HOPKINTON SCHOOL DISTRICT

SCHOOL ADMINISTRATIVE UNIT #66

204 MAPLE STREET

CONTOOCOOK, NH 03229

MINUTES

Hopkinton School Board Meeting

Tuesday, March 4, 2008

6:30 p.m.

Present: School Board Members: Joy Bloomfield, Larry Donahue, Kim Fuller, David Luneau, and Marshal Rowe; Brian Blake, Superintendent; Michelle Clark, Business Administrator; Steve Chamberlin, Principal, Hopkinton Middle High School; Michael Bessette, Principal, Maple Street School; and Bill Carozza, Principal, Harold Martin School. 

I.                  Call to Order

The meeting of the Hopkinton School Board was called to order at 6:35 p.m. by Chair Joy Bloomfield.

After the Call to Order, everyone stood for the Pledge of Allegiance.

II         Additions to or Deletions from the Agenda:

           ADDITIONS:  Item X: Action Items, A. Manifests, 1.  Budget Adjustments

a.      Recommend the Hopkinton School Board approve 2007-2008 Budget Adjustment No. 2008-20 in the amount of $950.00.

b.      Recommend the Hopkinton School Board approve 2007-2008 Budget Adjustment No. 2008-21 in the amount of $306.00.

III.              Correspondence

Dr. Blake, Superintendent, read a letter from the Association of School Business Officials International (ASBO) which congratulated Michelle Clark on her attaining the status of Registered School Business Official with ASBO, International. The letter noted that this certification is tangible professional recognition of her personal advancement and demonstrated proficiency in the specialized field of school business management.  Dr. Blake noted that this is a very high honor.  Dr. Blake noted that Michelle is 1 of 4 Business Administrators in the state to receive this recognition.  The Board congratulated Michelle.

THESE MINUTES ARE NOT OFFICIAL UNTIL APPROVED AT THE FOLLOWING BOARD MEETING MARCH 18, 2008.

Hopkinton School Board Minutes 2007-2008                          1828                   

Dr. Blake, Superintendent, shared the School Board Association Policy Index to the classification system.  Dr. Blake stated it is a good overview of where the District is eventually headed in policy development and the School Board Policy Manuel.

IV.             Approval of Minutes   

A motion was made by Mr. Rowe and seconded by Mr. Donahue to approve the February 19, 2008 minutes as amended.  Marshall Rowe, Yes; Larry Donahue, Yes; David Luneau, Yes; Joy Bloomfield, Yes; Kim Fuller, Abstained.

Amended: Item IX.  Comments from the Hopkinton School Board should read:  He stated as voters we go to the Annual School District or Town Meeting as part of a legislative body.  It is an appropriate exercise in government. 

V.             Public Comments  - None

VI.           Staff Reports/Presentations

1.         Monthly Financial Report

Michelle Clark, Business Administrator, noted that this Month’s Financial Report was created by the District software.  She stated that the District software report does not include anticipated revenues or expenses not encumbered but anticipated.   Ms. Clark reported that revenues are as anticipated and expenditures are on target.

2.         Principals Reports

Bill Carozza, Principal, Harold Martin School, reported that Kindergarten enrollment to date is 49 students which would have class sizes of 16, 16 and 17 for the 2008-2009 school year..  Mr. Carozza stated he had met with Kevin Nichols, Pastor of St. Andrews Episcopal Church.  Reverend Nichols noted he would like the Hopkinton School District to utilize St. Andrews Parish House.

Michael Bessette, Principal, Maple Street School, noted that the TEP evaluations are a wonderful tool for discussing with staff their competencies, professional development and articulates a process to advance in classroom instruction and supervision.  

Mr. Donahue noted kudos to Mr. Bessette for creatively solving the planning room and literacy center issue successfully.

Steve Chamberlin, Principal, Hopkinton Middle/High School, noted he had the opportunity to speak to 25 budding new teachers at UVTI’s Second Career Program.  He also discussed in his report the Youth Risk Behavioral Survey and courses under subscribed and the reasons why.

The Board discussed NECAP scores with all three Principals.

Hopkinton School Board Minutes 2007-2008                          1829

3.         Superintendent’s Report

Dr. Brian Blake, Superintendent, noted that Rick Schaefer, Director of Maintenance and Fire Chief, has been checking all District building’s roofs.

