September 7, 2010

Hopkinton School District School Board

School Administrative Unit #66

Meeting Minutes

September 7, 2010

IN ATTENDANCE:

School Board: Chairman: David Luneau, Vice Chairman: Elizabeth Durant, School Board Members: Larry Donahue (arrived at 7:06pm), Louis Josephson, Student Representatives: Cameron Givens, Samuel Helrich

Administration: Superintendent: Steven Chamberlin, Business Administrator: Michelle Clark, Principals: Michael Bessette, William Carozza, Christopher Sousa, Assistant Principal: Christopher Kelley, Director of Student Services: Dr. Valerie Aubry, Director of Technology: Matthew Stone

CALL TO ORDER AND PLEDGE OF ALLEGIANCE:

Mr. Luneau called the meeting to order at 6:32pm, School Board Vice Chairman Elizabeth Durant led the Pledge of Allegiance.

Mr. Luneau welcomed Student Representatives Samuel Helrich and Cameron Givens to the school board.

SUPERINTENDENT ADDITIONS/DELETIONS TO AGENDA:

Action Items 17, 18, 19, 20 (as presented at the August 24, 2010 School Board Meeting)

Action Item 21

CORRESPONDENCE:

None

APPROVAL OF MINUTES:

Motion to approve the minutes of August 24, 2010 was made by Ms. Durant, seconded by Mr. Josephson, all in favor, minutes carry.

PUBLIC COMMENT (1):

Peter Gauthier, community member, stated he was present to observe the process.

COMMENTS FROM THE HOPKINTON SCHOOL BOARD

Ms. Durant thanked Mr. Chamberlin and the Leadership Team for their time preparing for the opening day activites/ceremonies

Cameron Givens stated he attended the St. Paul’s ASP program this summer and enjoyed it. Sam Helrich stated he attended the St. Paul’s ASP this summer and learned a lot, and he is looking forward to being a senior this year.

Mr. Josephson thanked everyone for a wonderful start to the school year, stating he heard great things from his family and the community.

Mr. Luneau stated he heard positive comments as well; one in particular was regarding z-block.

STAFF REPORTS AND PRESENTATIONS:

Administrator Reports*

William Carozza, Principal Harold Martin School

Mr. Carozza stated it was one of the most memorable starts for him. He stated that today was the first true test with the new floor: cleans well, plays well. He thanked the board for their support of the new floor. He added it was one of the smoothest openings for kindergarten.

Michael Bessette, Principal Maple Street School

Mr. Bessette stated they had a terrific opening. His theme was motivation; they had a great motivational discussion – it was uplifting.

The students had a great start. They set the tone for the new fourth graders coming in.

He is thrilled with the technology and building.

Christopher Sousa, Principal Hopkinton Middle High School

It was a fantastic opening. The locker relocation went smooth – it has been very positive. There was a great warm feeling in the building for new staff and students. Overall, it has been a great start.

Sam Helrich stated he enjoyed opening day. He did not find the video on the first day assembly too moving. He stated it could be because they are seniors. In the past they really enjoyed the hypnotist.

Cam Given stated he likes the lockers located in the café – he said you have more room.

Ms. Durant commented that the change of the traffic pattern is great. She asked how can we continue to communicate this to parents and kids.

Mr. Sousa stated they can communicate it in the Hawk News, letters home, on the web site and at open house.

Mr. Josephson asked about the parent portal.

Mr. Sousa stated that X2 Aspen/the grading portion has the capability to allow parents/students with live updates on how they are doing in classes (password protected). Mr. Sousa stated they are going to be piloting this mid-year and will have all parents onboard by the end of the school year.

Mr. Stone stated that it will give students one electronic form for them to go on and see the current status of their grades.

Dr. Valerie Aubry, Director of Student Services

Dr. Aubry stated that her staff used summer to prepare for student transition from grade to grade and school to school. She stated the H20 Student Support Task Force met this summer setting the stage for the upcoming school year.

Steven Chamberlin, Superintendent of Schools

Mr. Chamberlin stated that he has a podcast with Mr. Carozza on the Harold Martin School web site. The SAU office put together a meal for a Hopkinton family that lost their home to a fire recently.

