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2022 03 09 School Committee Minutes BEVERLY PUBLIC SCHOOLS Regular School Committee Meeting Hybrid In-Person Beverly Middle School & Remote Access (Zoom) Members &Administrators: 502 Cabot Street, Library Community Access: Broadcast BevCam Channel 99 & https://bevcam.org/video/live-stream/& htti3s://www.youtube.com/channel/UCsioEZrieQaRUaraldiSklw Wednesday, March 9, 2022 7:30 p.m. A Hybrid In-Person and remote access meeting of the Beverly School Committee was held on Wednesday, March 9, 2022 following the guidance from Governor Baker's Office. Ms. Abell announced that BevCam would be streaming the meeting live on YouTube and broadcasting on Channel 99. Members Participating: Rachael Abell, Dr. Jeffrey Silva, Kaarin Robinson, Lorinda Visnick, Kimberley Coelho Remote: Mayor Michael Cahill, Dr. Kenann McKenzie Also Participating: In Person: Dr. Suzanne Charochak, Superintendent; Dr. Dorothy Flaherty,Assistant Superintendent; Bethany Splansky,Administrator of Special Education and Student Services; Dr.Andre Morgan, Director of Opportunity,Access and Equity; Erin Brown, Director of Information and Human Resources; Donna Bergeron, Administrative Assistant to the Superintendent and School Committee; Hollace Colby, Student Representative; Betty Taylor, Beverly High School Principal Remote: Jean Sherburne, Director of Finance and Operations; Gabrielle Montevecchi, Hannah Elementary School Principal Call to Order: Ms.Abell called the meeting to order at 7:40 p.m. Ms.Abell stated that this was a hybrid meeting with remote participation, noting that the Governor signed legislation for remote meetings to continue. Beverly adopted remote participation on May 16, 2016 and thus will also be able continue.A quorum of School Committee members and Administrators were in-person and the remote platform was offered for leadership and some members. BevCam was broadcasting on Channel 99 for Community access and they were also testing a captioning tool. Pledge of Allegiance: Hollace Colby led those assembled in the Pledge of Allegiance. Recognitions: (BevCam 1:11:42) • Principal Taylor, Dr. Charochak, and Ms.Abell recognized the following Beverly High School seniors: Sophia Schlichtmann whose film, "Holding the Past"was selected to compete in the International Just a Minute Film Festival along with students actors, Inez Ricciuti and Adam Harrison and Ava Grant who was the recipient of the "Classmates Today- Neighbors Tomorrow" award from the Jewish War Veterans of the United States Student Representative Report -Hollace Colby (BevCam 1:14:44) Hollace Colby reported the following activities at BHS: when students and staff returned after February vacation it was mask optional. On March 8t" a select group of juniors and seniors attended student government day shadowing different individuals in areas of local government. March 17t" is Parents Afternoon Back, ELA MCAS testing for grade 10 will take place on March 22n1 &23rd with delayed openings for grades 9, 11 & 12. On March 25t" 26t" and 27t" BHS will present the musical, Anastasia and March 29t" is the All City Band Concert. Approval of Meeting Records (BevCam 1:15:46) 2022 02 09 School Committee Minutes A motion was made by Ms. Visnick to approve the February 9, 2022 School Committee minutes. The motion was seconded by Ms. Robinson and approved by a roll call vote. The following roll call votes were recorded: Mayor Michael Cahill -Yes Ms. Coelho -Abstained Dr. Kenann McKenzie-Yes Ms. Robinson -Yes Dr. Jeffrey Silva-Yes Ms. Visnick-Yes Ms.Abell -Yes Motion passed: 6:0:1 Open Forum for Citizen Concerns or Input into Agenda-Related Items (BevCam 1:19:27) The President will consider requests to address the School Committee on items included or not included as part of the agenda at this time.Any person wishing to make such a request should email CitizenConcernsa-beverlvschools.ora before 7:30 p.m. to indicate their interest to speak or share items for the Chair to read into the record. Items by Consensus (BevCam 1:17:11) a. Warrant#22030 in the amount of$406,947.96 b. Warrant#22031 in the amount of$432,912.38 c. Warrant#22032 in the amount of$272,927.43 A motion was made by Ms. Visnick to approve Warrants 22030 through 22032. The motion was seconded by Dr. Silva and approved by a roll call vote. The following roll call votes were recorded: Mayor Michael Cahill -Yes Ms. Coelho -Yes Dr. Kenann McKenzie-Yes