March 2, 2010
Hopkinton School District School Board
School Administrative Unit #66
Meeting Minutes
March 2, 2010
IN ATTENDANCE:
School Board: Chairman: David Luneau, Vice Chairman: Elizabeth Durant, Louis Josephson, Kim Fuller, Larry Donahue (arrived at 6:45pm)
Administration: Superintendent: Steven Chamberlin, Business Administrator: Michelle Clark, Principals: William Carozza, Michael Bessette, Assistant Principal: Christopher Kelley, Director of Student Services: Dr. Valerie Aubry, Director of Technology: Matthew Stone
CALL TO ORDER AND PLEDGE OF ALLEGIANCE:
School Board Chairman David Luneau, called the meeting to order at 6:30pm. Kim Fuller, School Board Member, led the meeting in the Pledge of Allegiance.
SUPERINTENDENT ADDITIONS/DELETIONS TO AGENDA:
Nonpublic session: add a student issue.
CORRESPONDENCE:
Two flyers were passed around from the New Hampshire School Boards Association regarding a scholarship and a school board award, and a thank you note from Stacy Serzans. A sympathy card was sent to Susan Garlow and her family for their recent loss, and flowers were sent to Kim Emerson on the birth of her daughter, Maisie Laine.
APPROVAL OF MINUTES:
Motion to approve the minutes of February 16, 2010 was made by Ms. Durant, seconded by Mr. Josephson, all in favor (Kim Fuller abstaining), minutes carry as amended: change page 2126, line 32: 9/17/10 to 2/17/10.
Motion to approve the minutes of February 16, 2010, SB2 Public Hearing with the Town of Hopkinton was made by Ms. Durant, seconded by Mr. Josephson, all in favor (Kim Fuller abstaining), minutes carry.
PUBLIC COMMENT (1):
Merle Dustin, community member, asked if there was an increase in our school census when the Hopkinton Independent School closed? Mr. Chamberlin stated that there were several additions to Harold Martin School (about six students in all).
COMMENTS FROM THE HOPKINTON SCHOOL BOARD:
Ms. Durant stated that she is looking forward to Saturday’s meeting and thanked everyone for all their hard work preparing for the meeting. She is confident the community is getting a lot of information about how important it is to be there on Saturday.
Mr. Josephson recognized Mrs. Fuller’s last meeting, stating that she came back at a critical year: a new superintendent, new board member, and contracts. Mrs. Josephson stated that as a new board member he really appreciated her knowledge and experience.
Mr. Luneau stated that Mrs. Fuller is a great example of the spirit in our schools and community. Also, he is looking forward to seeing a packed gym on Saturday. He stated that attendance is going to be critical for the continued performance of the schools (people are calling friends and neighbors to get the word out). Mr. Luneau thanked everyone for a great year.
Mrs. Fuller stated that she, too, is looking forward to Saturday. She stated that she was happy to help out this past year. Mrs. Fuller stated that working with Michelle, Steve, and the administration has been wonderful and she appreciates everything. She wanted the board to know that she feels so good leaving with the four remaining board members in place; this school district has made great strides in the last thirteen years and she knows it is going to continue.
STAFF REPORTS AND PRESENTATIONS:
a. Hopkinton School District Newsletter
Mr. Chamberlin gave an overview of the 2009-2010 Annual Newsletter. He stated that it was done completely in-house, and he thanked everyone around the table for their great work. Mr. Chamberlin asked everyone for his or her thoughts on the newsletter. The plan is to send it out to the community tomorrow.
Mr. Josephson stated that he saw the newsletter in an email today and he thought it was fabulous; stating the transparency of what we are doing is very clear. He stated that he would like to see copies at the annual school district meeting.
Mr. Luneau stated that he thinks it is terrific. It is an outstanding way to reach out to our community and let them know what is going on in the buildings and throughout the district. He agrees with Mr. Josephson that it is important to have copies at the annual school district meeting. He asked that the annual reports be put everywhere the town reports are being distributed.
