2020 03 18 COTW MinutesBeverly School Committee
Beverly, Massachusetts
School Committee of the Whole
Remote Access (Zoom- MP4)
Wednesday, March 18, 2020
7:00 p.m.
A remote meeting of the Beverly School Committee was held on Wednesday, March 18, 2020, following
the guidance from Governor Baker's Office that a quorum does not need to be physically present. Ms.
Abell announced that she was recording this meeting using some free technology and it will be presented
as an MP4 meeting on the district website. In the future, we will endeavor to provide a link for the public to
watch live.
Members Participating: Kaarin Robinson, Kimberley Coelho, Kelley Ferretti, Lorinda Visinick, John
Mullady, Rachael Abell
Not in Attendance: Mayor Michael Cahill
Also Participating: Dr. Suzanne Charochak, Superintendent, Dr. Dorothy Flaherty, Assistant
Superintendent, Jean Sherburne, Director of Finance and Operations,
Bethany Splansky, Special Education and Student Services Director, John
Harmon Director of Personnel and Human Resources, Donna Bergeron,
Administrative Assistant to the Superintendent and School, Elementary
Principals, Lisa Oliver, Julie Smith, Gabrielle Montevecchi, Erin Brown, Dr.
Debra Lay, Beverly High School Assistant Principal Mark Thomas
Ms. Abell led those participating in the Pledge of Allegiance.
Ms. Abell stated the agenda for this meeting is to receive updates from Dr. Charochak and stated she was
excited to hear about the "Beverly Keeps Learning" initiative.
Superintendent's Update
Dr. Charochak presented a google slideshow that provided an overview of all items she planned to touch
upon - Beverly Learns Initiative, the lunch program, Ms. Sherburne's continuity of payroll, and her final
thoughts on the extended closure. She extended a big thank -you to Dr. Flaherty, Ms. Sherburne, and Ms.
Splansky for all of the help and support they have provided.
A. Beverly Keeps Learning Initiative
Dr. Charochak recounted the past week stating that we originally closed on Friday, March 13, 2020,
which counted as a snow day. At that time everything was still up in the air and she stated she made
a decision that was prudent for our students. She reported the Commissioner held a conference call
on Friday (3/13/2020) and at that time there was no guidance from the Department of Elementary and
Secondary Education (DESE). The North Shore Superintendents Roundtable members came
together, via conference call, and decided collectively to close all schools for two (2) weeks. Following
that Dr. Charochak reported things were happening quickly with the Governor holding another
conference and making the decision to close school for three (3) weeks. She stated the date is to
return by April 6th but she thinks we will be very lucky if we return by then.
Dr. Charochak reported the Leadership team came together to plan and brainstorm on ways they
could keep things going for students, what kind of resources, guidance around websites vetted for our
students, etc. Dr. Charochak stated the idea was to send one message and put the effort together to
build Beverly Keeps Learning. She summarized how it all came together from making hard copies of
the packets to be available at the lunch pickup sites, to distribution of the iPads to the fifth (5th) and
sixth (6th) grade students. Today we launched our week one, "Beverly Keeps Learning ", for
elementary, middle, and high school. Dr. Charochak went on to report that the site provides access
and some guidance to parents, students, and staff. She reported currently, in Beverly, all of our
students PK - 4 are receiving the same enrichment. As we progress, if given the green light, our
principals and leaders will tailor our individual building sites so that they are more specific to their
buildings and will have more contact with building teachers.
Questions: Ms.Visnick asked, for all people listening to the recording could it be clarified, as far as the
enrichment where you're getting that direction from? Dr. Charochak stated largely, the DESE and it is
governed by laws within the state (with regards to special needs). We do not want to exclude any
learners.
Ms. Abell asked if when distributing the iPads for grade 5 and 6 students were there also 7th grade
students that left theirs behind. Dr. Flaherty reported distributing just over 200 iPads to students in
grades 5 and 6. She stated that the 7th graders were allowed to come by for anything they forgot.
Ms. Abell asked if a follow -up would be done and Dr. Charochak stated that they will know who signs
on and, therefore, who may need digital access help at home.
Dr. Charochak stated our goal in starting, at least for the first week, is not only to focus on academics,
but to focus on non - academic services as well. We put a huge shout out to staff asking that they
reach out to families and that the counselors are able to reach out to kids and kids reach out to them.
We sent out a link and there is also a banner at the top of the webpage. She reported a lot of positive
feedback from the community and parents.
