June 22, 2010


Hopkinton School District School Board

Hopkinton, New Hampshire

Meeting Minutes

Tuesday, June 22, 2010

7:30am

 

IN ATTENDANCE:

Hopkinton School Board: Chairman David Luneau, Vice Chairman Elizabeth Durant, Board Members: Louis Josephson, William Jones (arrived at 7:45am)

School District Administration: Superintendent Steven Chamberlin: Business Administrator Michelle Clark

 

CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

Chairman David Luneau called the meeting to order at 7:40am, Jean Eaton, Administrative Assistant, led in the pledge.

ADDITIONS/DELETIONS FROM AGENDA BY SUPERINTENDENT

There is a revised agenda, and add action item number 18 to encumber legal fees not to exceed $5,000.

The Hopkinton School Board approve the Superintendent’s recommendation to encumber an amount not to exceed $5000. for legal expenses.

CORRESPONDENCE

None

APPROVAL OF MINUTES

Recommend the Hopkinton School Board approve the minutes of the regular board meeting held on June 1, 2010.

Tabled until the next school board meeting.

PUBLIC COMMENT (1)

None present

COMMENTS FROM THE HOPKINTON SCHOOL BOARD

Mr. Josephson stated it was an awesome graduation. He did hear that the sound was not good in the back of the arena.

Mr. Luneau stated it was a great graduation. It was a lot of fun and it is one of the most special times of the school year. He heard some comments about the sound as well. He spoke to Mr. Chamberlin about positioning the photographer differently next year. Mr. Luneau congratulated the Class of 2010.

Mr. Jones commented it was a great graduation too.

ITEMS FOR SCHOOL BOARD DISCUSSION

  1. a. Harold Martin School Multipurpose Room floor

Mr. Chamberlin thanked the board members for coming this morning. He gave an overview of the process to their request to move forward on the floor replacement. He stated he has a recommendation this morning from a different vendor on a totally different floor. He spoke to numerous schools that currently have this floor and the feedback is extremely positive. There are good referrals regarding the vendor as well.

Mr. Chamberlin stated that he spoke to Attorney Tom Barry about a couple of changes in this bid. Due to past history a vapor barrier is included. When talking to Ms. Clark and Mr. Carozza, they all agreed a vapor barrier was essential. Also included in this bid was a performance bond.

Mr. Luneau stated two years ago when the testing was done, it was determined that a vapor barrier was not needed. This time we are not doing any testing and we are including a vapor barrier, stating it is needed.

Mr. Chamberlin stated they believe that at the time that test was inaccurate. The current condition of the floor is due to moisture and we need to alleviate that moisture.

Ms. Clark stated that many school districts that you talk to about these type of floors have told us that they had to put in a vapor barrier.

Mr. Chamberlin articulated the following steps in board notes.

Step 1) Bid  (Ms. Clark and Mr. Chamberlin are both comfortable with the vendor)

Step 2) Need the go ahead from Attorney Barry

Step 3) Funding mechanism

Mr. Chamberlin gave details on the bid price ($57,549) and passed around a sample of the floor.

Funding of the floor:

1)    From 2009-2010 unreserved fund balance (would still meet our unreserved fund balance obligation)

2)    From Maintenance Trust  (leave us at risk e.g., boiler failure, etc.)

3)   From 2010-2011 budget

Mr. Chamberlin stated the recommendation is to fund the floor from the 2009-2010 unreserved fund balance. Proceeds from the lawsuit would be deposited back into the unreserved fund balance, just in a different year.

Ms. Durant stated that the most important thing is to have this floor installed before school starts, knowing it is safe, and the community organizations know it will be available.

Mr. Luneau thanked Michelle and Steve for the process used, he thinks we have arrived at a much better solution than two years ago. The end result will meet the needs of the school and the community.

Mr. Luneau supports Mr. Chamberlin’s recommendation to take the funds from this year’s unreserved fund balance, then backfilling any recovery from the lawsuit into next year’s general fund balance. He stated this is in the best financial and operational interest of the district.

Nominations: Yearbook (.1), middle school student council, Extended School Year staff, high school science (.2), high school mathematics (.2), middle high school summer secretary (Action Items)

 

Mr. Chamberlin gave the following overview of nominations:

Yearbook: Michelle Cotnoir is the nomination for yearbook. This position is nominated every year and in the 2010-2011 budget.

Middle school student council: Lish Cross and Larry Hodgdon will share this position.

Addition to the Extended School Year staff:  There are two additions to the ESY slate.

High school science: We have a unique situation; we have a high school instructional assistant who is a certified biology teacher and it is in the budget. She will teach a modified class for our special education students.

High school mathematics: Throughout the build of the master schedule, we add flexible fifths based on enrollment. The build is done and based on enrollment. Lisa Lulka will go to five classes and this year Jim Brizard is five (last year Jim was 6 and Lisa was 4). The class sizes are 14 and 13. Mr. Chamberlin stated this is what is best for kids and a reasonable move.

Middle high school summer secretary: Michelle Cotnoir is the nomination for the traditional summer secretary.

 

  1. c. Hopkinton School Board summer meeting schedule

If we have an unforeseen resignation in the next two weeks, we would have to call a school board meeting in July.