Ms. Robinson -Yes Dr. Jeffrey Silva-Yes Ms. Visnick-Yes Ms.Abell -Yes Motion passed: 7:0 School Committee Chair Update A. Upcoming Meetings & Dates- March Dates to Remember(BevCam 1:18:18) Ms.Abell reported that the upcoming Joint Council Meeting will replace the Committee of the Whole Meeting on March 23 rd. She said she has been working with President Flowers to set the agenda, which will be budget related, a presentation by Dr. Charochak and Dr. Morgan, as well as City Council items. The meeting will be held in the BMS Auditorium on March 23rd at 7:30 p.m. B. Open Meeting Law Training (BevCam 1:19:20) Ms.Abell stated that there will be a remote Open Meeting Law Training on March 315t from 6:00 to 8:00 p.m. Ms.Abell stated she is also trying to schedule a brief executive session meeting that may possibly have to be on Wednesday after the Joint Council Meeting. Ms. Visnick asked if the Finance and Facilities Committee should plan to meet in the BMS Library then move to the auditorium for the Joint Council Meeting. Ms.Abell agreed and added maybe they could end their meeting a few minutes earlier. Superintendent Report A. Covid Update (BevCam 1:20:40) Dr. Charochak provided a quick Covid update stating the Dashboard had been updated the week prior to March 4t"with cases continuing to decrease. Home testing information is collected through the school nurses and the Board of Health. Dr. Charochak pointed out that the numbers are really low and the incident rate continues to decrease. She remarked that they were all happy with the numbers after February vacation and that the average daily rate was at 9.39. B. Budget Update (BevCam 1:22:40) Dr. Charochak provided the School Committee Members with an update on the budget process referencing the "orange sheet"shared with them. This is used as they begin the draft proposal and also drives conversations with the city noting a recent meeting she and Jean Sherburne had with Mayor Cahill and Bryant Ayles, the City's Director of Finance. Dr. Charochak stated the need to preface everything about the budget with the idea that there are multiple funding resources available to them and the information she is providing is what is coming out of the appropriated budget. The process begins with a review of the four(4) District Goal Areas followed by the factors that are currently impacting the FY23 budget, i.e. contractual obligations, enrollment and staffing, and resourcing for Accelerated Learning. Dr. Charochak stated they are also identifying priorities of the School Committee and Stakeholders, collaborating with principals and central office to develop a shared framework to guide decisions, and assessing enrollments and the impact on staffing. We are at the point of reviewing the draft proposal with the School Committee Members. Dr. Charochak stated that the Committee will receive the full budget book that provides them with line by line information which is the same document presented at the FY23 Budget Hearing. Dr. Charochak added that the other FY23 Priorities are social emotional/mental health, curriculum/teaching and learning, and operational and communication, which is at the forefront of their decision making. Pre-K- 8 requests include the continuation of new staff; the highlighted positions in green are not new but are being moved from ESSER back into the appropriated budget to be able to sustain them going forward. Ms. Visnick, referencing the orange sheet, pointed to the grade 3 teacher at North Beverly asking why there is a zero under the FTE? Dr. Charochak explained that the position already exists and is paid out of ESSER funds. Some are also special education positions, and she stated that they have worked hard to create programs to bring students back into the district. This allows them some savings/reallocation of funds. The high school level continuation of positions will be funded through those tuition savings/reallocation. Two (2) of the new requests, culinary teacher and business teacher, are specific due to enrollments. Other positions will be funded through the school choice revenue, i.e. engineering teacher and English teacher. She reported there will be one (1) City Connects coordinator at the high school with the concentration on one (1) cohort, being the rising sophomore class of 2025. Dr. Charochak reported at the District level they need to move some positions, funded through ESSER, to the appropriated budget also