VII.         Comments from the Hopkinton School Board

Mr. Donahue noted that parents had expressed concerns regarding the number of school snow days delayed and ½ days for teachers’ professional development.  Mr. Donahue asked if it would make sense not to have the pair of early release days in March because we are behind in student instructional time.

Mr. Donahue stated how much he had enjoyed working with Mrs. Bloomfield and Mr. Rowe and thanked them for their service to the School Board.

Mr. Rowe thanked Mrs. Bloomfield and stated that no one knows how much time and energy it takes to be a School Board Member.  Mr. Rowe noted that Joy has provided a real service to the community and I appreciate it.

Mrs. Bloomfield stated she would miss being a member of the School Board.

Mr. Rowe noted he had really learned a lot from serving on the Board and stated that he has great appreciation for the members of the Leadership Team and the significance of their role in our schools as well as the School Board.  Mr. Rowe noted that he appreciated the commitment of the Leadership Team and their role in the School District and certainly the School Board and everything they do.

1.      Mr. Rowe encouraged the Board to be really aggressive regarding contracts. 

2.       Mr. Donahue’s concept of 2.0 is very important.  He noted the Board should not think it will happen as a grass root effort but as a directive from the School Board.  Mr. Rowe stated the initiative needs to come from the Board and he asked the Board to be persistent and stick with it;

3.      Mr. Rowe noted from his perspective, the District has quality teachers and that is everything.  Mr. Rowe stated one thing that will influence our kids is the quality of the teachers the District attracts.  Mr. Rowe encouraged the Leadership Team and School Board to remember and retain their compassion for students.  Mr. Rowe stated that sometimes compassion gets lost in the budget process and other issues.  Mr. Rowe suggested the Leadership Team and School Board step back and retain their compassion for every student;

4.      Mr. Rowe thanked everyone on the Leadership Team, School Board and SAU Office and noted he appreciates the opportunity the community gave him to make a small contribution to our schools.

Hopkinton School Board Minutes 2007-2008                               1830

Dr. Blake, Superintendent, thanked both Marshall Rowe and Joy Bloomfield for making his first years in Hopkinton a great experience.  Dr. Blake noted he wished both Marshall and Joy the best and stated they both would be sorely missed as a member of the Hopkinton School Board.

Mrs. Bloomfield noted that one of the questions that will need to be addressed at the School District Meeting is the rules for spending the contingency.

Mrs. Fuller suggested that the newly elected School Board members be urged to attend the School Board Association’s workshop for new School Board members.

VIII.       Items for Board Discussion

1.      Preparedness for Annual School District Meeting

                   The Board discussed the meeting set up and information presentation.

2.      403B Administration Services

Michelle Clark, Business Administrator, discussed the new regulations regarding 403Bs.  Ms. Clark recommended that the District contract with Gatekeeper to oversee and maintain the District’s 403Bs.  It was the consensus of the Board to contract with Gatekeeper and that each individual employee participating will pay for the 403B maintenance fee.

3.      POLICIES 

a.         Line of Responsibility and Staff Relations

       First Reading:  January 22, 2008

       Second Reading:  February 19, 2008

      Third Reading:  March 4, 2008

      The Board discussed the Line of Responsibility and Staff Relations.

b.        Board Member Conflict of Interest

                      First Reading:  November 20, 2007

                      Second Reading:  February 19, 2008

                      Third Reading:  March 4, 2008

                      The Board discussed the Board Member Conflict of Interest.

IX.             Public Comments

Merle Dustin, community member, complimented the School Board on such a nice Annual School District meeting last year.

Hopkinton School Board Minutes 2007-2008                               1831

X.               Action Items

A.  Manifests

A motion was made by Mr. Luneau and seconded by Mr. Donahue to approve 2007-2008 Manifest No. 80 in the amount of $65,296.65.  The motion was unanimously approved.

1.  Budget Adjustments.

a.      A motion was made by Mr. Donahue and seconded by Mr. Rowe to approve 2007-2008 Budget Adjustment No. 2008-20 in the amount of $950.00 to cover shelving expense.  The motion was unanimously approved.  Mr. Donahue noted Maple Street School is doing some great work.

b.      A motion was made by Mr. Donahue and seconded by Mrs. Fuller to approve 2007-2008 Budget Adjustment No. 2008-21 in the amount of $306.00 to cover Special Education Math Assessment for Grade 3.

