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HomeMy Public PortalAboutNauset Schools -- 2018-04-12 Minutes ' ' Nauset Regional School Committee April 12 , 2018 Brewster Town Hall Present for the Committee : Sarah Blackwell, John O ' Reilly, Richard Stewart, Sallie Probolus, James O ' Leary, Chris Easley, Sarah Blackwell, Judy Schumacher, and Robert Sinclair Student Representative — Michael Sanborn was in attendance Absent for the Committee : Ed Brookshire, Deborah Beal (left meeting at 6 : 15 p .m .) Present for the Administration : Thomas Conrad, Giovanna Venditti, Ed MacDonald and Maxine Minkoff Call to Order Chair Easley called the meeting to order at 6 : 00 p.m . Agenda Changes Deb Beal asked to speak to the Committee . The Chair indicated that it was not the right time and she could speak later in the meeting. She distributed a handout to committee members and left the meeting. Citizens Speak Joyce Han, Orleans resident, addressed the committee relative to her disapproval of the expenditure for air conditioning at the High School . Steven Wasbee, Eastham resident, addressed the committee relative to the misguided decision of the committee for installing air conditioning in the Middle School Auditorium . He indicated that the town of Eastham Finance Committee voted to oppose this expenditure . He indicated a motion will be made on town meeting floor to strike the Eastham funds for this expenditure . Jim Trainer, Orleans resident, addressed the Committee relative to the decision to install air conditioning at the Middle School adding that entertainment does not justify the expenditure . He did not understand how it would benefit students . Priority Business Michael Sanborn, student representative, reported that Nauset High School is entering the 4th quarter. He listed several events that have taken place such as the Billingsgate Basketball Tournament, school-wide walk- in to support students in Parkland, Florida, Music Department involvement in many competitions, the District Pops Concert, the Jazz Festival that is fast approaching, exams and testing taking place in May. The Prom is June 2nd and Graduation is June 9th . The Destination Imagination Team won first place and are State Champions . They will compete in the global finals in Knoxville, Tennessee . Judy Schumacher congratulated Michael on his acceptance to the University of Pennsylvania . Nauset Regional School Committee 412 -2018 [ 1 ] Reaccreditation Update Kathleen Tringale and Julie Kobold updated the committee on the upcoming visit from NEASC . They indicated the purpose of reaccreditation was to provide the High School an opportunity to self4eflect, determine critical strengths and needs, There are 7 standards for accreditation meetings that include : Standard 1 — Core Values, Beliefs, and Learning Expectations, Standard 2 — Curriculum, Standard 3 — Instruction, Standard 4 — Assessment of and for Student Learning, Standard 5 — School Culture and Leadership, Standard 6 — School Resources for Learning and Standard 7 — Community Resources for Learning. They reviewed the process and the staff involvement in the process . A Visitation Schedule was distributed to school committee members . Members of the school committee thanked the staff for their good work noting the time and energy that goes into the accreditation process . The teachers indicated it is a very long process with a lot of steps . Parents and students were also involved . There will be a variety of people interviewed by the accreditation team when they visit. They also stated that annually the staff and departments look at the changes that need to be made academically. They review what courses are working and are not working. They look at what is the best for students for the future . It was also indicated that the public cannot be involved in the panel discussions . The schedule will be posted to the Nauset website . Update on the Owner ' s Project Manager Subcommittee and Overall Work of the NHS Building Committee Greg Levasseur, Chair of the High School Building Subcommittee and Harry Terkanian gave the committee an overview of the committee ' s work. They indicated the work is very involved and they work closely with the Massachusetts School Building Authority, MSBA . Mr. Levasseur stated this will be at least a four year project. At the next meeting they will be asking the committee to fill vacant positions . The following Subcommittees have been formed : Owner' s project Manager, Public Information Subcommittee, Designer Selection Subcommittee, Technology Subcommittee, Educational Plan Subcommittee and a Fixture and Furniture Subcommittee . Mr. Levasseur asked what it is the school committee would like from the Building Committee with regards to keeping them updated . They could put them on the email list for Subcommittee and Building Committee Meetings . He indicated that everything is very time sensitive and they do their work according to a schedule set by the state . Harry Terkanian indicted the Owner Project Manager is required by the MSBA law and by Massachusetts procurement, statutory requirement. The OPM ' s job is to be the owner' s representative in every phase of the project. He/She plays a very central role that is essential to a successful project. He indicated the process is highly regulated by the MSBA and they provide templates for everything. The Owner' s Project Manager Subcommittee members are : Harry Terkanian, Ron Collins, John O ' Reilly, and