Ms. Durant asked if it would be beneficial to have a page/section (incorporating a student perspective) from the students: Voices From the Students. This will be added to the annual report next year.
b. Copier Contract (Action Item)
Mr. Chamberlin stated that he appreciates Ms. Clark and Mr. Stone’s hard work. Ms. Clark added that the copiers were installed on a trial basis – the initial feedback is that all is going well. Mr. Stone reports that he has heard only positive reactions from the teachers and staff in the buildings. Ms. Clark stated that waiting one additional year has had its benefits, as prices have gone down.
Mr. Luneau asked if all four machines (that are part of the RFQ) would have to be replaced at the same time. Ms. Clark stated that this is not necessarily true; the copier in the high school faculty room has been there for many years. This is the flexibility of being able to purchase the copiers over a four year annual and not having it as a lease. Ms. Clark also stated that there is also a non-appropriation clause built in.
ITEMS FOR SCHOOL BOARD DISCUSSION
a. 2010-2011 Hopkinton School District Calendar
Mr. Chamberlin gave an overview of the current status of the 2010-2011 calendars, highlighting the differences. He stated that once approved, the calendars would be distributed in different colors.
Mr. Chamberlin addressed the one remaining issue: April vacation. He explained how the adjusted calendar (changing April vacation) would affect many areas. Changing April vacation would have an impact beyond our borders in Hopkinton. Currently, there are approximately 25 employees who have children who attend school in neighboring districts and some of them have made significant plans fifteen months in advance. Also, he spoke to Mr. Meserve and he schedules athletic contests during April vacation. What is the impact on education? Mr. Chamberlin stated that if we went with the two-day April vacation, that would be 68 days from February vacation to June 14 with three days off – this is a long stretch. Mr. Chamberlin stated that attendance could be impacted, as well as discipline referrals.
Mr. Chamberlin reported the results of the SurveyMonkey (281 respondents): 54% not in favor or changing April vacation, and 46% in favor of changing April vacation. Mr. Chamberlin stated that the research that has gone into looking for an innovative way to change April vacation was done in a thoughtful manner.
Mr. Josephson asked Mr. Chamberlin for a recommendation on April vacation. Mr. Chamberlin stated that based on the research that he has done and from talking with teachers and administrators, he would like to keep April vacation where it is.
Mr. Donahue asked Mr. Chamberlin if he was basing his recommendation on any data or gut feeling? Mr. Chamberlin stated from experience in the building. Mr. Donahue asked Mr. Chamberlin if he had any experience with not having April vacation. Mr. Chamberlin stated he does not.
Mr. Luneau stated that given the fact that February vacation is really mostly the first week in March and there is a professional development day off in April, it may be worth the experiment.
Ms. Durant stated that she is supportive of looking at the calendar and making a change. She is not confident making a change with the small margin results from the SurveyMonkey. She still feels that there is momentum to change April vacation. She would like to look at this for the calendar next year.
Mr. Donahue stated that he thinks it is an opportunity for us to be innovative. He thinks three days of coming to work for the 25 people is not that big of a hardship. He wishes that the survey were arranged so someone could only take it once. Mr. Donahue is concerned about the quality of the survey data where it took a six-point swing in the last couple of days. He also stated that people are required to be here during April vacation because their kids are playing spring sports.
Mr. Josephson commented that he is finding it extremely hard to make a decision on this because there is so much data and so many different variables. He stated that Mr. Chamberlin is the CEO of the company and if he says that having April vacation is the best for our students and community, then he would vote to keep April vacation.
Ms. Fuller stated that she would go with the recommendation from Mr. Chamberlin. She suggested that if a major change is made to the calendar next year that you stay with it for more than a year (three or five year commitment). Lastly, Mrs. Fuller suggested that the school year start earlier.
b. Hopkinton High School Varsity Baseball Trips (2) (Action Item)
Mr. Chamberlin gave a brief overview of the two trips. He stated that there was information on these trips in the board notes. The first trip is an annual trip to Enfield Connecticut (March 26-28, 2010), and the second is to Cooperstown, New York (May 1-3, 2010). Mr. Chamberlin has met with Mr. Sousa and Mr. Chase and his recommendation is to support both trips.
