlizing funds left o ver every year
2 4 Hours/ Month
X
Campus Planning Committee
Adviso ry
Sub -Committee
Work as part of team working with contracted
consultants to develop a district -wide campus plan;
will be interre la te d with ESBC2 work
TBD
Alt
ESBC-2 (2; 1 Vo ting Me mber)
Voting M embership
Elmwood School
SC Sub -Committees & Li aison Roles 2022-2023 Updated: May 2022
Grou p/Role
Cat egory
Description
Effo M n he per
Chair
Na ncy
Adam
Sown
Am anda
Holly
Carol
Turf Field Committee
Advisory
S ub -Committee
Turf Field Management
2 hours/ month
X
Youth Co mmissio n
Liaison Role
attend monthly meetings.
midweek in the
evening
Alt
x
Planning Board
Liaison Role
TBD
TBD
X
Appro priation Committee
Liaison R ole
Attend meetings, report on updat es
4-6 hrs/month
X
Alt
Selec t Boa rd
Lia ison Role
Attend me etings, report on updates
2-4 hrs/month;
SB Meets on
Tuesdays at 6PM
X
Alt
Capital Improvements
Liaison Role
Attend m eetings, r ep ort on updates
1-2 hrs/m onth
X
Alt
SEPA C
Lia ison Role
The Special Educati on Parent Advisory Council
advocates for students with Special Needs. It works
in an advisory r ol e with f amilies and School
Administration.
TBD
X
Hopkinton Organized for
Prevention (HOP)
Lia ison Ro le
Crea te d and launched by former Youth and Family
Services Director Denise Hildreth, the HOP
Coalition's mission is to pre vent substance abuse
and addiction in our community. Fuel ed by grant
funding from the state, the HOP Coalition is
comprised of a cross-section of community
me mbers who meet monthly to discuss what can be
done through community collaboration to combat
substance abuse. Committee members represent
first responders, recovery service providers, families,
high sc hoo l students, high school counseling, and
Hopkinton student se rvices. In the past the HOP
Coalition has helped sponsor educational events for
parents and families, substance -free so cial eve nts
for students, Hopkinton's substance- free post -prom
party, and o ther eve nts to wnwide.
One meeting for
2 hours per
month plus a ny
speci al proje cts
(optional);
meetings tend to
be at 4PM on
Tuesdays
x
Sus tainable Green Community
Liaison Role
X
ELPAC
Liaiso n Role
x
INTENTIONALLY
BLANK
ITEM
DIVIDER
2023-06-15 Item VII.b. SC Agenda
HOPKINTON SCHOOL COMMITTEE
PROTOCOLS AND BEST
PRACTICES FOR EFFECTIVE
SCHOOL COMMITTEE MEETINGS
2022-2023
"NORMS AND BELIEFS"
School Committee members are elected public officials, selected by their fellow citizens to act in their
interests and empowered to act as they see their duty to work for the children of their community.
Although rules of order are essential to an effective public meeting, personal norms and protocols to
guide individual or group behaviors are neither established in law nor subject to imposition by anyone
outside the board itself. Democracy demands the individual use one's best judgment as one perceives it
rather than succumbing to the will of another, whether it is resolving a matter of policy, fulfilling your
fiduciary responsibilities, or providing leadership.
How We Govern
1. We acknowledge that a School Committee meeting is a meeting of the School Committee that is
held in public — not a public meeting, and we will make every effort to ensure that Committee
meetings are effective and efficient.'
2. School Committee members agree to thoughtfully seek and support solutions that will provide
the greatest benefit to students. Once the School Committee has taken action, Committee
members will support the official position of the School Committee.2
3. It is the responsibility of the Superintendent to oversee the hiring, evaluation and handling of
personnel issues; it is the responsibility of the School Committee to evaluate the
Superintendent's effectiveness in these matters.
4. Members will exercise leadership in vision, planning, policy making, evaluation, and
advocacy on behalf of the students and district, not in managing the day-to-day
operations of the district.