Chris Easley. Harry Terkaman reviewed the MSBA requirements . He indicated this could be a renovation of the existing space, new construction or a mixture . They looked at all the MSBA approved projects and guess it could be anywhere from $ 50, 000, 000 - $ 150, 000 , 000 . They developed a legal ad for a Request for Services on April 5t' and presented it to the NHS Building Committee . They submitted it to the MSBA and will wait for approval . It then goes to the Central Register and Cape Cod Times for advertising on Nauset Regional School Committee 412 -2018 [2 ] May P . A site visit is scheduled for May 10th which gives applicants an opportunity to visit. They submit questions to the subcommittee by May 17 . Questions will be answered in the form of an addendum to the solicitation . All firms will get an addendum . The approval process was explained . June 14th they will bring a recommendation to the Nauset Regional School Committee , June 20th — submit to MSBA for approval at their July 16th meeting. A vote was taken at the April 5th Building Committee meeting to approve the future draft RFS and legal ads, authorize submission to the MSBA, authorize the OPM Subcommittee to review responses, rank and negotiate contract terms to recommend to the Building Committee . A member asked when the School Committee comes into play in determining the Owner' s Project Manager. It was indicated that is not in the MSBA process . It was also stated that the OPM ' s have to be vetted by MSBA to be able to participate in the process . The Charge to the Building Committee was read. Harry Terkaman indicated the subcommittee will report back to the committee on June 14th . Members of the Regional School Committee thanked Mr. Levasseur and Mr. Terkanian for serving on this committee . The educational plan was mentioned . Mr. Terkanian indicated that the education plan involves an educational consultant, meetings with students, faculty, parents and community to discuss needs over the next three decades . Mr. Terkaninan indicated that they will work with the designer team, the educational consultant and the High School staff to write the educational plan. The minutes and agendas from the Building Committee will be sent to the Nauset Regional School Committee , Principals ' Reports Principal Minkoff' s report was included in the packet. Richard Stewart thanked the Administrators for their reports but would like to hear highlights at the meeting because it makes members more familiar with the schools . He also inquired about the testing dates and time spent on testing. Discussion ensued about length of testing, as well as teachers, principals and students ' anxiety around the testing, use of 'Pads for testing and opting out of testing. Principal Minkoff felt there should be a variety of ways to assess student learning. Mr. O ' Leary asked that MCAS testing be a future agenda item . Principal MacDonald ' s report was included in the packet. Judy Schumacher congratulated the Nauset Drama Club for their award . The Music Department was also congratulated on their awards . Principal MacDonald explained the School-Within-A- School program . Principal MacDonald reviewed the awards for students in the Fine and Applied Arts program that competed in Atlanta, Georgia. He also reported that the Destination Imagination Team will be competing in the Global Finals . He requested the students be able to fundraise to make this trip . Motion : On a motion by Sarah Blackwell, seconded by Chris Easley, it was voted unanimously to approve the fundra'sing efforts of the Destination Imagination Team. Principal MacDonald also reported that, at the School Council meeting, a letter from an anonymous group was discussed relative to the shooting range located near the school . He indicated that the majority of the council members wanted him to ask the School Committee to seek information about the safety issues around the shooting range . Nauset Regional School Committee 4- 12 -2018 [3 ] Principal MacDonald also explained other student activities around the student walk out and support of Parkland, Florida students . He indicated a group went to Washington, DC with faculty members and parents . Students marched in support of Parkland and encouraging more gun control . Some students went to the rally in Boston . Assistant Superintendent' s Report Assistant Superintendent Gauley ' s report was included in the packet and there were no comments or questions . Superintendent' s Report Superintendent Conrad indicated he is spending a great deal of time working on the Stony Brook situation . He is taking steps forward to help parents and the community with forums and small group meetings . He distributed the letter sent to Mr. Sinclair referencing the shooting range . Other members indicated they received the letter as well . The Superintendent indicated that in May they will discuss security. He distributed the Superintendent evaluation documents and indicated he will have his evidence to the committee on April 27tt' . He also indicated results will be shared with the committee . At the May meeting the Auditor will also report . FY18 Dashboard Report Giovanna Venditti, Director of Finance and Operations highlighted items from the Dashboard report. She indicated that the estimated balance in E & D at the end of the year is $ 177 ,463 . She also indicated there is a savings in the transportation line item and the unemployment line item . She also indicated