B. School Lunch & Breakfast Distribution
Dr. Charochak stated she cannot say enough about Christina Leal, Food Service Director, who has
worked tirelessly to organize and prepare meals. Currently, anyone under age 18 is eligible for
lunches and we are giving them away with breakfast included. She reported on Monday they gave out
75 lunches, Tuesday they gave away 136 and, on that day they also launched the other three (3)
sites, Apple Village, Goldway Park and Holcroft Park. In addition, if there are extenuating
circumstances, we are delivering some lunches to homes. Today, at all three remote sites and at
Beverly High School 299 lunches were given out -- pretty amazing. Dr. Charochak gave a big shout
out to cafeteria staff and bus drivers, elementary principals, and administrators. Ms. Abell asked if
packet distribution is suitable for all grade levels, Dr. Charochak stated they are individual for each
grade level.
C. Continuity of Payroll
Dr. Charochak reported when the closure was announced many were asking, "will I get paid ?" Dr.
Charochak stated at the time it was a two (2) week closure and she assured staff that for the
two -week duration, we would be paying everyone. Dr. Charochak stated that going forward she
doesn't know that she has the authority to make that decision, she believes it is a school committee
decision /conversation to have. She reported that currently Ms. Sherburne is running a full payroll
department, with 98% of employees receiving their check through direct deposit. Any live checks are
mailed. Dr. Charochak stated she is looking to the School Committee for a decision regarding
continued payment.
Ms. Abell asked if we have a firm end of school year date for Beverly. Dr. Charochak stated that is an
action item that the School Committee needs to take. The last day of school is June 25, 2020, that is
with the two (2) missed days due to no electricity, a snow in December, and Friday (3/13/2020) before
the Governor's required closure. Dr. Charochak stated she was told by DESE that we did not have to
extend past that date, which includes the teachers' contracted 185 days. She stated needing a vote
from the Committee that this is how they see the calendar as well. Ms. Abell asked if there have been
any conversations about going to school on Saturdays or canceling vacation days. Dr. Charochak
reiterated the need to be cognizant of the teachers 185 days and that if the teachers are working to
get information out to students, those are school days. Dr. Charochak stated there has been no
decision at this time with regards to the April vacation.
Ms. Abell noted we have our budget and Chapter70 funding, as well as grants and entitlements. Dr.
Charochak asked what are the expectations of our employees, remarking to date they have been
working extremely hard. She stated she is waiting for Friday, when she should receive more guidance
on what to do moving forward. Mr. Mullady stated he would make a motion if the committee was
ready to vote.
Ms. Abell asked if the committee had enough information. Ms. Sherburne explained that the following
hourly rate individuals, transportation - drivers and monitors and cafeteria workers would total
$38,528. The other area is long -term subs, of which there are four (4) covering maternity leaves, that
total is $14,000. Ms.Visnick asked for clarification on the implication that we would continue to pay
teachers, but a motion and vote would be needed for those hourly individuals and long term subs. Dr.
Charochak pointed out that some of these hourly people are still working and in answer to Ms.
Sherburne's question on tracking hours for any money that may be received through FEMA or
MEMA, Dr. Charochak responded that Ms. Leal and Mr. Cruikshank, Transportation Director, are
tracking those hours. Ms. Abell asked if any were exceeding their regular hours and Ms. Sherburne
stated no.
A motion was made by Ms. Visnick that the Beverly Public Schools District continues to pay our
hourly workers and long -term substitutes up to the date of opening, April 6, 2020, at their regular base
pay. Mr. Mullady seconded the motion.
Ms. Abell initiated the roll call vote:
Ms. Ferretti Yes
Ms. Visnick - Yes
Ms. Coelho - Yes
Mr. Mullady - Yes
Ms. Abell - Yes
Ms. Robinson - Yes
Mayor Cahill - Absent
The motion passed: 6:1 absent
Dr. Charochak stated the other item that needs to be kept in mind is the full -day kindergarten,
preschool, and building rental fees. They may need to be considered going forward.
Dr. Charochak stated in regards to the extended closure we are following the Governor's orders of
closing through April 6, 2020. She noted that Boston and Everett, as well as some other states, are
closing longer -- some through the year. Dr. Charochak talked about the impacts this is having on
education as well as home and family and the loss of human and social interactions. We believe the
website will continue providing connections for students and staff and are asking teachers to create
items that will do just that. We understand there is a huge level of angst among our high school
students with the start of spring sports ahead and prom, etc.; it is a really big impact for our kids.
Ms. Abell asked about what responsibility we have for our kids continuing to use the athletic fields,
like people using the middle school turf, while school is closed yet there is no `shelter in place' from
the government; there is supposed to be no contact sports. Dr Charochak remarked that people have
responded with the same concern via new tweets or on facebook posts. Dr. Charochak reported that
as of noontime tomorrow, we are not going to be in our school buildings, we will be locking the doors.