Mr. Luneau asked if junior varsity players were participating in the Cooperstown, New York trip. Mr. Chamberlin stated that there might be some participating depending on availability.
c. Concord Chamber of Commerce Grant: FIRST Robotics (Action Item)
Mr. Chamberlin stated that as policy, to accept a grant, all donations must come before the school board. This is an action item tonight.
d. Preparation for Hopkinton School District Annual Meeting
Mr. Chamberlin gave an overview of preparations for the annual school district meeting. He passed out a draft of a pamphlet on the Evergreen Law. The plan is to place one on every fifth seat at the annual school district meeting.
Mr. Luneau started that at the meeting they are going to speak to Evergreen before the voting gets started. The plan is to present a layman/easy to understand version on what Evergreen is all about and what the impact is for Hopkinton.
Mr. Chamberlin stated that tomorrow they are serving lunch and speaking at the Slusser Senior Center and Thursday evening they will be speaking at the PTA meeting.
Mr. Luneau asked if they are adding speaker notes to the podium bible. Mr. Chamberlin stated yes. He will forward a draft to all board members. Also, Mr. Chamberlin will be meeting with Mr. Luneau, Ms. Durant, and Moderator Edward Kaplan on Friday morning.
PUBLIC COMMENT (2)
Merle Dustin, community member, asked if the administration was planning on giving out flags on June 14, Flag Day? Mr. Chamber answered yes.
COMMENTS FROM THE HOPKINTON SCHOOL BOARD
Mr. Donahue recognized Mrs. Fuller for her service. He stated that he has served on the board with her for a very long time and he appreciates her guidance, wisdom, and her friendship.
Mr. Luneau stated that he went to the district web site today to get some budget information, and he would like to see the old information/reports on the website archived and the most recent information/reports listed first.
10. MATERIALS INCLUDED
Copier Contract Information
Overnight Trip Proposal Form (2)
Nomination Packet
Hopkinton School District Calendar (A and B)
2010 Warrant for the Annual Hopkinton School District Meeting
2010-2011 Hopkinton School District Budget Information (Final, dated 2/17/10)
11. IMPORTANT DATES
- Slusser Senior Center Luncheon, March 3
- PTA Meeting, March 4
- Hopkinton School District Annual Meeting, March 6
- Hopkinton School District Celebration of the Arts, March 11, Hopkinton High School
- Hopkinton School Board Meeting, March 16
ACTION ITEMS
12. Recommend the Hopkinton School Board approve the superintendent’s nomination of Janet Wilson, maternity leave substitute, Elementary Art, effective March 2, 2010.
A motion was made by Ms. Durant, seconded by Mrs. Fuller, motion carries, all in favor, not opposed.
13. Hopkinton School Board accept the superintendent’s recommendation to approve the copier contract with Conway Office Products in the amount of $32,457.
A motion was made by Mr. Donahue, seconded by Ms. Durant, motion carries, all in favor, not opposed.
14. The Hopkinton School Board approve the superintendent’s recommendation to accept Lois Scammon’s notice of retirement, Harold Martin School Library Assistant, effective June 30, 2010.
A motion was made by Mr. Donahue, seconded by Mrs. Fuller, with regret, motion carries, all in favor, not opposed.
15. Recommend the Hopkinton School Board accept the superintendent’s nomination of Robin O’Dougherty, AM Bus Monitor, effective March 3, 2010.
A motion was made by Mr. Donahue, seconded by Ms. Durant, motion carries, all in favor, not opposed.
16. The Hopkinton School Board accept the superintendent’s recommendation to approve the Hopkinton High School Varsity Baseball Team trip to Enfield, Connecticut, March 26 – 28, 2010.
A motion was made by Mr. Donahue, seconded by Mr. Josephson, motion carries, all in favor, not opposed.