5. We acknowledge the importance of subcommittees, and the Superintendent agrees to utilize them
to focus on a specific topic in-depth and to prepare for presentation, deliberation and possible
action by the full School Committee.
6. School Committee members agree to recognize and respect that their authority exists when a
quorum of the Committee meets and not as individual Committee members.
How We Communicate
1. It is our responsibility to set the tone for the entire school system, and we will make every effort
to promote a positive image for our school system. The Superintendent will be visible in the
community, and we will operate transparently and respectfully, maintain confidentiality, and
respect the Open Meeting laws.
2. The Superintendent and the School Committee recognize the importance of proactive
communication and agree that they will strive to avoid surprises in the meeting.3 If School
Committee members have questions or concerns related to the agenda packet, they agree
whenever possible to contact the Superintendent by noon two days prior to the meeting, without
the expectation of an individual response in order to maintain transparency and foster equal
access to the information among School Committee members.
Page 2 of 4
3. We agree that discussion will be limited to the agenda, and items will not be added to the agenda
unless it is determined by the Superintendent and the School Committee Chairperson that it
would be detrimental to delay the issue until a subsequent meeting.4
4. The Superintendent or designee will share an annual planning calendar with School Committee
members. If a member wishes to add an item to a future agenda, he or she should make a request
to the Superintendent or the School Committee Chairperson.' In turn, they will consult other
members, as well as the annual planning calendar to gauge interest and alignment.
5. School Committee members agree to refer important questions and concerns they receive from
members of the school community to the Superintendent and/or School Committee Chair as
appropriate. The Superintendent will investigate and provide all Committee members with the
information needed to respond to an issue.'
6. School Committee members will channel requests for information, reports and data through the
Superintendent and the School Committee Chair rather than directly to staff. The Superintendent
will ensure that each member has equal access to this information.'
7. The Superintendent and School Committee recognize the importance of working collaboratively
with Town officials to improve our schools, and we will actively seek ways to enlist their support
in our efforts.
8. The School Committee will work to create an environment of free and civil debate, allowing for
passionate disagreement on issues and not striving for homogeneity, but for solutions to the
matters at hand. In the course of such debate, members agree to respect individual differences
and acknowledge a unified commitment to best serve all students despite disagreements on how
that should be accomplished.
How We Improve
1. School Committee members and the Superintendent recognize the importance of professional
growth and development, and they agree to participate in experiences designed to further their
knowledge and understanding and to advance the work of our public schools.
2. In addition, School Committee members will participate in formal training organized by the
Superintendent and the School Committee Chairperson and conducted by organizations such as
the Massachusetts Association of School Committees (MASC) and/or Massachusetts
Association of School Superintendents (MASS).
3. If desired, all new School Committee members will participate in an orientation session, and a
School Committee mentor will be assigned.
4. The Superintendent and the School Committee agree to set aside time on an annual basis for
self -evaluation and to review our progress toward adhering to these norms and beliefs.
5. We recognize the importance of honoring our agreed upon norms and beliefs, and we agree to
take responsibility for reminding one another when we get off track.
This is an important distinction because the public does not have an inherent right to speak or participate without
recognition by the chair or entitlement through your municipal charter.
Page 3 of 4
2Some individuals object to this provision because it stifles dissent and disagreement. It is important to note that "supporting
the official position of the school committee" does not preclude principled disagreement or future attempts to change policy,
but simply not to undermine the work of the majority's policy of the district.
3 "Surprises" is a relative term, but it is appropriate to make sure that superintendents are aware of important issues or
challenging questions that will be posed at a meeting. This does not preclude a member from asking a question or raising a
point that arises during the course of a discussion or debate that, despite the most noble of intentions, could not be
anticipated. This is often linked to "full disclosure" noted below.