C.    Policies

1.      It was the consensus of the Board to table the Line of Responsibility and Staff Relations Policy. 

2.      It was the consensus of the Board to table the Board Member Conflict of Interest Policy.

D.    Personnel

A motion was made by Mr. Donahue and seconded by Mr. Luneau to accept the resignation of Marcy Bauers, Administrative Assistant to the Director of Student Services and the Business Administrator, effective March 7, 2008.  The motion was unanimously approved with regret.

XIII.         Non-Public Session (RSA 91-A:3, II (a)(c))

A motion was made by Mr. Donahue and seconded by Mr. Rowe to enter non-public session  in accordance with (RSA 91-A:3, II (a)(c)) at 8:25 p.m.   The Board by voice vote unanimously approved the motion.  David Luneau, Yes; Larry Donahue, Yes; Marshall Rowe, Yes; Kim Fuller, Yes; Joy Bloomfield, Yes;

XIV.        ADJOURNMENT

 A motion was made by Mr. Luneau and seconded by Mrs. Fuller to adjourn at 10:01 p.m.                                                       

Respectfully submitted,

Brian J. Blake

Hopkinton School Board Clerk

Hopkinton School Board Minutes 2007-2008                      1832

#418

HOPKINTON SCHOOL DISTRICT

SCHOOL ADMINISTRATIVE UNIT #66

204 MAPLE STREET

CONTOOCOOK, NH 03229

MINUTES

Hopkinton School Board Meeting

Tuesday, March 18, 2008

6:30 p.m.

Present: School Board Members: Larry Donahue (Left approximately 6:45 p.m., Returned approximately 8:00 p.m.), Liz Durant, Kim Fuller, David Luneau, and Peter Yunich; Brian Blake, Superintendent; Michelle Clark, Business Administrator;

I. Call to Order

The meeting of the Hopkinton School Board was called to order at 6:32 p.m. by Dr. Brian Blake, Superintendent.

After the Call to Order, everyone stood for the Pledge of Allegiance.

Dr. Blake stated that this meeting is the first meeting of the Hopkinton School Board after the March 11, 2008 School Board elections. Dr. Blake noted that the first order of business is to appoint a School Board Chair.

II. Election of Officers

Dr. Blake, Superintendent of Schools, in accordance with RSA’s, requested nominations for Board Chair.

A motion was made by Mrs. Fuller and seconded by Mr. Donahue to nominate David Luneau as Chair of the Hopkinton School Board through the annual Hopkinton School District Meeting in March 2009. The motion was unanimously approved.

Mr. Luneau solicited nominations for Vice Chair.

A motion was made by Mr. Donahue and seconded by Mr. Yunich to nominate Mrs. Fuller Vice-Chair of the Hopkinton School Board through the annual Hopkinton School District Meeting in March 2009. The motion was unanimously approved.

THESE MINUTES ARE NOT OFFICIAL UNTIL APPROVED AT THE FOLLOWING BOARD MEETING APRIL 8, 2008.

Hopkinton School Board Minutes 2007-2008 1833

A motion was made by Mr. Donahue and seconded by Mrs. Fuller to nominate Dr. Blake Hopkinton School Board Secretary. The motion was unanimously approved.

III. Comments from Board Chair

Mr. Luneau welcomed the new School Board members, Peter Yunich and Liz Durant. Mr. Luneau reminded the Board Members and members of the public that the School Board meeting is a meeting of the School Board and public not a meeting of the School Board with the public. Mr. Luneau noted there would be opportunities during School Board meetings for the public to make comments and express concerns. Mr. Luneau requested that if members of the public had questions they be directed to School Board members or the SAU office after the meeting. Mr. Luneau stated that during the year the School Board will be scheduling meetings with the public for a more interactive dialogue with members of the School Board and Leadership Team which will be a much better forum. Mr. Luneau noted that regular School Board meetings are business meetings and the Board needs time to discuss and act on matters pertaining to District operations. Mr. Luneau stated that if someone has a special issue they would like the Board to discuss, please speak with either Dr. Blake or him so the item can be placed on an agenda so members of the community will be informed and make arrangements to attend if they are interested. Mr. Luneau also noted that it is time for the Board to help the School District get back to the business of improving the educational opportunities for our children through academics, athletics and other co-curricular programs rather than accepting the status quo. Although we must be mindful of cost, we must recognize and advocate the community’s expectations that our children’s education is the priority and that every member of the community has a vested interest in our schools.