for sustainability reasons. Ms. Robinson asked, in regards to the City Connects positions, if it is possible to add another position at the high school. Dr. Charochak stated it is possible, but that the model actually grows from elementary up. The goal is to have lasting outcomes taking place at the younger grade levels and there is not as great a need at the higher grade levels. Ms. Visnick asked about the negative number in the Cove AIM line, Dr. Charochak stated there will be one less AIM section. Ms. Visnick stated that there are only two (2) City Connects positions listed at the middle school; she expected there would be three with the enrollment and ratio. Dr. Charchak explained it is one (1) per grade level and they are concentrating on grades 7 and 8 at this time. Ms. Visnick asked about McKeown School. Dr. Charochak stated that Mckeown isn't part of the research right now. Dr. Charochak's review of the Non-Staff requests included $60,000 for the Essex Tech "After Dark" Program, which covers the differential between the State Chapter 70 funding, and our agreement with Essex Tech. It also includes Special Education transportation costs, which have increased, homeless transportation, and an HR Software (MUNIS) upgrade at cost of$90,000. Dr. Charochak reviewed the elementary staffing by building, commenting on the low kindergarten numbers at this time. Centerville is seeing an increase in their kindergarten enrollments which could possibly mean an increase to four(4) classes. Dr. Charochak stated with the opening of Anchor Point, it is important to keep an eye on North Beverly School enrollments. The goal is to know what the grades and needs will be of the families moving there. Dr. Silva asked with the City Connects program and the need to hire additional counselors, can existing counselors share some of that role. Dr. Charochak stated in order to implement the program it requires an individual position, allowing for existing counselors to do their job. She stated we are not eliminating school adjustment counselors or guidance, it is in addition to. Dr. Silva asked if personnel will decrease over time. Dr. Charochak stated it would depend on what the need does. Ms. Visnick asked regarding the elementary class size numbers: are the inclusion numbers included? Dr. Charochak stated they are class size numbers, some are in there, some are not depending on the need/program. Dr. Charochak stated the contractual obligations are actual numbers. On the bottom of the orange sheet, she pointed out the incremental increase in Chapter 70 Funding of $2,567,527. She stated with the whole budget package, they are requesting an additional city contribution of$1,415,964 and the final proposed FY23 Budget Appropriation is $69,359,898. Ms.Abell asked Ms. Sherburne, could she compare that percentage to the financial forecasting activities as her recollection in past years was much lower. Ms. Sherburne agreed it was lower but didn't have the information available. Ms. Sherburne added that they also did not know about the ESSER I, II, III funding when they were doing the forecast. Dr. Charochak added that the Chapter 70 funding is there to provide some relief to the cities, along with the Student Opportunity Act. Ms.Abell expressed her appreciation for Dr. Charochak's clarification, and added that it really hits home that the taxpayer relief is part of the Chapter 70 formula which is the intentional process by which she recommends the budget. Ms. Visnick stated she is a huge fan of City Connects' approach and wondered why they wouldn't front load it. Dr. Charochak stated there are more expenses than the staffing and those will be through ESSER. Ms. Visnick asked if the other costs would decrease over time? Dr. Charochak said yes, substantially and explained what is included in the package. Dr. Silva asked that during the three (3) year period are there metrics that can be assessed to make sure they are delivering the services. Dr. Charochak stated yes, that they can either run them or have them done for a fee. Dr. Silva stated he likes the idea of the program but what he finds tough to swallow is the additional staffing needed. Dr. Charochak stated they have been working to understand what a tier system of support is but it's not organized in the way it is needed to follow kids. Ms. Robinson stated that with all the extra work teachers, staff, and administrators have taken on over the past years