Report: Hopkinton School District Opening Day Enrollment*

Mr. Chamberlin gave an overview of the opening day enrollment. He stated the middle high school had 22 new students in grades 7-12 (11 students have left the district: moved, attending private schools.) Mr. Carozza registered one new student today. Another enrollment analysis will be done on October 1.

Liz Durant asked if (depending on the projections for next year) there is an opportunity to increase the preschool on a year by year basis.

Mr. Carozza answered no, our kids are based on our special education department.

Dr. Aubry stated that we need to do this to keep the balance.

Mr. Luneau stated that trying to understand the trends a little bit might help us in long range planning. Mr. Luneau stated the trend would be the most helpful.

Report: Class of 2010 Post High School Plans*

Mr. Chamberlin gave an overview of his report on post high school plans, stating this year’s class was particularly strong.

Mr. Josephson asked how we compared to a similar district: Bow, Kearsarge.

Mr. Chamberlin stated that they need to track this type of data – this is our area of growth.
Mr. Luneau commented that he is glad to see students are looking at NHTI as an option.

Modular/Portable Classrooms Proposal*

Mr. Chamberlin gave an overview of the modular/portable classroom proposal. He stated the need now is due to the installation of the Activities of Daily Living (ADL) room and it will also improve the conditions noted by the NEASC Committee. Mr. Chamberlin stated the portables save money and increase instructional space. In 2007, portables were brought forward at a cost of $27,000. He said the net gain of classrooms of the 98/99 renovations was two classrooms. Mr. Chamberlin stated this is a short term solution as we do more planning: maybe five to ten years.

Mr. Luneau asked Mr. Chamberlin if this would be allocated out of the existing budget or bring it to the March meeting?

Mr. Chamberlin stated he hoped to have an action item at the first school board meeting in October.

Mr. Donahue made a suggestion for a public hearing.

Mr. Luneau asked if there are any other costs: such as additional staff not anticipated for the ADL room.

Mr. Donahue asked what is our expected operations expense and when do we expect to have a more permanent solution.

Mr. Josephson stated he would like to have a public hearing to be transparent to give people an idea of what will follow this. Also, where will the money come from?

Dr. Aubry stated the ADL room is completely financed out of ARRA funding and must be completed by Sept. 2011; the funding is targeted entirely to students with disabilities.

Mr. Chamberlin will present the final proposal at the October 7 school board meeting, before a public forum is scheduled.

Harold Martin School playground: A Community Project

Mr. Chamberlin introduced Mr. Bob Berliner, community member, and Mr. Carozza to talk about the scope and support from the community.

Mr. Carozza gave an overview regarding the playground proposal. He stated that last year he received a call from an anonymous donor to build a new playground ($50,000 to $100,000). Mr. Berliner is an engineer heading the playground committee. He said they can get half off from a playground manufacturer (because of the economy) and they would like to get it in before the snow flies. Mr. Berliner stated they chose one that would fit the existing footprint. The purchase and shipping cost is $65,000 and installation is $23,000. They would like a November installation if possible.
They will be looking for donations from townspeople to offset costs and having a fundraiser. They need information from Michelle Clark on the district federal tax identification number.

Mr. Luneau stated there are a couple things the board needs to know: what they have now and what is proposed to replace it with – lose and gain and what are the turn-key costs of the purchase, delivery, and installation all taken care of by the group. He stated that the board needs to have this assurance. He would like to see the ground rules on paper.

Ms. Durant asked if there is any difference in the insurance with a new structure.

Mr. Berliner gave an overview of the costs related to the purchase and installation. Realistically, he said they need to raise another $25,000 to make this happen.

Ms. Durant asked who would be doing the fundraising – would it be the playground committee? It must be clear it is not the school board and school.

Mr. Donahue stated the board very much appreciates this donation. At this point we see no blocking issue with accepting a donation in the fall, given the following consideration are taken into account.

Cost

Operations costs

Understanding the capital is taken care of

Obligations for the playground committee and the Hopkinton school district

Safety is the school district business

An ongoing maintenance fund cannot be relied on. When they accept, they are assuming the responsibility of maintenance – this needs to be articulated up front.

