HomeMy Public PortalAbout20230605 - School Committee - Agenda PacketHopkinton School Committee
Monday, June 5, 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
V. Reports:
a. 7:15-7:25: Superintendent's Report - Dr. Cavanaugh
b. 7:25-7:30: School Committee Chair Report - Ms. Cavanaugh
• Payroll Warrant S23023 and S23024 have been approved. Warrants #23-062,
#23-063, #23-064, #23-065, and #23-066 have been approved.
c. 7:30-7:35: Liaison Reports
VI. New Business
a. 7:35-7:45: SC Meeting Schedule/Calendar - Ms. Cavanaugh
For consideration: Review the 2023-2024 meeting calendar options and determine the meeting
schedule for the upcoming year.
Motion: TBD
b. 7:45-7:55: 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.
Motion: TBD
c. 7:55-8:05: School Committee Norms & Protocols - Ms. Cavanaugh
For consideration: The Committee will review the norms and protocols for discussion at a
future 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 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.
d. 8:05-8:15: Chromebook Lease - Ms. Rothermich
For consideration: Request approval to approve the replacement Chromebook Lease from
XXX annually in the amount of $XXX.
Motion: Move to approve XXX lease for Chromebooks for $XXX annually.
e. 8:15-8:20: ESBC-2 Budget Forms for the MSBA - Dr. Cavanaugh
For consideration: Request SC to authorize ESBC-2 Chair to sign regular paperwork which
includes Budget Revision Request, to be signed along with the SB Chair, at those appropriate
milestones.
Motion: Move to authorize the ESBC-2 Chair to sign periodic regular MSBA paperwork
including Budget Revision Request forms on behalf of the School Committee.
f. 8:20-8:25: Listening Tour - Elmwood Replacement - Ms. Cavanaugh
For consideration: Set schedule for listening tour dates and times.
g. 8:25-8:30: HHS Band Donation - Dr. Cavanaugh
For consideration: Request approval to accept donation of a Helmke Trumpet from the Burke
Family with a value of $500.
Motion: Move to approve the donation of the Helmke Trumpet valued at $500.
h. 8:30-8:35: Mentoring Coordinator Stipend - Mr. LaBroad
For consideration: Request approval for a stipend to fund the positions of Elementary
Mentoring Coordinator and Secondary Mentoring Coordinator in the amount of $2,000 each
($4,000 total) funded from the Title IIA Grant.
Motion: Move to approve the Elementary Mentoring Coordinator and Secondary Mentoring
Coordinator stipend.
i. 8:35-8:40: Elementary Summer Math Enrichment Educator(s) - Mr. LaBroad
For consideration: Request approval for a stipend to fund Elementary Summer Math
Enrichment Educator(s) for rising grades 1-4 and rising grades 5-6 in the amount of $500 per
grade level funded through the Title IV Grant.
Motion: Move to approve the stipend to fund the Elementary Summer Math Enrichment
Educator(s) for rising grades 1-4 and rising grades 5-6 in the amount of $500 per grade level.
VII. Old Business
VIII. 8:40: Future Agenda Items
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.
IX. 8:45: Items by Consensus
The Superintendent recommends the School Committee approve the Items by Consensus as
listed below:
a. Payroll Warrant 23023 in_the amount of $1,856,996.64.
b. Payroll Warrant 23024 in the amount of $2,031,991.49.
c. Operating & Other Funds Warrant #23-062 in the amount of $240,885.61.
d. Drama Scholarship Warrant #23-063 in the amount of $250.
e. Operating & Other Funds Warrant #23-064 in the amount of $945,569.62.
f. High School Student Activities Warrant #23-065 in the amount of $60,473.35.
g. Elmwood Student Activities Warrant #23-066 in the amount of $1,152.75.
X. 8:50: Adjournment
Next Meeting Dates:
June 15, 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 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.
INTENTIONALLY
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ITEM
DIVIDER
July 2023
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March 2024
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August 2023
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December 2023
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April 2024
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No School
Budget presentations start in November
Graduation is May 31, 2024
Last day of school June 14, 2024
Joint Meetings: Sept/Dec/Jan/Feb
July 6 & 20
August 3 & 17.
Aug. 22 - Joint Meeting
w/ESBC-2 Tentative
September 7 & 21
October 5 & 19
11/2 & 16 and Special
Town Meeting TBi.)
December 7 & 21
January 4 & 11 (Budget
Public Hearing) & 18
Feburary 1 & 15
March 7 & 21
April 4 (need addition
meeting date)
April Vacation 3rd week
Possible Special Meeting
for Supt. Eval
May 2 & 16
ATM May 6 & 7
Possible Special Meeting
for Supt. Eval
Reorganization Meeting /
New members
June 6
September 2023
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January 2024
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May 2024
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FORMAT
January 4, 11, 18 Budget
May 6 & 7 Annual Town Meeting
May 16 or 23 - Reorganization
April or May- Special
Meeting-Supt.Eval - depending on
schedule
Meetings every other week
July 6 & 20
August 3 & 17 &31.