After some discussion, it was decided to schedule the next school board meeting for August 10, 2010, then start in September with meetings on first and third Tuesdays.

Mr. Luneau asked the board members to send Mr. Chamberlin vacation dates, so he can have a picture to see who is available, in the instance we need to have an additional meeting.

  1. d. Monthly Financials  – May 2010

Ms. Clark gave an overview of May 2010 monthly financials. She stated that unreserved      fund balance was on target.

Ms. Clark pointed out that there is a large encumbrance in food service of $40,000. She stated that at the beginning of the year they estimate the amount of food they will have for each vendor. She inflated the income because she knows they are not going to spend $40,000 in encumbrances; she can’t lessen the encumbrances because it is driven from the system.

Mr. Luneau asked what happens to debit card balances. Ms. Clark stated that they would carryover to the next year; seniors can transfer their balances to siblings.

Mr. Chamberlin will send an email home to families addressing this before the end of school.

PUBLIC COMMENT (2)

None

MATERIALS INCLUDED

  • Management Items for Consideration – HESS Negotiations (confidential)
  • Monthly Financial Report, May 2010
  • Copies of letters sent: Hopkinton Public Schools Foundation Board of Trustees
  • Spring Sports Awards Program and Newsletter 2010

IMPORTANT DATES

  • Hopkinton School District Welcome Back Breakfast, August 30, 2010
  • First day of school, August 31, 2010
  • School Board Retreat, September 16, 2010

ACTION ITEMS

  1. Hopkinton School Board approve the Superintendent’s nomination of Michelle Cotnoir, Yearbook Teacher, Hopkinton High School (0.1), 2010-2011 school year.

A motion was made by Ms. Durant, seconded by Mr. Josephson, motion carries, all in favor, not opposed.

12.  Hopkinton School Board approve the Superintendent’s nomination of Michelle Cotnoir, Summer Secretary, Hopkinton Middle High School, summer 2010.

A motion was made by Ms. Durant, seconded by Mr. Josephson, motion carries, all in favor, not opposed.

 

  1. Hopkinton School Board approve the Superintendent’s nomination of Anne Calder, Science Teacher, Hopkinton High School (.2), 2010-2011 school year.

A motion was made by Ms. Durant, seconded by Mr. Josephson, motion carries, all in favor, not opposed.

Note: (On record from Ms. Durant that the feedback is positive)

 

14.  Hopkinton School Board approve the Superintendent’s nomination of Lisa Lulka, Mathematics Teacher, Hopkinton High School (.2), 2010-2011 school year.

A motion was made by Ms. Durant, seconded by Mr. Josephson, motion carries, all in favor, not opposed.

15.  Hopkinton School Board approve the Superintendent’s recommendation to accept Alicia Cross’s request to modify her student council schedule b assignment to (.5) and Hopkinton School Board approve the Superintendent’s nomination of Lary Hodgdon, co-middle school student council advisor (.5), Hopkinton Middle School, 2010-2011 school year.

A motion was made by Ms. Durant, seconded by Mr. Josephson, motion carries, all in favor, not opposed.

16. Hopkinton School Board approve the Superintendent’s nomination of additional staff/hours for the Hopkinton School District Extended School Year Program, as presented, summer 2010.

A motion was made by Ms. Durant, seconded by Mr. Josephson, motion carries, all in favor, not opposed.

17.  Hopkinton School Board approve the Superintendent’s recommendation to expend an amount not to exceed $57,549 for the replacement of the Harold Martin Multipurpose Room floor, including the installation of a vapor barrier, and to award the contract to Danaher Floor Restoration Inc. with funds coming from the end of year undesignated fund balance.

A motion was made by Ms. Durant, seconded by Mr. Josephson, motion carries, all in favor, not opposed.

18.  Hopkinton School Board approve the Superintendent’s recommendation to encumber an mount no to exceed $5,000. for legal fees.

A motion was made by Ms. Durant, seconded by Mr. Josephson, motion carries, all in favor, not opposed.

19. Nonpublic Session for the Discussion of Matters as Per RSA 91-A: 3, II (a)

NONPUBLIC SESSION

Negotiations

Personnel

At 8:05 Mr. Jones made a motion, seconded by Ms. Durant that the Board enter into nonpublic session in accordance with RSA 91-A: 3, (a) for the discussion of negotiations and personnel.  Motion passed on a roll call vote: Mr. Luneau (yes), Ms. Durant (yes), Mr. Jones (yes), Mr. Josephson (yes).

RETURN TO PUBLIC SESSION

 

9:14am Motion to return to public session (Liz-Bill)

Motion for the SB to award the Superintendent with $2500 in performance

compensation and an additional $4000 in performance compensation for

outstanding performance under provision 4 of his contract, for the contract

year ending 6/30/2010.  (Liz-Bill) All in favor (4-0)

(Note: The superintendent’s total compensation earned under provisions 3

and 4 of the contract for the year ending 6/30/2010 is $104,500)

Motion for the SB to adjust the Superintendent’s salary to $100,695 under

provision 3 of his contract, for the contract year ending 6/30/2011.

(Bill-Liz) All in favor (4-0)

20.            Adjournment

9:15am Motion to adjourn (Bill-Liz) All in favor.

Respectfully submitted,

Jean Eaton