Mr. Luneau discussed with the Board changing the start time of the School Board meetings from 6:30 p.m. to 6:00 p.m. It was the consensus of the Board to start the School Board meetings at 6:30 p.m.

IV Additions to or Deletions from the Agenda:

Addition: X. Items for Board Discussion 6. Hopkinton 2.0.

V. Correspondence

Dr. Blake noted letters have been received from both the HEA and HESS bargaining units requesting negotiations be scheduled for successor contracts.

VI. Approval of Minutes

A motion was made by Mrs. Fuller and seconded by Mr. Yunich to table the approval of the March 18, 2008 Minutes until Mr. Donahue is in attendance. The motion was unanimously approved.

Hopkinton School Board Minutes 2007-2008 1834

A motion was made by Mrs. Fuller and seconded by Mr. Donahue to approve the minutes of the regular Board meeting held on March 4, 2008. The motion was unanimously approved.

VII Public Comments

Diane LaChance, Community Member, welcomed Peter Yunich and Liz Durant to the School Board

VIII. Staff Reports/Presentations

1. Monthly Financial Report

Michelle Clark, Business Administrator, reported that all revenues and expenses are on target for this time of year and the anticipated fund balance will be approximately $572,555.

2. Mexico Trip

Dr. Blake noted that a request for preliminary approval for a trip to Mexico was included in the Board packet. This preliminary approval allows the school to move forward in terms of planning. Mr. Yunich asked if this trip was a school sponsored trip or was paid for individually. Dr. Blake noted that no District funds will be spent on this trip. Mr. Yunich asked if by sanctioning the trip does the school take on any liability. Dr. Blake responded no and a Certificate of Liability Insurance was necessary and included in the packet. Mr. Yunich asked if participates were required to sign a specific waiver of liability in excess of the travel policy as he was concerned for the District.

Mr. Luneau stated that the Board had examined a waiver that parents and students signed in conjunction with a trip to France. The Board recommended changes be made to that waiver form and the Board certainly would expect the form to be updated in advance of this trip.

Mr. Yunich asked why the Board needs to approve this trip if it is not a school sponsored trip. Mr. Yunich noted that all the Board needs to approve is permission for the teachers and students to go on the trip because it is the week before vacation. Mr. Yunich stated otherwise are we not in fact creating a passive liability by the fact that we are approving something that is not a school event.

Dr. Blake noted that it is a school sponsored trip as it is organized by the school for our students and the students pay for the trip themselves so in fact it is a school sponsored trip.

Hopkinton School Board Minutes 2007-2008 1835

Mr. Yunich noted that he is just trying to really address the potential liability to the District for something that is not on our watch.

Mr. Luneau stated that the School Board has a responsibility to make sure that trips being organized by the school are consistent with the goals and policies of the school and Mr. Luneau noted that he would suspect that the School Board would want to retain approval of trips that are taking our students to different places for a significant duration of time to make sure that the trip is being conducted in a manner that is consistent with the District policies.

IX. Comments from the Hopkinton School Board

Mr. Luneau noted that the Celebration of the Arts is scheduled for March 26^th at the Hopkinton High School. Mr. Luneau stated he attended last year and it was one of the finest programs he had seen. Mr. Luneau encouraged the School District to widely promote the event.

Mr. Donahue welcomed both Peter and Liz noting he is looking forward to their fresh perspective.

Mr. Donahue commended Brian Blake, Superintendent, and Michelle Clark, Business Administrator, for the successful Annual School District meeting.

Mr. Donahue asked about a previous survey that provided feedback from the community in regard to best practices, staff, etc. that detailed the experiences of the school.

X. Items for Board Discussion

1. MS-22 Budget Discussion

Michelle Clark, Business Administrator, reported that the MS-22 is the legal document for reporting to the Department of Revenue funds that were voted on at the School District meeting which needs to be signed by the School Board and the School District Clerk.

Mrs. Fuller asked if the MS-22 included everything that was voted on at the School District Meeting.

Ms. Clark reported that the $81,395 is not on the MS-22 because the School Board has been approved as agents of the School Building Repair and Maintenance Trust.