Aug. 22 - Joint Meeting w/ESBC-2
Tentative
September 14 & 28
October 12 & 26
11/9 and Special Town Meeting TBD
December 7 & 21
January 4 &11 (Budget Public Hearing)
& 18
February 1 & 15 & 29
March 14 & 28
April 11 & 25
Possible Special Meeting for Supt. Eval
May 9 & 23
ATM May 6 & 7
Possible Special Meeting for Supt. Eval.
Reorganization Meeting / New
members
June 6
October 2023
M
T
2
3
9
10
16
17
23
24
30
31
February 2024
M
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5
6
7
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20
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2
9
16
21 22 23
26
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28 29
June 2024
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INTENTIONALLY
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ITEM
DIVIDER
SC Sub -Committees & Liaiso n Roles 2022-2023 Updated: May 2022
Grou p/Role
p
Category
g rY
Descripti on
p
Effort/ Time p er
Month
Chair
Nancy
Adam
Su sa n
Ama nd a
Holly
Car ol
C ore Fu nctions
Media Spokesperson (Chair/
Superintendent)
Core SC Function
The authority of the Scho ol Committ ee rests in the
Committee as a whole, but in instances outside of meetings,
the chair represents the voice of the Committee to the
community, including to the media and to our legislators.
6-12 Hours/
Month
X
Alt
X
Le gislator Liaison
C ore SC Fu nction
TBD
TBD
X
Alt
Budget Advisory Group
Core SC Function
The budget advisory group consists of the Superintend ent,
the Chair of the Sch ool Committee, the Town Manager, th e
Chair of the Board of Selectmen, the Chair of the
Appropriations Committee and the Directors of Finance for
the town and schools. The group meets monthly and as
needed thr ough out the budget planning season to share
budget related informati on.
Monthly m eetings
of roughly 1-2
ho urs each
X
Alt
X
Po licy Review Working Group
Core SC Function
The policy working group is an ongoing subgroup that
mee ts regularly to review and maintain the district -wide
polic y manual. As additions, edits or other chang es arise,
the workin g grou p drafts modifications which are then
ema iled to all families and reviewed/voted on by the entire
School Committee during regularly s cheduled meetings.
Hopkinton School Committee polici es c an be found on the
district website under the School Committee tab.
4-8 hour/month
X
X
SC Meeting Minutes Review
Core SC Function
SC M eeting Minutes related to Regular, Special, and
Exe cutive Sessions require to be captured, reviewed and
share d in a timely manner. Support is available for Regular
meeting minutes capture.
2 Hours/ Month
Chartered Votin g Memberships
Irv ine-Toda ro Co mmittee (1
voting member)
Voting Membership
Irvine -Todaro Property M anagement
2 hours/ year
TEC (1 Voting Member)
Vo ting Membership
The Education Collaborative (TEC) is a 15 member
district collaborative that suppo rts the nee ds of
students with intensive needs. TEC also provides
PD, and several other services to Educators.
4-6 Hours/ M onth
VM
Marathon Fund Committee.
(1 voting member)
Voting Me mbership
The Marathon Fund Committee is charged with
utliz ing funds le ft o ver every year
2-4 Hours/ Mo nth
X
Campus Planning Committee
Advisory
Sub Committee
Work as part of te am working with contracted
consultants to dev elo p a district -wide campus plan;
will be interrelated with ESBC2 work
TBD
Alt
ESBC-2 (2; 1 Voting Member)
Voting Me mbership
Elmwood School
SC Sub -Committees & Liais on Roles 2022-2023 Updated: May 2022
Group/Role
Category
Descripti on
Eff M p erim e
Chair
Nancy
Ad am
Susan
Ama nda
Holly
C arol
Turf Field Committee
Advisory
Sub -Committee
Turf Field Management
2 hours! m onth
X
Youth Co mmis sion
Liaison Role
attend monthly meetings.
midweek in the
evening
Alt
x
Planning Bo ard
Liaison Rol e
TBD
TBD
X
Appro priation Committee
Liaison Role
Attend meetings, report on updates
4-6 hrs/month
X
Alt
Select Board
Liaison Role
Attend meetings, report on updates
2-4 hrs/month;
SB Me ets on
Tuesdays at 6PM
X
Alt
Capital Improvements
Liaison Role
Attend meetings, report on updat es
1-2 hrs/month
X
Alt
SEPAL
Liaison Role
The Special Education Parent Advisory C ouncil
advocates for students with Special Needs. It works
in an advisory role with families and Sch ool
Administration.