even before COVID, it sounds like City Connects may take on some of it so as not to overwhelm those already working so hard.She also asked if Dr. Charochak could provide an example of City Connects'work. Dr. Charochak noted they are still in exploration stages, but did speak with three (3) different staff members in Salem who provided positive feedback and feels that this is something we have been striving for for a while. C. Substitute Rates (BevCam 2:17:33) Dr. Charochak noted that due to recent conversations and questions around the filling of substitutes she wanted to bring forward some data that included numbers, fill percentages, and costs. Dr. Charochak provided a monthly chart showing the percentage of absence fill rate, pointing out that January had been one of the toughest months. The average number of long term subs is thirteen. Dr. Charochak stated they have had a number of discussions, at the leadership level, and they would love to increase the number of subs. Financially, we are currently at$95/day. Dr. Charochak reported that Ms. Sherburne and Ms. Brown looked at raising the daily rate to $110/day. The cost, for the remainder of this school year, would run approximately $36,000-$40,000. It would be double that amount for a full year and Ms. Sherburne is confident we have the money. Ms. Robinson asked how many hours a substitute works. Dr. Charochak stated seven (7) hours. Ms. Visnick stated her concerns if there are even enough people out there and reiterated that we need to try to attract more people. Ms. Visnick stated she would like to make a motion that we approve the pay increase from $95/day to $110/day. Ms. Coelho seconded the motion. Prior to the vote there was further discussion related to what surrounding communities are offering. Dr. Charochak stated they are comfortable with what they suggested and that it will attract people to our district. Ms.Abell stated, at the time when they raised it to $95/hr, they were being conscious of the minimum wage and thought it was based on a six (6) hour day. Ms. Sherburne requested that they have a specific date for the increase to $110/per day. Ms. Visnick stated she felt the increase should be immediate. Ms. Sherburne clarified that the subs are paid for six(6) hours. Ms.Abell noted she would add to the motion, that the increase would be effective as of the new payroll cycle. Ms. Robinson asked when the last increase was. Dr. Charochak stated it was before the pandemic. Dr. McKenzie stated that she was not seeing what the fill rate is and commented that MASC had made a recommendation more to do with how we define the substitute qualifications. Dr. McKenzie asked if we had information on how surrounding cities and towns are filling these positions. Dr. Charochak reported that they had not collected fill rate information but added that this is a problem everywhere. Mayor Cahill asked about the projected additional cost for next year. Dr. Charochak stated that it is what is in the substitute line. Ms. Sherburne stated that based on the rest of this year's cost, $40,000, it would be approximately$80,000. She said that we could shift to using our revolving accounts, but felt the substituted line was adequately funded. Dr. Silva added the need to be cautious that we do not increase the amount too much should other cities and towns then move their rates up. Dr. McKenzie asked if there is a way they are building it into the budget. Dr. Charochak pointed out that right now we are paying paras with a $14/differential and taking them out of the classroom leaving their position without coverage. Ms. Visnick made a motion to approve an increase to the daily substitute rate from $95.00/day to $110/day, effective the next payroll cycle. Ms. Coelho seconded the motion and was approved by a roll call vote. The following roll call votes were recorded: Mayor Michael Cahill -Yes Ms. Coelho -Yes Dr. Kenann McKenzie-Yes Ms. Robinson -Yes Dr. Jeffrey Silva-Yes Ms. Visnick-Yes Ms.Abell -Yes Motion passed: 7:0 Committee Reports Standing Committee on Finance & Facilities - Lorinda Visnick, Chairperson (BevCam 2:41:22) Ms. Visnick reported that the Finance & Facilities Committee last met on February 16th.At that meeting the Committee Members had a discussion regarding substitute rates, voted to unify the summer school rates to match regular school rates, and they voted to approve three (3) special education positions funded out of special