October 20, 2009
Hopkinton School District School Board
School Administrative Unit #66
Meeting Minutes
October 20, 2009
IN ATTENDANCE:
School Board: Chairman: David Luneau, Vice Chairman: Elizabeth Durant, Kim Fuller (arrived at 6:35pm), Louis Josephson, Larry Donahue (absent), Student Representatives: Emma Brown, and Noah Meister (absent)
Administration: Superintendent: Steven Chamberlin; Business Administrator: Michelle Clark
CALL TO ORDER AND PLEDGE OF ALLEGIANCE:
School Board Chairman, David Luneau, called the meeting to order at 6:30pm. Merle Dustin, community Member, led the meeting in the Pledge of Allegiance.
SUPERINTENDENT ADDITIONS/DELETIONS TO AGENDA:
(Additions are underlined in the agenda)
There is a revised agenda and there are two additional action items: number 14 & 15. Also, the nonpublic session at the end of the meeting is changed from personnel to negotiations.
CORRESPONDENCE:
No correspondence
APPROVAL OF MINUTES:
Motion to approve the minutes of October 6, 2009 was made by Ms. Durant, seconded by Mr. Josephson, all in favor, minutes carry.
PUBLIC COMMENT (1):
No public comment
COMMENTS FROM THE HOPKINTON SCHOOL BOARD
Mr. Luneau thanked Mr. Chamberlin for all of his efforts promoting the Special School District Meeting.
STAFF REPORTS AND PRESENTATIONS:
- a. Administration of Oath – School Clerk
Mr. Luneau administered the Oath of office for School Clerk to Susan H. Batchelder.
- b. H1N1: Vaccination clinic for school community
Sheila Conley, School Nurse Harold Martin School, and Kathy Schaefer, School Nurse, Hopkinton Middle High School, presented information regarding vaccinating students in the district against H1N1. Ms. Conley stated that they have been receiving information from the state on a daily basis. The state vaccine program provides the vaccine and all the products to have a clinic. Currently, the vaccine can be ordered in lots of 100 doses at a time. The plan would be to have the clinic on a Saturday.
Mr. Josephson asked how we decide who gets the first doses (and there after) received? He suggested we follow the state methodology (CDC guidelines).
Mr. Luneau asked if the record keeping involved would be difficult for us to manage. Ms. Schaefer stated that the state provides a toolkit with a checklist and a triage information sheet that needs to be completed before each student can receive the vaccine. This information would have to be reviewed by a nurse before the student could receive the vaccine. The nurses will be soliciting for volunteers.
Ms. Durant asked the nurses about their comfort level on the qualifications of volunteers that they’re going to need. Also, she asked if they knew what kind of horsepower they would need. Ms. Conley stated that before they sent some feelers out to the community, they wanted to discuss this at the school board meeting.
Mr. Chamberlin stated that he would work with LGC, our insurance carrier, regarding what is our liability as a district. Ms. Conley stated that she and Ms. Schaefer are concerned about their liability as well.
Ms. Conley stated that they plan to vaccinate all district employees on a different date.
Mr. Luneau stated that it would be wise to have a community forum before the immunization date. Ms. Durant suggested that we have the forum before a school board meeting on a Tuesday.
c. Food Service Point of Sale (POS) Program: Update and review process
Mr. Chamberlin stated that the POS system is a computerized network at the cash register; it tracks choice and allows for deposits over the Internet. Students can purchase through a pin, a card, or a fingerprint. The POS program would eliminate the use of cash. It is also a way to increase discretion with free and reduced lunch.
This fall, Ms. Clark created an RFP (Request For Proposal). Mr. Chamberlin stated that it was a recommendation from the auditors (and by the state) to remove cash. We have received five bids ranging from $15,000 to $23,000. Mr. Chamberlin stated that they are looking for the boards’ sentiment to move forward this year, or add it to the regular budget process.
Mr. Luneau stated that it is a great idea to get this done as soon as possible this year. The budget committee has asked us to find solutions to help us to reduce the food service deficit and this does so; increasing revenues and increase free and reduced lunch benefit.
Mr. Josephson asked Mr. Chamberlin about the carrying costs for the system. Mr. Chamberlin stated that they are currently looking into this.
Mrs. Fuller asked how the POS system would be paid for, as it was not budgeted for this year. Ms. Clark stated that we have a substantial amount of money in our health insurance line, because our percent increase was lower than anticipated. Ms. Clark stated that we could also use the contingency. In addition, the cost could be less because it included some hardware that we may be able to do in-house. Mr. Stone is currently looking into this.
Ms. Durant is interested in knowing how Tracy Barker feels a system such as this would enable her to deliver the food service more efficiently. She stated that there was a survey done last year. Mr. Chamberlin stated that he and Ms. Clark would be analyzing the information.
d. Monthly Financials: August 2009
Ms. Clark stated that we did not have July financials, as there is a lot of money that is not encumbered at this point because of how payroll works. She mentioned this because the Budget Committee was also looking for July; the first real month is August.
Ms. Clark gave an overview of the August financials presented. Mr. Luneau asked Ms. Clark about the local revenue on the revenue page. She stated that she couldn’t adjust or put in the actual revenue amounts until the tax rate is set. These budgeted amounts are what are on the MS-24 that goes to school district meeting. The next time revenues are adjusted is when the tax rate is set. This year the rate will be set after the Special School District Meeting; the rate should be set in approximately two weeks. Mr. Luneau asked if the state and federal figures are based on anticipated revenues that did not come in. Ms. Clark stated absolutely not. Mr. Luneau asked about additional expense under food service. Ms. Clark stated this is for two late hires and anticipated maintenance expense.
e. Budget Adjustments: 2010-02, 2010-03, 2010-04
Ms. Clark gave a summary of the Budget Adjustments presented.
