November 17, 2009
Hopkinton School District School Board
School Administrative Unit #66
Meeting Minutes
November 17, 2009
IN ATTENDANCE:
School Board: Chairman: David Luneau,Vice Chairman: Elizabeth Durant, Kim Fuller, Louis Josephson, Larry Donahue (arrived at 7:20pm), Student Representatives: Emma Brown (absent) and Noah Meister (absent)
Administration: Superintendent: Steven Chamberlin; Business Administrator: Michelle Clark, 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. The Yappin Yodas (group of students ages 9-14) led the meeting in the Pledge of Allegiance.
Mr. Luneau welcomed the Yappin Yodas, Coach Jud Durant, and volunteers to the meeting. This program is to increase student involvement early in Robotics. They have a Lego competition this Saturday at Bishop Brady High School at 9:30am. The students performed a skit demonstrating what could happen if you text while driving.
SUPERINTENDENT ADDITIONS/DELETIONS TO AGENDA:
Addition of action item number 16 to approve Budget Adjustment 2010-05.
CORRESPONDENCE:
Mr. Chamberlin passed around a thank you card from Susan Roberts.
APPROVAL OF MINUTES:
Motion to approve the minutes of November 3, 2009 was made by Ms. Durant, seconded by Mr. Josephson, all in favor (Mr. Luneau abstained), minutes carry.
PUBLIC COMMENT (1):
Martin Marklin, community member, asked for consideration of the Maple Street
gymnasium as a safe environment for our children. Last week, his daughter tripped and fell (hit her head on the concrete wall) and has a level three concussion. He also noted that last year another student tripped during a physical education class, hit the wall and broke a tooth. Mr. Marklin stated that as a commissioner of HYSA baseball, they refrain from using the gym because it is dangerous: walls not padded, too small, lines delineating the playing surface are also very close to the walls. Furthermore, he stated that the gym floor tiles contain asbestos, so they need to be encapsulated, which creates a slick surface. He believes any activity in that room, which involves running of any sort, needs to be considered. Mary Reidy, community member and trauma coordinator at Concord Hospital, was at the emergency room when his daughter was brought in. She recommended that he come to the school board, because it is not the first incident. Mrs. Reidy stated that gym injuries have increased three fold (emergency room visits) and 52% are middle school children. Mr. Marklin stated that Mr. Bessette told him they had mats for the walls, but no way to attach them. Mr. Marklin encouraged the board to take steps to remedy this. Christine Marklin, community member, stated that she feels uncomfortable sending her daughter to gym knowing it is not a safe gym.
COMMENTS FROM THE HOPKINTON SCHOOL BOARD
Mrs. Fuller told Mr. Marklin that she was very sorry to hear his daughter was injured. She congratulated Coach Scott Zipke and the boy’s varsity soccer team for their fourth straight state championship. Mr. Josephson expressed that he was sorry to hear about Mr. Marklin’s daughter and understands that we need to have a safe environment for our students. Mr. Luneau stated that the most important thing is to keep all our kids safe.
Mr. Luneau expressed sadness to Doris Cayer, longtime custodian in the district, as her husband, Neal, passed away. Also, Mr. Joseph Desmond passed away, former school board chairman during the 1980s, and Dr. Howard Lightfoot passed away, former school district physician.
Mr. Luneau congratulated the new inductees to the National Honor Society. Although he was unable to attend the ceremony, he heard it was a very moving.
STAFF REPORTS AND PRESENTATIONS:
a. Annual Financial Report, for the year ended June 30, 2009
Mr. Chamberlin publically recognized Michelle Clark and Laurie Nadeau, commending them for their expertise in preparing for the audit. Mr. Chamberlin highlighted on the statement of the unreserved fund balance, the Government Accounting Standards Board 45(GASB), and the student activity accounts. Mr. Chamberlin stated that the report articulates that we are in a strong financial position. The report will be posted on the district website.
Mrs. Fuller asked about the student activity funds being mentioned in the past, if the definition has been changed. Mr. Chamberlin stated that this was another layer to our internal controls; there was no impropriety.
Regarding the GASB 45, Mr. Luneau asked if there was any sense to the amount of liability, and how it would affect our budget? Ms. Clark stated that it would not affect our budget, other than we would have to have an actuarial. Ms. Clark also stated that it could affect you when you go out for your bond rate.
Ms. Durant asked how we keep track of individuals electing Cobra. Ms. Clark stated that we receive the bill (though we are not paying) that shows who LGC is billing for Cobra.
Mr. Josephson stated that it would be helpful to look at our bond covenants and ratios, to see what degree we would need to have under this to through our ratios out of compliance.
b. Treasurer’s Report
Mr. Allan Bloomquist, School District Treasurer, gave an overview of the October Treasurer’s Report highlighting on the following points:
The district has two bank accounts: TD Banknorth and Merrimack County Savings. Articulating that unfortunately the interest earned was low – approximately 1/8 of what it was last year. Total interest earned last year was a little above 5,000 – total interest income.
c. Investment Policy DFA Review
Mr. Luneau asked Mr. Bloomquist about his concern last year regarding our collateralization of the funds at TD Banknorth.