We will need to have help from parents and community.
Ms. Splansky spoke to the impact this has on Special Education students stating when a school
district is closed and we are not providing instruction, we are not required to provide it to students with
disabilities. Dr. Charochak clarified that logistically and realistically we can't and would be in violation
if we did. No one is saying we don't want to try to. Ms. Splansky stated you cannot provide services
for some and not for all, it would be inequitable. Dr. Charochak stated we have tried to address this
also on the website by addressing all of the populations and learners in the best way we can. Ms.
Splansky noted in terms of enrichment activities teachers are doing all that they can to support their
students in ways that they can. She stated other considerations are communication with families, how
entitlement applies or does not apply and compliance and timelines impacted by the fact that school
is closed. She stated we will make decisions on how to move forward as decisions are made on the
closure.
Dr. Charochak went over other areas of the educational impact and noted that she has no further
information on MCAS at this time, not sure that we need action on the calendar but wanted the
School Committee to be aware of the 185 days. In terms of the budget she stated that she and Ms.
Sherburne need to move forward, but there are no updates right now. With regards to the grant
submissions and SOA, she stated she has not officially heard, but the Commissioner alluded to an
extension of that date. We have talked about payroll and the Beverly Middle School principal search
is on hold. Dr. Charochak stated she had met with Julia Brotherton, BTA President and Tedi Winkler,
MTA Representative and discussed the hourly employees, questions about evaluations, and other
items typically addressed in the Spring. Ms. Sherburne and her business department are required to
continue to pay bills and her staff is only coming in when necessary or working remotely. Ms.
Sherburne noted the suspension of the School Committee coming in to sign warrants. She stated she
is signing them and sending them to City Hall. At some point we will have to have members go to City
Hall to sign them. Ms. Abell raised a question whether out -of- district placements have payments due.
Ms. Splansky stated we are waiting for guidance on that. Dr. Charochak remarked that she has
tremendous gratitude to all of our custodians for all that they have done. She stated that they have
been working really hard, even when students were still in school, to keep the buildings clean.
Ms. Visnick asked Dr. Charochak if there has been any conversation yet around the sequencing if we
miss three (3) or four (4) weeks, for example we expect a rising 3rd grader to go to 4th how will they
catch up. Any planning on resetting the beginning spot for next year. Dr. Flaherty responded that this
is a conversation she has been having with the elementary principals. She stated with the start of the
year being a recap of the skills from the year before, if we go back to school on April 6th, with the
information that has been sent out, the students should be in good shape. If we are out for a longer
amount of time there will be a period of time that we will need to do a review and finish up the skills
that they should have been on. There is not a hard plan in place yet but we are having conversations.
Ms. Visnick asked what the expectation is for parents with regards to fees. Would they be reduced,
from a parents point of view.. Dr. Charochak stated that the laptop fee is different because students
are using them. I believe that this is a School Committee decision on how you want to manage this.
Ms. Coelho stated that several constituents in her area are struggling and questioning if they should
use $150 (fee money) for food. Dr. Charochak stated that the fees are on the purview of the School
Committee and Ms. Abell stated that they are looking at the possibility of reducing /returning them. Ms.
Abell stated with the current mandate until April 6, 2020, we are not entirely sure if it will be longer.
She stated after Friday's call we could add this discussion to our next agenda. Ms. Visnick stated that
as Chair of the Finance and Facilities Committee the totality of not just our budget but the city, state,
and federal there are numerous things unanswered right now and conversations around putting debt
on hold. She remarked that we will be having some very tough conversations going forward. Ms.
Abell noted our building rental fees are used to supplement our budget and with the facilities closed, it
remains to be seen.
Ms. Abell asked Dr. Charochak if there was still a need for an Executive Session. Dr. Charochak stated
she had put it in as a placeholder, but that she did not have a need for it now.
Ms. Abell stated she would entertain a motion to adjourn. Ms. Visnick made a motion to adjourn with a
second from Mr. Mullady.
Roll Call Vote:
Ms. Ferretti - Yes
Ms. Robinson - Yes
Ms. Visnick - Yes
Mr. Mullady - Yes
Mayor Cahill Absent
Ms. Coelho - Yes
Ms. Abell - Yes
Meeting adjourned at 8:22 p.m.
Respectfully submitted,
Kelley Ferretti, Secretary
Beverly School Committee
Documents Reviewed at the meeting: Dr. Charochak's Beverly Public Schools Update Presentation