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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 BLANK ITEM DIVIDER July 2023 M T w 3 4 5 10 11 12 17 18 19 24 25 T F 7 14 21 26 27 "28 November 2023 M T w 1 6 7 8 13 14 15 20 21 T F 3 10 17 22 23 24 27 28 29 30 March 2024 M T w T F 1 4 5 6 8 11 12 13 18 19 20 14 C 15 22 25 26 27 28 29 August 2023 M T w 1 2 7 8 9 14 15 16 21 22 T F 4 11 18 23 24 25 28 29 30 31 December 2023 M T w 4 5 6 11 12 T F 1 8 13 14 15 18 19 20 22 25 26 27 28 29 April 2024 M T w T F 1 2 3 5 8 9 10 11 12 15 16 17 18 19 22 23 24 25 26 29 30 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 M T w 4 5 6 11 12 13 18 19 20 25 26 T F 8 15 22 27 28 29 January 2024 M T w 2 3 8 9 10 15 16 17 22 23 T 5 12- 19 24 25 26 29 30 31 May 2024 6 7 13 14 20 21 27 28 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 T w 5 6 7 12 13 14 19 20 T F 2 9 16 21 22 23 26 27 28 29 June 2024 M T w T F 3 4 5 6 7 10 11 12 13 14 17 18 19 20 21 24 25 26 27 28 INTENTIONALLY BLANK 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 BLANK 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 BLANK 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 BLANK 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.