Mr. Yunich asked if the audit had been competed and noted he would not sign the MS-22 without the audit.

Hopkinton School Board Minutes 2007-2008 1836

2. Board Meeting Date Change (April 1^st to April 8^th)

Dr. Blake noted that the School District has statutory obligations for providing teacher nominations prior to April 15^th. Dr. Blake recommended moving the April 1^st Board meeting to April 8^th, in order to provide the Board with teacher nominations for the 2008-2009 school year and the second April School Board meeting will remain on April 15^th.

3. Committee Assignments

Mr. Luneau suggested moving discussion of Committee Assignments to later in the Board meeting with hopes that Mr. Donahue be present.

Dr. Blake reviewed all Committee Assignments.

The Board discussed District, school and town committees.

4. Auditor’s Report Update

A draft of the 2006-2007 School District audit was shared with the Board. Michelle Clark, Business Administrator, reported there are very few changes between the report printed in the Town Report and the 2006-2007 draft audit. Ms. Clark noted changes that were made were in regard to how to record the bond refinancing and exhibits changes. Ms. Clark noted that the fund balance did not change, expenditures did not change other than the change in recording the bond refinancing.

Mr. Luneau stated that this Board would very much like to tighten up on its best practices on how to select an auditing team, provide information and follow up to submitting of the report for printing in the town report.

Mr. Luneau suggested that any comments regarding the audit should be sent to Dr. Blake and Ms. Clark.

5. POLICIES

Dr. Blake noted that in past years a Policy Manual was adopted. NHSBA quarterly sends the District revisions, updates and new policies that have been updated at the state level.

a. Line of Responsibility and Staff Relations

First Reading: January 22, 2008

Second Reading: February 19, 2008

Third Reading: March 4, 2008

Fourth Reading: March 18, 2008

Hopkinton School Board Minutes 2007-2008 1837

The Board discussed the Line of Responsibility and Staff Relations Policy. This policy will be remanded back to the Policy Committee for review.

b. Board Member Conflict of Interest

First Reading: November 20, 2007

Second Reading: February 19, 2008

Third Reading: March 4, 2008

Fourth Reading: March 18, 2008

The Board discussed the Board Member Conflict of Interest Policy and requested that any revisions be emailed to Dr. Blake. This policy will be remanded back to the Policy Committee for review

c. Policy Adoption

First Reading: March 18, 2008.

The Board discussed the Policy Adoption.

6. Hopkinton Schools 2.0

Mr. Donahue showed a PowerPoint of Hopkinton Schools. 2.0 noting that the fundamental challenge of the Board is in meeting two imperatives, improving the quality of education and stemming the growing financial gap.

Mr. Yunich stated that Mr. Donahue’s presentation of Hopkinton Schools 2.0 was excellent. Mr. Yunich noted that the gap Mr. Donahue showed is not the complete picture because it does not include the town’s budget as well.

XI. Public Comments

Diane LaChance, Community Member, stated she had attended the Celebration of the Arts a few years ago and it was exceptional and exciting.

Diane LaChance, Community Member, noted that the Taxpayers Association has asked for awhile that the community at large be acknowledged for the financial constraints that are being placed on them to keep the exceptional schools. Diane LaChance noted she would like to know what the schools are doing, where the schools are going and how the schools are getting there.

Frank Mrozek, Community Member, noted that Mr. Donahue showed that the gap between cost and ability to pay and that gap needs to be secured.

Hopkinton School Board Minutes 2007-2008 1838

XII. Action Items

A. Manifests

A motion was made by Mrs. Fuller and seconded by Mr. Donahue to approve 2007-2008 Manifest No. 81-84 in the amount of $584,680.91. Larry Donahue, Yes; Kim Fuller, Yes; Liz Durant, Yes; David Luneau, Yes; Peter Yunich, Abstain.

1. Budget Adjustments.

a. A motion was made by Mr. Donahue and seconded by Mrs. Fuller to approve 2007-2008 Budget Adjustment No. 2008-22 in the amount of $281.00 to purchase an installation kit for a swing for occupational therapy at Harold Martin School. The motion was unanimously approved.

b. A motion was made by Mr. Donahue and seconded by Mrs. Fuller to approve 2007-2008 Budget Adjustment No. 2008-23 in the amount of $8,830.00 to replace the two hot water heaters at the high school. The motion was unanimously approved.