17. The Hopkinton School Board accept the superintendent’s recommendation to approve the Hopkinton High School Varsity Baseball Team trip to Cooperstown, New York, May 1 – 3, 2010.
A motion was made Mr. Donahue, seconded by Ms. Durant, motion carries, all in favor, not opposed.
18. Recommend the Hopkinton School board take a position against the Senate Bill 2 petition. (This was moved and tabled at the February 16, 2010, school board meeting.)
A motion was made by Mr. Donahue, seconded by Ms. Durant to untable the motion, motion carries against SB2, all in favor, not opposed.
19. Recommend the Hopkinton School Board approve the 2010-2011 Hopkinton School District Calendar as recommended by the superintendent – Calendar A.
A motion was made by Mrs. Fuller, seconded by Ms. Durant, motion carries, Mrs. Fuller, Mr. Luneau, Mr. Josephson, Ms. Durant in favor, Mr. Donahue opposed.
20. Recommend the Hopkinton School Board accept the Concord Chamber of Commerce grant to the FIRST Robotics Club, in the amount of $1000.
A motion was made by Mr. Josephson, seconded by Ms. Durant, motion carries, all in favor, not opposed.
NONPUBLIC SESSION
21. Nonpublic Session for the Discussion of Matters as Per RSA 91-A: 3, II (a) and (e)
Personnel
Legal Matters
Student Issue
At 8:00pm, Mrs. Fuller made a motion, seconded by Ms. Durant, that the Board enter into nonpublic session in accordance with RSA 91-A:3, II (a) and (c) for discussion on personnel, legal matters, and a student issue. Motion passed on a roll call vote: Ms. Durant (yes), Mrs. Fuller (yes), Mr. Luneau (yes), Mr. Josephson (yes), Mr. Donahue, all in favor, not opposed.
RETURN TO PUBLIC SESSION
22. Adjournment
Respectfully submitted, Jean Eaton
Maple Street School, Hopkinton, NH
Nonpublic Minutes
March 2, 2010
21. Nonpublic Session for the Discussion of Matters as Per RSA 91-A: 3, II (a) and (c)
Personnel
Legal
Student Issue
During the nonpublic session the Board discussed personnel, negotiations, and a student issue.
Mrs. Fuller motioned to come out of nonpublic session, seconded by Mr. Donahue. Motion passed on a roll call vote: Mrs. Fuller (yes), Ms. Durant (yes), Mr. Luneau (yes), Mr. Josephson (yes), Mr. Donahue (yes) all in favor, not opposed. The board came out of nonpublic session at 8:32pm. HOPKINTON PUBLIC SCHOOL FOUNDATION
SAU 66
204 MAPLE STREET
CONTOOCOOK, NH 03229
STATEMENT OF PURPOSE
The Hopkinton Public School Foundation shall raise and manage funds to be used to establish an endowment. Income from this endowment will supplement, and not replace, funds normally appropriated for the support of public education in the Town of Hopkinton.
Endowment generated funds will be used to further enhance public education by providing financial support for expenditures that will strengthen educational programs. Such expenditures may include purchase of needed equipment awards for students, recognition of outstanding teachers and other areas designated by the Board of Trustees.
The Foundation will be managed by the independent Board of Trustees comprised of Hopkinton residents.
GENERAL BY-LAWS
The principal office of the corporation in the State of New Hampshire shall be located at SAU #66, 204 Maple Street, Contoocook, NH.
ARTICLE III- BOARD OF TRUSTEES
1. General Powers
The business and affairs of the corporation shall be managed by its Board of Trustees. The Trustees shall, in all cases, act as a Board and they may adopt such rules and regulation for the conduct of their meeting and the management of the corporation, as they may deem proper, not inconsistent with these by-laws and the laws of this state.
2. Role of Trustees
The members of the Board of Trustees of the Hopkinton Public School Foundation will help with the procurement of funds for the establishment and growth of an endowment. Further and most important, the Board will have the full responsibility for the management and allocation of funds generated through the endowment. The Foundation will function as an independent entity.