Mr. Chamberlin and the board thanked Mr. Berliner and Mr. Carozza for all of their hard work.

Additional time for staff
Mr. Chamberlin stated the additional time required budget tranfers, as it is not accounted for in the budget; three additional hours per week for the district occupational therapist and 1.5 hours per week for the occupational therapy assistant. The additional time is needed to meet the IEP needs of students and to meet the legal requirement to supervise the District’s certified occupational therapy assistant.

Mr. Luneau asked where the funds would come from.
Dr. Aubry stated from contracted service we would no longer have to contract for.

ITEMS FOR BOARD DISCUSSION

Hopkinton School Board 2010 Retreat

Mr. Chamberlin stated it will be held at the St. Methodios Faith and Heritage Retreat House, Contoocook, NH, September 16 from 1:00pm to 5:00pm.

Mr. Chamberlin spoke to Susan Covert today regarding facilitating the meeting.

Mr. Chamberlin outlined and gave an overview of the draft agenda of the retreat:

The school board expressed a variety of thoughts regarding the outcomes of the retreat.

Mr. Donahue stated that we need a better understanding of the indicators – what matters to us and how do we track them.

Mr. Luneau suggested that Mr. Donahue and Mr. Chamberlin meet and work on thoughts and plan for the retreat.
Capital Improvement Planning

Mr. Chamberlin will review additions to the CIP plan with the Leadership Team and bring it to the board. The deadline is mid October. This is acceptable with the board members.

Joint meeting with the Board of Selectmen

Mr. Chamberlin reviewed the draft agenda below of the joint meeting with the Board of Selectmen.

Meeting date: Monday, September 27, 2010, Hopkinton Middle High School auditorium

Update: Town/School District Collaboration

Summer appreciation cookout
Joint maintenance agreement: winter
Joint maintenance agreement: fields
Transportation
1. Fuel purchasing
2. Health insurance: request to form a study committee
3. Spirit Skate Park: request to form a study committee

Significant Budget Items

i. School District unreserved fund balance

ii. Generator

Mr. Chamberlin stated the following five policies need to be changed before the end of the year. He recently attended a workshop on the policy changes sponsored by the New Hampshire School Administrators Association.

Near Term Policy Development

i. Title I Parent Involvement
ii. Pupil Safety: Bullying and Harassment
iii. Truancy
iv. Managing Behavior of Children
v. Air Quality

Budget Adjustment Form 2011-02 (Action Item)

Mr. Chamberlin stated that during the budget development process, they pool the nonunion raises; this is the transfer that assigns them to the correct line.

Public Comment (2)

None

Materials Included

Administrator Reports (5)

Hopkinton High School Athletic Schedules

Opening Day Enrollment

Modular/Portable Classrooms Proposal

Class of 2010 Post High School Plans

New Staff Orientation Agenda

Opening Day Program

Opening Day Agenda

Draft School Board Meeting Minutes – August 24, 2010

11. Important Dates

9/9/10 Safe Routes to School Meeting, 7:30am Harold Martin School
- 9/16/10 School Board Retreat 1:00 – 5:00pm, St. Methodius Retreat House
- 9/27/10 Joint meeting with the Hopkinton Selectmen (time and location to be announced)
- 9/15/10 Harold Martin School Open House, 6:30pm
- 9/16/10 Hopkinton Middle and High School Open House, 6:00 – 9:00pm
- 9/13/10 Maple Street School Open House – Grade 4, 6:00 -7:00pm
- 9/20/10 Maple Street School Open House – Grades 5 & 6, 6:00-8:00pm

ACTION ITEMS

12. The Hopkinton School Board approve the Superintendent’s nomination of Don Wood, Instructional Assistant, Harold Martin School, 0.5, 2010-2011 school year, effective September 7, 2010.

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

13. The Hopkinton School Board approve the Superintendent’s nomination of Don Wood, early morning supervisor, Harold Martin School, 2010-2011 school year.

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

Hopkinton School Board approve the Superintendent’s nomination of Wanda Hebert, speech assistant, Harold Martin and Maple Street Schools (an additional 1.5 hours/week), 2010-2011 school year.