Mr. Bloomquist stated that last year TD Banknorth had poor collateral (a letter of credit backed up the federal home loan bank of Pittsburgh), which was losing money. He is pleased to report that the collateral has changed to our own separate account at the Federal Reserve Bank of Boston. Also, to maintain safety of accounts from fraud, they went with a system called Positive Pay. This system protects against unauthorized checks being cashed.
Another change made this year was they opened a sort of rainy day savings account at Merrimack County Savings Bank ($236,000) – this account earns the highest interest.
Mr. Bloomquist reported that in terms of the investment policy, he is confident that we are compliant; safety of principal is the number objective.
Mr. Luneau asked Mr. Bloomquist to look into what the town has for their collaterals, as they are holding large chunks of funds on behalf of the district, and since it was mentioned by Mr. Bloomquist as a concern again this year.
d. Tax Rate: School District Budget Impact
Mr. Chamberlin stated that he met with the Department of Revenue Administration representative, Bob Blanchette, Neal Cass, and Michelle Clark and based on the evaluation, the tax rate is up 27 cents (school district portion) vs. the 54 cents talked about last March.
e. Monthly Financials: October 2009
Ms. Clark pointed out the additional expense in food service is due to the purchase of the POS System. Currently, the POS System is scheduled for installation and training on February 3, 2010 (an early release day). Mr. Luneau asked if money was taken out of encumbrances. Ms. Clark stated that she looked at what was encumbered and the revenues are a little better this year, expenditures are not as bad as last year, and she is optimistic that we will gain some revenue from the new system. She believes that the numbers will be contained. Ms. Clark stated that on the general fund side everything is coming as projected. At this point, the unreserved fund balance is projected at $456,000.
f. Adoption Agreement for the 403(b) Plan Document for Public Education Organizations
Mr. Chamberlin stated that we are changing vendors. The board prior to Dec. 31, 2009 must approve a plan document. There was discussion regarding fees born by the District. Mrs. Fuller asked that this be discussed in nonpublic. Mr. Luneau asked to clarify why this would be discussed in nonpublic. Mr. Chamberlin stated that it is because it could affect collective bargaining, an existing contract, or someone’s reputation.
g. Budget Adjustment 2010-05 (Action Item)
Mr. Chamberlin stated that the funds are needed for unanticipated ESOL services for students that moved into our district.
Items for Board Discussion
- a. Budget Planning: Calendar, Warrants, Trust, et al.
Mr. Chamberlin gave an overview of the schedule for the month of December, stating that we may need to have four board meetings in four weeks. The two extra meetings will be focused on the budget. Mr. Donahue stated that he is not available on December 8 or 15.
Mr. Chamberlin will email the board the budget document organized differently (five pages vs. 45). Mr. Donahue stated the need to be careful switching how information is presented to the public. Mr. Chamberlin stated that he appreciates the board reviewing the new budget document.
- b. Maintenance and Repair Issues
Mr. Chamberlin informed the board that the servers and software are not reliable and stability on the financial side is critical. Mr. Chamberlin stated that this is not an area of our operations that we want to wait and have it break, then react.
Mr. Stone stated that there are two windows servers that host our financial information (database server and application server). The two servers are beyond their replacement date and out of their warranty periods. In addition, the software we are running will not be supported. We would replace the servers with a single server, supported by our software vendor. Mr. Chamberlin recommends that we replace the servers this year. Mr. Donahue asked why this was pulled from the budget last year? Mr. Stone stated that it was a decision of the Leadership Team at the time.
Mr. Chamberlin stated that last spring we had a heating coil let go in the high school gymnasium (it is a two coil system). At that time, the system was reconfigured to run on one coil. Mr. Fortier, Facilities Director, researched replacing the coil, as we are approaching the winter season and he is concerned about running on one coil. The cost to replace one coil is $5700, and to replace both would be an additional $1700. The remaining coil is twelve years old and the life expectancy is fifteen years. The board members agreed that both coils should be replaced.
- c. Hopkinton 2.0/Hopkinton School District Goals
Mr. Chamberlin recently met with Ms. Durant and Mr. Luneau regarding Hopkinton 2.0/Hopkinton School District Goals. The sub groups are being formed and have started to meet. Mr. Chamberlin met with the Math Task Force and discussed where they fit in Hopkinton 2.0. Today, he met with Education Commissioner Virginia Barry regarding Race to the Top funds possibly funding teacher days.
Mr. Josephson asked Mr. Chamberlin for his assessment of the district. He would like to see what the things are that could be improved today, because this is where we are starting from for the future.
Mr. Luneau stated that Mr. Chamberlin has already made a great mark on the District with ten years at the high school. Mr. Luneau stated that this would become Mr. Chamberlin’s legacy with the Hopkinton School District.
Mr. Donahue stated that he appreciates the approach Mr. Chamberlin has taken – the broad spectrum of it. He is concerned that we may be trying to boil the ocean. He thinks it is important to have an early proof point. Mr. Donahue asked that Mr. Chamberlin to consider something contained such as the athletic program (or another area). What do we look to get out of the athletic program? What are the goals and how do we track those goals?