3. Number, Tenure, Qualifications
a. The minimum number of Trustees of the corporations shall at all times be five (5).
b. A term shall be three (3) years. In order to stagger initial terms, election will be for:
One (1) trustee for 1 (one) year;
Two (2) trustees for 2 (two) years;
Two (2) trustees for 3 (three) years.
Trustees may serve for unlimited consecutive terms.
c. Trustees shall be individuals with interest in the Hopkinton School District.
4. Election of Officers
The Board of Trustees shall appoint, from among its members, the initial Board of Trustees which will serve for a 1-2-3 year term determined by officers of the Corporation. The initial Board of Trustees will serve for a term to be determined by the Trustees.
Officers will consist of Chairperson, Vice Chairperson, Secretary and Treasurer.
Secretary/Treasurer may be one person.
5. Annual Meeting
An annual meeting of the Board of Trustees shall be held on the second Monday in January beginning TBA.
6. Order of Business
The order of business at all annual meetings of the Board of Trustees shall be as follows:
- Reading of minutes of preceding meeting;
- Reports of committees;
- Reports of Trustees;
- Election of Trustees;
- Election of officers;
- Unfinished business;
- New business;
- Other business.
7. Regular and Special Meetings
The Board of Trustees shall hold regular meetings at a time and place to be designated by resolution of the Trustees. Special meetings of the Trustees may be called by, or at the request of the Chairperson of any three Trustees. The location of any meeting shall be at the Hopkinton School District or such place established by the Board.
8. Notice
The notice of any special meeting shall be give at least five (5) days previously thereto by written notice mailed to each trustee at his/her address. Such notice shall be deemed to be delivered when deposited in the United States Mail so addressed, with postage thereon prepaid. The attendance of a trustees at a meeting shall constitute a waiver of notice of such meeting, except where a Trustee attends a meeting for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened.
9. Quorum
At any meeting of the Trustees, a majority shall consitute a quorum for the transaction of business, but if less than said number is present at a meeting, a majority of the Trustees present may adjourn the meeting from time to time without further notice.
10. Manner of Acting
The act of the majority of the Trustees present at the meeting at which a quorum is present shall be the act of the Trustees.
11. Newly Created Trusteeships and Vacancies
Newly created trusteeships resulting from an increase in the number of trustees and vacancies occurring in the Board for any reasons may be filled by majority vote of the remaining members of the Board of Trustees. A trustee elected to fill a vacancy caused by resignation, death or removal shall be elected to hold office for an unexpired term of his/her predecessor.
12. Resignation
A trustee may resign at any time by giving written notice to the Board, the Chairperson, or the Secretary of the corporation. Unless otherwise specified in the notice, the resignation shall take effect upon receipt there of by the Board or such office, and the acceptance of the resignation shall not be necessary to make it effective. Three consecutive absences constitutes a resignation.
13. Presumption of Assent
A Trustee of the corporation who is present at a meeting of the Trustees at which action on any corporate matter is taken shall be presumed to have assented to the action taken unless he/she shall file his/her written dissent to such action with the person acting as the Secretary of the meeting before the adjournment thereof or shall forward such dissent by registered mail to the Secretary of the corporation after the adjournment of the meeting. Such right to dissent shall not apply to a trustee who voted in favor of such action within a 24-hour limit.
14. Executive and Other Committees
The Chairperson may designate from among its members an executive committee and other committees, each consisting of two or more Trustees. each such committee shall serve at the pleasure of the Board.
ARTICLE IV- OFFICERS
1. Number
The officers of the corporation shall be a chairperson, vice chairperson, secretary, and a treasurer. Secretary/treasurer may be one person. All officers shall be Trustees elected by the Board of Trustees.
2. Election and Terms of Office
The officers of the corporation to be elected by the Trustees shall be elected annually at the first meeting of the Trustees at each annual meeting of the corporation. Each officer shall hold office until his/her successor shall have been duly elected and shall have qualified, or until his/her death, or until he/she shall resign, or shall have been removed in the manner hereinafter provided.