TBD
X
Ho pkinto n O rganized for
Prevention (HOP)
Liaison Role
Created and launched by former Y outh and Family
Services Directo r Denise Hildreth, the HOP
Coalition 's missio n is to prevent substance abuse
and a ddictio n in o ur community. Fueled by gr ant
funding from the state, the HOP Coalition is
comprised of a cro ss-section of community
members 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 school students, high school counseling, and
Hopkinton student services. In the past the HOP
Coalition has helped sponsor educational events for
pa re nts and families, substance -free so cial events
for students, Hopkinto n's substance- free post -pro m
party, and other events townwide.
One meeting for
2 hours per
month plus any
special projects
(optional);
meetings tend to
be at 4PM on
Tuesdays
X
Sustainable Green Community
Liaison Role
X
ELPAC
Liaison Role
x
INTENTIONALLY
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ITEM
DIVIDER
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.' 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. 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.5 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.
a 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
Hopkinton Public Schools
89 Hayden Rowe StreetHopkinton, MA. 01748
Susan Rothermich _
Director of Finance & Operations
srothermich@Hopkinton.K12.ma.us
MEMORANDUM
To: Dr. Cavanaugh, Superintendent of Schools
From: Susan Rothermich, Director of Finance & Operations
Date: June 1, 2023 (for meeting of June 5, 2023)
Subject: Lease of Chromebooks
Telephone: 508-417-9360
Fax: 50-8-497-9833
The FY24 Budget includes funding to initiate a new three-year fair market value lease for Chromebooks
for students in grades 2-8. To procure this equipment, we developed detailed specifications and
advertised the bid on April 17th with bids due June 1, 2023.
When the deadline for bid submission arrived, we received two bids as follows:
American Capital Total lease payments = $517,867.38
TEQLease Total lease payments = $552,990.58
I recommend that the School Committee approve the bid received from American Capital, as detailed in
the bid specifications. All funding will come from the School Department's Technology Budget.
INTENTIONALLY
BLANK
ITEM
DIVIDER
KCD-FRM 1
HOPKINTON PUBLIC SCHOOLS
89 Hayden Rowe Street, Hopkinton MA
Tel: 508-497-9360 Fax: 508-497-9833
ACCEPTANCE OF DONATION
SCHOOL:
DONATION DETAILS:
DONOR: .-3./(1,4(
Scar
DONATION TYPE:❑ Monetary: Amount:
[(Equipment/Supplies:
DEPOSIT TO ACCOUNT:
REASON/PURPOSE:
$ Son
❑ Actual 2rApproximate
T 4
Acceptancg/Requ
ted By
5/26/2,3
Date
Principal/CO Administrator Approval Date
If Technology - Approval of Director of Technology Date
If Facility Related - Approval of Director of Facilities Date
***********
If Under $100, Superintendent Approval: Date:
If over $100, Date of School Committee Acceptance: 5.6.2022
INTENTIONALLY
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ITEM
DIVIDER
Hopkinton Public Schools
89 Hayden Rowe Street Hopkinton, MA 01748
Jeffrey A. LaBroad 508-417-9360
Assistant Superintendent jlabroad@hopkinton.k12.ma.us
To: Dr. Carol Cavanaugh, Superintendent
From: Jeffrey LaBroad, Assistant Superintendent
Date: June 1, 2023
Subject: Request for Approval: Mentoring Coordinator Stipend
I am writing to request the approval of the Hopkinton School Committee for a stipend to fund the
positions of Elementary Mentoring Coordinator and Secondary Mentoring Coordinator. This
teacher leader position will work in conjunction with my office to design, implement and support
the essential work of supporting educators new to Hopkinton, including New Educator
Orientation, regular induction workshops and ongoing peer mentoring.
A stipend of $2,000 would be provided for each position (total $4,000), with funding provided
from Title IIA grant funding. If maintained beyond FY24, this stipend would be moved into the
Collective Bargaining Agreement between the Hopkinton School Committee and the Hopkinton
Teachers' Association. The funding source would be determined annually.
INTENTIONALLY
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ITEM
DIVIDER
Hopkinton Public Schools
89 Hayden Rowe Street Hopkinton, MA 01748
Jeffrey A. LaBroad 508-417-9360
Assistant Superintendent jlabroad@hopkinton.k12.ma.us
To: Dr. Carol Cavanaugh, Superintendent
From: Jeffrey LaBroad, Assistant Superintendent
Date: June 1, 2023
Subject: Request for Approval: Elementary Summer Math Enrichment Educator(s)
I am writing to request the approval of the Hopkinton School Committee for a stipend to fund an
Elementary Summer Math Enrichment Educator(s). The position will oversee the
administration of a five -week virtual math enrichment program available to all HPS students
entering grades one through six. The position would report to the Director of Elementary
Mathematics and be responsible for program content design, student feedback and family
communication.
A stipend of $500 per grade level would be provided, with the preferred model being clustering
grades into two groups: rising grades 1-4 and rising grades 5-6. Funding will be provided
through Title IV grant funding. If maintained beyond FY24, these stipend(s) would be moved
into the Collective Bargaining Agreement between the Hopkinton School Committee and the
Hopkinton Teachers' Association.