Ms. Durant stated that having the stakeholders on the committees sharing ideas is valuable. She feels that from these people being around the table we are making forward progress, which we have not always had.
Public Comment:
Martin Marklin, community member, wanted to let the board know about an endeavor that he and Christine Marklin are doing with the high school. With the business class at the high school, they will help the students bring a concept to market and sell it in their retail store (candles). The success of this program is that the proceeds will go to a charitable fund to help local students. The funds will be used for: paying for lunch, a field trip, school supplies, etc. They could empower the nurses with gift cards. Mr. Marklin asked for advice and counsel on how to disseminate the funds. Mr. Marklin stated that Hillsboro is also interested in a similar program. This is not a fundraiser – it could eventually go nationwide.
Mr. Marklin asked if the backup tape from the server is taken offsite every night? Mr. Stone stated yes, he takes it home.
Tom Manseau, community member, asked if it is possible to hire a service to do the backup offsite? Mr. Stone stated yes, but it tends to be costly.
Marion Paxton, community member, invited everyone to the Bohanan Farm meeting on November 18 at 6:30pm in the high school gymnasium.
Mr. Marklin added that they are working on the brand name. He believes that there is a willingness of other business in town to mentor the endeavor.
Mr. Luneau thanked Mr. Marklin, stating it is a great opportunity being developed for our students.
10. MATERIAL INCLUDED
Winter preparations and vaccination survey letter
Thoughts From the Bay Window
Annual Financial Report, for the year ended June 30, 2009 (sent electronically)
Policy DFA: Investment
Overnight Trip Form (3)
Monthly Financials: October 2009
Adoption Agreement for the 403(b) Plan Document For Public Education Organizations
Draft School Board Minutes (November 3, 2009 School Board Meeting)
Plodzik & Sanderson letter
IMPORTANT DATES:
- November 20 & 21, HHS Drama Troupe One Act Plays, curtain time 8:00pm
- November 25-27 Thanksgiving Recess
- November 30, 5:00pm, Automatic Call System Test
- December 1, School Board Meeting
ACTION ITEMS
12. The Hopkinton School Board accept the Superintendent’s recommendation to approve the Hopkinton High School Science Overnight Trip to Zeeland Falls Area, WMNF, February 28 – March 2, 2010.
A motion was made by Mr. Donahue, seconded by Ms. Durant, motion carries, all in favor, not opposed.
13. The Hopkinton School Board accept the Superintendent’s recommendation to approve the Hopkinton High School Science Overnight Trip to Carter Notch Area. WMNF, March 6 – 8, 2010.
A motion was made by Mr. Donahue, seconded by Mrs. Fuller, motion carries, all in favor, not opposed.
14. The Hopkinton School Board accept the Superintendent’s recommendation to approve the Hopkinton High School German Exchange Overnight Trip to Lindau, Germany, June 21 – July 12, 2010.
A motion was made by Mrs. Fuller, seconded by Mr. Josephson, motion carries, all in favor, not opposed.
15. The Hopkinton School Board accept the Superintendent’s recommendation to approve Paul Silverman’s request for early retirement, Hopkinton Middle High School Music Teacher.
A motion was made by Mrs. Fuller, seconded by Ms. Durant, motion carries, all in favor, not opposed.
16. The Hopkinton School Board accept the Superintendent’s recommendation to approve budget adjustment 2010-05.
A motion was made by Mrs. Fuller, seconded by Mr. Josephson, motion carries, all in favor, not opposed.
ADDITIONAL COMMENT FROM THE HOPKINTON SCHOOL BOARD:
Mr. Donahue stated that Calcutta Night, last Friday night, was great – Dave Chase did a tremendous job!
NONPUBLIC SESSION
17. Nonpublic Session for the Discussion of Matters as Per RSA 91-A: 3, II (a), (c), and (e)
Negotiations
Legal Matters
At 8:25pm Mr. Donahue made a motion, seconded by Mr. Josephson, that the Board enter into nonpublic session in accordance with RSA 91-3:II (a), (c), and (e) for discussion on negotiations. Motion passed on a roll call vote: Ms. Durant (yes), Mrs. Fuller (yes), Mr. Josephson (yes), Mr. Luneau (yes), Mr. Donahue (yes), all in favor, not opposed.
RETURN TO PUBLIC SESSION
At 9:30pm, a motion was made by Mrs. Fuller, seconded by Mr. Donahue, to return to public session, motion passed, all in favor, not opposed.
18. Adjournment
Respectfully submitted, Jean Eaton
Hopkinton School Board Meeting minutes
Tuesday, November 17, 2009
Maple Street School, Hopkinton, NH
Nonpublic Minutes
17. Nonpublic Session for the Discussion of Matters as Per RSA 91-A: 3, II (a), (c), and (e)
Negotiations
During the nonpublic session the Board discussed negotiations.
Mrs. Fuller motioned to come out of nonpublic session, seconded by Ms. Durant. Motion passed on a roll call vote: Ms. Durant (yes), Mrs. Fuller (yes), Mr. Josephson (yes), Mr. Luneau (yes), Mr. Donahue (yes), all in favor, not opposed. The board came out of nonpublic session at 9:30pm.