3. Removal
Any officer of agent elected or appointed by the Trustees may be removed by the Trustees whenever in their judgment the best interests of the corporation would be served thereby.
4. Vacancies
A vacancy in any office because of death, resignation, removal, disqualification, or otherwise, may be filled by majority vote of the Trustees for the unexpired portion of the term.
5. Chairperson
The chairperson shall be the principal executive officer of the corporation, and subject to the control of the Trustees, shall in general, supervise and control all of the business and affairs of the corporation. He/she shall perform all duties incident to the office of the chairperson and such other duties as may be prescribed by the Directors from time to time.
6. Vice Chairperson
The vice chairperson shall perform the duties of the chairperson in his/her absence.
7. Secretary
The secretary shall keep the minutes of the Trustees’ meetings in one or more books provided for the purpose; see that al notices are duly given in accordance with the provisions of these by-lays or as required; be custodian of the corporate records and of the seal of the corporation and, in general, perform all duties incident to the office of secretary and such other duties as may from time to time be assigned to him/her by the chairperson or by the Trustees.
8. Treasurer
The treasurer shall have charge and custody of and be responsible for all funds and financial reports of the corporation; receive and give receipts for moneys due and payable of the corporation from any source whatsoever, and deposit all such moneys in the name of the corporation in such banks, trust companies, or other depositories as determined by the Trustees and, in general, perform all the duties as from time to time may be assigned to him/her by the chairperson or by the Trustees.
9. Liaison
A member of the School Board of the District shall serve as a liaison between the School Board and the Trustees.
10. Salaries
All Trustees and officers shall receive no salary.
ARTICLE V – EXECUTIVE DIRECTOR
The Board of Trustees may employ an executive director and other employees as necessary to carry out the programs of the corporation. The Executive Director shall perform all duties incident to the office and such other duties as may be assigned by the Board of Trustees or by the chairperson from time to time.
ARTICLE VI – CONTRACTS, LOANS, CHECKS, AND DEPOSITS
1. Contracts
The Trustees may authorize any officer or officers, agent, or agents, to enter into any contract or to execute and deliver any instrument in the name of and on behalf of the corporation and such authority may be general or confined to specific instances.
2. Loans
No loans shall be contracted on behalf of the corporation and no evidences of indebtedness shall be issued in its name unless authorized by a resolution of the Trustees. Such authority may be general or confined to specific instances.
3. Checks, Drafts, etc.
All checks, drafts, or other orders for the payment of money, notes, or other evidences of indebtedness issued in the name of the corporation shall be signed by such officer or officers, agent, or agents of the corporation and in such manner as shall from time to time be determined by resolution of the Trustees.
4. Deposits
All funds of the corporation not other wise employed shall be deposited from time to time to the credit of the corporation in such banks, trust companies, or other depositories as the Trustees may select.
ARTICLE VII – FISCAL YEAR
The first year of the corporation shall begin on the first day of July in each year.
ARTICLE VIII – WAIVER OR NOTICE
This shall be determined by the Trustees.
ARTICLE IX – WAIVER OR NOTICE
Unless otherwise provided by law, whenever any notice is required to be given to any Trustee of the corporation under the provision of these by-laws or under provisions of the Articles of Incorporation, a waiver thereof in writing, signed by the person entitled to such notice, whether before or after the time stated therein, shall be deemed equivalent to the giving of such notice.
ARTICLE X – AMENDMENTS
The by-laws may be altered, amended, or repealed and new by-laws be adopted by a 2/3 vote of the Trustees providing proposed change(s) have been presented at the preceding meeting.
ARTICLE XI – TAX EXEMPT STATUS
In no event may any amendments be made which would affect the corporation’s qualifications as a tax-exempt organization pursuant to Section 501 (c) (3) of the federal tax caps or corresponding section of any future federal tax code.
ARTICLE XII – NON DISCRIMINATION
The corporation does not discriminate on the basis of race, color, national origin, creed, sex, age, handicap, disability, or marital status in admission or access to, or treatment or employment in, its programs and activities.