'Massachusetts law precludes the school committee from raising an issue that could not have been reasonably anticipated by
the chair. This protocol as stated on the list imposes an additional responsibility upon members not to push for discussions
for which the superintendent or staff may be unprepared. While it is a good idea to allow the superintendent and chair to
have the discretion to make a determination, a principled school committee member who feels genuinely that a late -breaking
issue is important should not be discouraged from asking colleagues to take up a matter that is critical to some but not to
others.
s The agenda is the property of the school committee. Developing the agenda is often delegated to the chair or to the
superintendent and chair.
e This is a best practice to follow. However, citizens have an unrestricted right to contact their elected officials and this right
may not be abridged by the superintendent or chair. Once you have listened respectfully to your constituents and asked if
they have approached the appropriate administrator, you should quickly make the referral to the superintendent.
'Requests for information, reports or tasks to be performed have taken on the title of "vanity projects." They are
problematic because they require the time and attention of the superintendent or staff and may not be of interest to the rest of
the school committee. For that reason, it is often a policy that these requests are channeled through the school committee as a
body or through the chair. However, as is stated, it is critical to the longevity of the superintendent that information be shared
with everyone.
s This targets intellectual bullies or others who would intimidate colleagues from raising or addressing important questions. It
also speaks to those who would demand "civil discourse" as a vehicle to silence principled critics who may become
passionate. Nothing should prevent a member from raising one's voice in passionate argument as opposed to shouting down
someone else's point of view
[These norms and protocols were adapted from original work by the Taunton School Committee in 2012. MASC notes that
reasonable individuals will have rational disagreements about meanings or appropriateness of terms from time to time. ]
Source: Massachusetts Association Of School Committees 2012-2013
Approved 9.2.2021
Page 4 of 4
INTENTIONALLY
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ITEM
DIVIDER
2023-06-15 Item VII.c. SC Agenda
BCA
HOPKINTON SCHOOL COMMITTEE POLICY
SCHOOL COMMITTEE MEMBER ETHICS
The acceptance of a code of ethics implies the understanding of the basic organization of School
Committees under the Laws of the Commonwealth of Massachusetts. The oath of office of a
School Committee member binds the individual member to adhere to those state laws which
apply to School Committees since School Committees are agencies of the state.
This code of ethics delineates three areas of responsibility of School Committee members in
addition to that implied above:
1. Community responsibility
2. Responsibility to school administration
3. Relationships to fellow Committee members
A School Committee member in their relations with their community should:
1. Realize that their primary responsibility is to the children.
2. Recognize that their basic function is to be policy making and not administrative.
3. Remember that they are one of a team and must abide by, and carry out, all
Committee decisions once they are made.
4. Be well informed concerning the duties of a Committee member on both a local
and state level.
5. Remember that they represent the entire community at all times.
6. Accept the office as a Committee member as a means of service with no intent to
pursue a personal agenda or to benefit personally from their Committee activities.
A School Committee member in their relations with their school administration should:
1. Endeavor to establish sound, clearly defined policies which will direct and
support the administration.
2. Recognize and support the administrative chain of command and refuse to act on
complaints as an individual outside the administration.
3. Give the chief administrator full responsibility for discharging their professional
duties and hold them responsible for acceptable results.
4. Refer all complaints to the administrative staff for solution and only discuss them
at Committee meetings if such solutions fail.
BCA Pg. 1 of 2
A School Committee in their relations with their fellow Committee members should:
1. Recognize that actions at official meetings are binding and that they alone cannot
bind the Committee outside of such meetings.
2. Realize that they should not make statements or promises of how they will vote
on matters that will come before the Committee.
3. Uphold the intent of executive sessions and respect the privileged
communications that exist in executive sessions.
4. Not withhold pertinent information on school matters or personnel problems,
either from members of their own Committee or from members of other Committees who
may be seeking help or information on school problems.
5. Make decisions only after all facts on a question have been presented and
discussed.
First Reading
October 4, 2018
Second Reading
October 18, 2018
Third Reading
Adopted
October 18, 2018
Policy Amended
Legal References
Policy Cross Reference
Source MASC 5/22/64
9.20.2021
BCA Pg. 2 of 2