Budget adjustment 2010-02: Unexpected change in health insurance coverage (qualifying event). An example is someone who in the past took the buyout.
Budget adjustment 2010-03: Related to the increase in the retirement rates from the state. This is the majority of the transfer that will be requested for the year.
Budget adjustment 2010-04: Related to special education costs. New staff hired for new students or changes in arrangements for students.
f. Generator at Hopkinton Middle and High Schools
Mr. Chamberlin passed out a handout to the board members, Michelle Clark, and members of the community. He gave an overview of the generator and the grant, stating that this is an FYI for the board. Mr. Chamberlin spoke to Neal Cass, Town Administrator, and he believes that the grant has been awarded, waiting for a commitment from the town and the school district (25% match). Mr. Chamberlin wanted the board to be aware about the cost and the approach. This will be looked at during the budget process.
g. 2009-2010 Tuition Rates
Ms. Clark gave an outline regarding the tuition rate calculation and some brief history behind it.
Mr. Josephson asked why the formula is over a number of students. He never heard of this in a private school. Ms. Durant is concerned that we are always looking at our growth of expense as a whole district.
Mr. Chamberlin stated that this was the fairest and most appropriate way, based on our research and history, to allocate the costs. Mr. Luneau stated that he could see some minor deviations with non-home to school transportation.
Items for Board Discussion
a. Preparation for Special School District Meeting
Mr. Chamberlin asked the board for any comments regarding the script that was included in their packets. Mr. Chamberlin has reviewed the script with Mr. Kaplan, Moderator. He stated that he met with Mr. Fortier, Facilities Director, and has reviewed all the requirements for the meeting. Merle Dustin has agreed to lead us in the Pledge of Allegiance. Mr. Chamberlin stated that we have talked with the supervisors of the checklist and we are prepared for a ballot vote (s).
At this time, Mr. Chamberlin reviewed the order of events with the school board.
b. Hopkinton 2.0/Hopkinton School District Goals
Mr. Chamberlin reviewed the revisions in his proposal of Hopkinton 2.0/Hopkinton School District Goals presented at the school board meeting on October 6, 2009.
c. 2010 District Meeting Date
Mr. Chamberlin informed the board that the School District Meeting date has been set for Saturday, March 6, 2010.
Public Comment:
Merle Dustin, community member, told Mr. Chamberlin that she will signal him during the Special School District Meeting if he is talking too fast or too slow.
Marion Paxton, community member, regarding H1N1: She wanted to make sure we were aware of the POD activity with the town, stating that perhaps this would be an area for a cooperative effort. Ms. Paxton also stated that the article in the Concord Monitor inferred that the laptops were a gift to teachers.
MATERIALS INCLUDED:
10. Materials Included
Monthly Financials: August 2009
Budget Adjustments 2010-02, 2010-03, 2010-04
Script for the Special School District Meeting (Draft)
PowerPoint for the Special School District Meeting (Draft) Revised
Tuition Rate Calculation Sheet
Summary of feedback Hopkinton 2.0/Hopkinton School District Goals
Draft School Board Minutes October 6, 2009
Hopkinton 2.0/Hopkinton School District Goals – Revised Oct. 20, 2009
Consideration of Generator Memorandum
Hiring Packets (2)
11. Important Dates
October 21, 2009 Special School District Meeting
November 3, 2009 School Board Meeting
November 10, 2009 Parent/Teacher Conference Day
November 11, 2009 Veterans Day
ACTION ITEMS
12. Recommend the Hopkinton School Board accept the Superintendent’s recommendation to approve budget adjustments 2010-02, 2010-03, and 2010-04.
A motion was made by Ms. Durant, seconded by Mrs. Fuller, motion carries, all in favor, not opposed.
13. Recommend the Hopkinton School Board approve the Superintendent’s recommended tuition rates for the 2009-2010 school year; kindergarten $6,912.59, elementary $13,825.18, middle $15,085.57, high $15,077.31.
A motion was made by Mr. Josephson, seconded by Ms. Durant, motion carries, all in favor, not opposed.
14. Recommend the Hopkinton School Board approve the Superintendent’s nomination of Heather Medlock, Long Term Substitute 7th grade mathematics, Hopkinton Middle School, effective October 21, 2009.
A motion was made by Mrs. Fuller, seconded by Ms. Durant, motion carries, all in favor, not opposed.
15. Recommend the Hopkinton School Board approve the Superintendent’s nomination of Marissa Cima, Instructional Assistant, Maple Street School, effective October 21, 2009.
A motion was made by Mrs. Fuller, seconded by Ms. Durant, motion carries, all in favor, not opposed.
NONPUBLIC SESSION
Nonpublic session for the discussion of matters as per RSA 91-A:3, II (a) and (c)
Negotiations
At 8:00pm, Ms. Durant made a motion, seconded by Mr. Josephson, that the Board enter into nonpublic session in accordance with RSA 91-3:II (a) and (c) for discussion of negotiations, motion passed on a roll call vote: Ms. Durant (yes), Mrs. Fuller (yes), Mr. Josephson (yes), Mr. Luneau (yes), all in favor, not opposed.
RETURN TO PUBLIC SESSION
At 8:15am, a motion was made by Mrs. Fuller, seconded by Ms. Durant, to return to public session, motion passed, all in favor, not opposed.
Following a motion by Mrs. Fuller, seconded by Ms. Durant, the board voted to seal the minutes of the nonpublic session for one year.
ADJOURNMENT
At 8:15 pm, a motion to adjourn was made by Mrs. Fuller, seconded by Ms. Durant, motion passed, all in favor, not opposed.
Respectfully submitted, Jean Eaton