education tuition. Ms. Visnick stated she was bringing forward the attached January 2022 Gifts to Schools, totalling $4,153.38 for approval: A motion was made by Ms.Abell to approve the attached January 2022 Gifts to Schools totaling $4,153.38. The motion was seconded by Ms. Robinson and approved by a roll call vote: The following roll call votes were recorded: Mayor Michael Cahill -Yes Ms. Coelho -Yes Dr. Kenann McKenzie-Yes Ms. Robinson -Yes Dr. Jeffrey Silva-Yes Ms. Visnick-Yes Ms.Abell -Yes Motion passed: 7:0 Ms. Visnick stated she was bringing forward the attached Transfer JE-591 for approval. A motion was made by Ms. Coelho to approve Transfer JE-591. The motion was seconded by Ms.Abell and approved by a roll call vote. The following roll call votes were recorded: Mayor Michael Cahill -Yes Ms. Coelho -Yes Dr. Kenann McKenzie-Yes Ms. Robinson -Yes Dr. Jeffrey Silva-Yes Ms. Visnick-Yes Ms.Abell -Yes Motion passed: 7:0 Ms. Visnick stated she bringing forward the following FY22 Grants- Beverly Public Schools Grants for approval: DPH Comprehensive School Health Services (CSHS) Grant $ 29,600 Comprehensive School Health Services (CSHS) Workforce Investment Grant $100,000 Total $129,600 A motion was made by Ms.Abell to approve the acceptance of the following FY22 Grants in the amount of$129,600. The motion was seconded by Dr. McKenzie and approved by a roll call vote. The following roll call votes were recorded: Mayor Michael Cahill -Yes Ms. Coelho -Yes Dr. Kenann McKenzie-Yes Ms. Robinson -Yes Dr. Jeffrey Silva-Yes Ms. Visnick-Yes Ms.Abell -Yes Motion passed: 7:0 Ms. Visnick stated the next Finance & Facilities Subcommittee meeting is scheduled for March 23, 2022 at 6:30 p.m. Curriculum. Instruction & Student Life- Kaarin Robinson. Chairperson (BevCam 2:46:44) Ms. Robinson reported at the earlier CISL Meeting the Committee Members reviewed MCAS dates for Spring 2022, Principal Taylor and BMS Assistant Principal Gregory Twombly spoke about CASL Frameworks, and opportunities for student success as they transition. Dr. Charochak and Dr. Flaherty provided information on City Connects. The next meeting is scheduled for April 13, 2022 at 6:30 p.m. Neaotiations Subcommittee - Rachael Abell. Chair (BevCam 2:49:10) Ms.Abell reported that the Negotiating Subcommittee has not met since her last report. She added that they are looking to schedule a brief Executive Session. Policy Subcommittee- Dr. Kenann McKenziel. Chair(BevCam 2:49:22) Ms.Abell reported she still owes Dr. McKenzie policy information. Communications (BevCam 2:49:34) Ms. Visnick asked if they could reach out to the individuals from City Connects to have them do a presentation stating it may be helpful for the community. Dr. Charochak stated they will do a more formal presentation. Ms. Robinson stated a few people had contacted her about the 2022-2023 School District Calendar. Dr. Charochak stated that the Primary Day has been officially set and is now noted on the calendar. Ms.Abell reported she was able to attend Ayers PTO and there were many questions about the calendar as well. Dr. Charochak remarked that she also had been hearing a number of questions with regards to the last day of school for this year. She stated that as long as there are no more snow days, the last day will be an early release on Thursday, June 23 rl Ms.Abell stated her communication is centered around the school committee's role in any concerns constituents, parents, or employees may have, reminding them they should work with their building leadership, be it the teacher, principal, or the superintendent before engaging with a school committee person. Ms.Abell referred to a couple of direct communications that would have been served if they had been redirected to the individuals mentioned, adding that there is also a process to follow. Motion to Adjourn (BevCam 2:54:42) A motion was made by Ms. Visnick to adjourn the School Committee meeting. The motion was seconded by Ms. Coelho and approved by a roll call vote. The following roll call votes were recorded: Mayor Michael Cahill -Yes Ms. Coelho -Yes Dr. Jeffrey Silva-Yes Dr. Kenann McKenzie-Yes Ms. Robinson -Yes Ms. Visnick-Yes Ms.Abell -Yes Motion passed: 7:0. The meeting adjourned at 9:28 p.m. Respectfully submitted, Kaarin Robinson, Secretary Beverly School Committee Documents Reviewed at the meeting: School Committee Minutes 02-09-2022 FY23 Budget Proposal January 2022 Gifts to Schools Transfers-JE 591