that the savings of combining buses every morning at the Middle School that head to the high school is $ 137, 000 . The Committee applauded Ms . Venditti and her staff for their efforts . FY19 Capital Plan and Five-Year Capital Plan Chair Easley indicated after the last meeting, legal counsel was contacted . The quorum had been lost when the two members departed the meeting. The meeting quorum is based upon the number of members and not the weighted voting amounts . He indicated that the action taken, the vote on capital, did not have the quorum . The February 8 , 2018 minutes need to be re-voted as well . November 2017 vote regarding the Capital Plan remains in effect. The motion to reconsider the capital plan on March 1St did not pass . The motion to reconsider a vote that has been passed may only be done at that same meeting. A motion to rescind or amend requires a 2/3 vote of the weighted vote . On March 1 the vote to reconsider failed for two reasons : ( 1 ) Vote did not receive 2/3 of the weighted vote, (2) This needed a 2/3 majority to pass . The Chair indicated that the School Committee is ruled by Robert ' s Rules — the videotape was reviewed, mistakes were made, and this is a corrected editorial of where the Committee is today. Nancy Campany, Legal Counsel for the Nauset Public Schools indicated that the quorum is 6 people . She also indicated the motion to reconsider is out of order. Vice Chair, Jim O ' Leary thanked the people who spoke to the Committee at Citizens Speak. He explained that the Capital Plan recommendation was voted at the October Capital Asset Subcommittee meeting, 4-0 to bring this capital plan forward that included the air conditioning. The recommendation was brought before the Nauset Regional School Committee on November 9 , 2017 . The plan was reviewed with the entire Regional School Committee and it was adopted 7-0 . The Committee started Nauset Regional School Committee 4- 12 -2018 [4] through the operating budget deliberations in January and February. It wasn ' t until March 1St that the budget was certified by a 7-2 vote . After that, the question came up relative to the air conditioning. The vote that night unfortunately picked the wrong terminology, reconsideration . The intent was to be involved in discussion. The Committee looked at this again, made an incorrect motion but it does not change the fact that the vote was affirmative . (One member is on record apologizing that he voted in the affirmative .) Mr . O ' Leary felt there would be further deliberation in light of questions . Attorney Nancy Campany stated that when the Committee discussed what happened at the March 1 meeting, the motion for reconsideration cannot be used under Robert Rules of Order. A motion to rescind or amend was required. In Robert ' s Rules of Order, the vote taken at a prior meeting must be given weight. It was unanimously voted . In order to take another vote on that same issue, you must rescind or amend the prior vote . Because the vote had been taken, it required something special to change it . Just bringing it up at a meeting, it required a 2/3 vote . If you place it on an agenda and know that the question is going to be asked, it is a different quantum of voting. Everyone must be notified about the vote in advance . Nancy Campany addressed the statue of the November 9 , 2017 vote and the Open Meeting Law Complaint. She indicated that the Chair may place an item on the agenda regarding a matter and it can be voted at the next meeting. Prior notice must be provided . She indicated that the Nauset Regional School Committee uses the Robert ' s rules of Order Newly Revised as stated in their policy manual . She also reiterated that a motion to reconsider must be brought forward at the same meeting. Robert Sinclair suggested that new information had come about. The real issue is that the Committee made a wrong decision in November and needs to think about other options . Members ' way of thinking may be different now with the new information and how the capital plan interfaces with the operational budget. Nancy Campany indicated the November vote is still valid but it does not mean that it cannot be amended or rescinded . She also stated that no vote has been taken to this point to change that action . She suggested wording : to bring a motion at the next meeting to amend the November 9, 2017 vote to potentially change the expenditures wording but not limited to the air conditioning expenditure in the FYI capital plan. James O ' Leary stated there are enough valid questions that citizens would like the Committee to take another look at this as $ 320, 000 is a significant amount of money. He suggested the Committee spend some time on this at the next meeting. James O ' Leary suggested that the Committee not touch the $ 519 , 000 that was approved but to discuss spending $320, 000 on air conditioning and, if not air conditioning, what. Discussion ensued on how that money would be spent. Robert Sinclair asked if the Committee would instruct the Superintendent to come back with an option as to how that money should be used. The Superintendent indicated that a five year capital Plan was approved. The Superintendent has looked at this and suggested simply accelerating some of the projects . He indicated that the Committee has four more years of improvements to act upon . Judy Schumacher suggested the Capital Asset Subcommittee meet before the next meeting and bring forward some recommendations . Nauset Regional School Committee 412 -2018 [5 ] James O ' Leary indicated that he doesn ' t want to change the amount of the bottom line . His proposal addressed the concerns specific to the November meeting, $ 320, 000 amount to be spent on air conditioning. A simply majority of the weighted vote of the members present is needed as long as there is a quorum of 6 people . Chair Easeey informed the Committee that they will take a vote to amend the FYI capital plan and move into a discussion of the $ 320, 000 at the next meeting. Nancy Campany indicated if the motion does not pass, there is no further discussion. Consideration of Open Meeting Law complaint filed by Deborah Beal on March 28, 2018 Chris Easley voluntarily gave the gavel to the Vice Chair, Jim O ' Leary for the next agenda item, Open Meeting Law Complaint, as he is mentioned in the complaint. He took the gavel with the understanding that no one had any objections . Jim O ' Leary Chaired the discussion on the Open Meeting Law Complaint. Deb Beal and Chris Easely would be invited to speak. The complaint was filed against the Committee and Chris Easley on March 28 , 2018 . He framed for the Committee the steps that would need to be taken in the process to respond to the Attorney General ' s office . He indicated that when the complaint was received, the Superintendent consulted with legal counsel, Nancy Campany. Legal Counsel has prepared a draft of a proposed response to Deb Beal and a draft to the Attorney General ' s office . These actions must be voted : ( 1 ) what has been drafted, (2) Revise it by majority vote or accept, or (3 ) Committee design its own response . James O ' Leary indicated that the gist of the response is that the committee did not violate the Open Meeting Law. The Committee just needs to vote how they will respond to the Attorney General in a letter and a similar type of letter will be sent to Deb Beal . James O ' Leary read the complaint. Chris Easley addressed the Committee sharing his thoughts and concerns . Nancy Campany explained that there is no violation of the Open Meeting Law and that the Open Meeting Law is about openness and not about how you conduct a meeting. There was a posted notice of the meeting to the public. The Attorney General ' s office issues determination letters and sometimes it is decided it is not an Open Meeting Law complaint. There is no reference in the Open Meeting Law for voting after loss of a quorum . Members of the committee were invited to comment on the issue . Motion : A motion was made by John O ' Reilly, seconded by Sarah Blackwell to authorize the Vice Chair, James O ' Leary, to sign the letter, as prepared, and forward to the Complainant by April 18 , 2018 the Committee ' s response letter to the Open Meeting Law Complaint. The motion was approved unanimously, 74 Motion : A motion was made by John O ' Reilly and seconded by Sarah Blackwell, with respect to a response to the Open Meeting Law complaint received on March 28 , 2018 , to authorize James O ' Leary to sign the letter and forward to the Attorney General by April 18 , 2018 . The motion was approved unanimously, 7-0 . Vice Chair O ' Leary thanked the committee for their open and honest conversation on a difficult subject. Nauset Regional School Committee 412 -2018 [6] Reports and Information Policy Subcommittee — no report Cape Cod Collaborative — Judy Schumacher reported that the Collaborative is working on buses for the Nauset Regional School District . The Collaborative operating budget was discussed . Capital Asset Subcommittee — Chris Easley reported that they met. He thanked Jim Nowack and Giovanna Venditti for their efforts on capital . The District is at the lowest amount as far as capital projects . ($ 189, 000) It was also noted that of the $ 189 , 000 , $ 165 , 000 are projects in progress . Budget and Finance Subcommittee — James O ' Leary reported that the Dashboard report was reviewed . He had given the Committee an update on OPEB . The subcommittee is putting together a plan . The School Committee will discuss and approve . Substance Abuse Task Force - no report Principal Search Committee : The Superintendent indicated that the Committee has had a couple of meetings . Keith Gauley and Carol Forgione are heading up that effort. Educational Seminar Subcommittee — Robert Sinclair asked that members send their topics for May Seminar to the Superintendent. Future Agenda Items — Opportunity for people to talk about previous business and future business IV . Unfinished Business — Chair Easley indicated that this will be for a topic that the Committee needs to continue to discuss and we will add to the agenda at the following meeting. Approval of Minutes — On a motion by John O ' Reilly, seconded by Judy Schumacher it was voted 7 yeas and 1 abstention, to approve the minutes of February 8 , 2018 . On a motion by John O ' Reilly, seconded by Richard Stewart, it was voted 7 yeas and 1 abstention, to approve the minutes of March 1 , 2018 . On a motion by Sarah Blackwell , seconded by Sallie Probolus, it was voted 6 yeas, 1 abstention and 1 nay to approve the minutes of March 8 , 2018 . Robert Sinclair suggested that the Subcommittee on Evaluation of Student Learning and Testing have a meeting. Adjournment On a motion by Sarah Blackwell , seconded by Judy Schumacher, it was voted unanimously to adjourn the meeting at 9 : 16 p .m . Submitted by, ''Ann M . Teffft Nauset Regional School Committee 4- 12 -2018 [7]