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2014-08-27BEVERLY PUBLIC SCHOOLS Regular School Committee Meeting Wednesday, August 27, 2014 Beverly City Hall Beverly, Massachusetts A regular meeting of the Beverly School Committee was held on Wednesday, August 27, 2014 in Council Chambers at City Hall, Beverly, MA. Members Present: Mayor Cahill, David Manzi, Annemarie Cesa, Kris Silverstein, Paul Manzo, Matthew Kavanagh and Lorinda Visnick Also in Attendance: Dr. Steven A. Hiersche, Superintendent of Schools, Suzanne Charochak, Assistant Superintendent, Jean Sherburne, Director of Finance and Operations, Donna Bergeron, Administrative Assistant to the School Committee, Beverly High School - Music Department — Lyn Pilanen - Kudlik, Adam Costa Call to Order: Mr. Manzo called the meeting to order at 7:00 p.m. Pledge of Allegiance: Mr. Kavanagh led those assembled in the Pledge of Allegiance. AGENDA Recognition of Students, Employees and Community Members Open Forum for Citizen Input into Non - Agenda - Related Items None Open Forum for Citizen Concerns or Citizen Input into Agenda - Related Items None Approval of Meeting Records A motion was made by Ms. Visnick to approve the minutes from the June 11, 2014 School Committee meeting. The motion was seconded by Ms. Silverstein with three corrections and approved by a vote of 7:0. Report from Student Representative to the School Committee Mr. Manzo stated that our Student Representative would be joining us at our September 10 meeting. Communications from Committee Members Ms. Visnick reported communications regarding sports related issues ranging from family maximum cost to coach /player ratio, uniforms purchasing and complaints about paying to play and still having to do canning. Ms. Visnick also received Briscoe team assignment complaints. Mr. Kavanagh received a communication about a follow -up discussion on PARCC. Ms. Silverstein stated she received a communication regarding sports, PARCC and concern over the amount of paper being used at high school registration. Ms. Silverstein commented that registration did go smoothly. Ms. Cesa stated she received positive comments on the registration process at the high school, PARCC and heard that some seniors did not get the classes that they chose. Mr. Manzi stated he received communications regarding MCAS /PARCC. He also heard from a constituent of a daughter entering Ayers upset by the items that they are asked to bring for classroom use totaling $43 and thought maybe there should be a wish list. Mr. Manzi stated he had another discussion with Sgt. Rollins regarding the digital flashing speed sign on Bridge Street but to date has been unable to get the Mayor's support ($1500 - $3500) for it. Mr. Manzi asked Mayor Cahill for the city to support the installation. Mayor Cahill responded that much time has been spent looking at traffic and crossings throughout the city and stated that several steps have been taken such as ordering more signs, more visible clothing and putting more traffic patrols on especially when school starts. Dr. Hiersche stated that Mr. Burke, Director of Transportation also conducted a re- training for the crossing guards. Mr. Manzo said he received some of the same communications regarding the decisions on PARCC and Regular Meeting August 27, 2014 Page 2 of 4 student athletes having to drive to off site practices. Report from Superintendent Dr. Hiersche 1. Dr. Hiersche stated that Lyn Pilanen - Kudlik and Adam Costa, BHS Music Department are present to request approval of the annual overnight field trip to Harrisburg, Gettysburg and Lancaster, PA. Ms. Pilanen - Kudlik stated that the projected dates for the overnight field trip are April 29, 2015 — May 3, 2015. Ms. Pilanen - Kudlik said that this would be the 52 nd music trip, her 22 nd and that this is a jam - packed cultural and educational trip. She went over the itinerary, noted that the cost of $866 would be minus $40 /per student that the music parents would be contributing. She also commented that the trip is $100 cheaper than last year's trip with numerous fundraising options for the students. Ms. Cesa stated that she still felt the trip expense was beyond so many of our students and families. Mayor Cahill questioned how many students actually use the fundraising to cover the cost or part of the cost of the trip. Ms. Pilanen - Kudlik stated that last year 9 or 10 students paid for their entire trip through their fundraising efforts and that most students who fundraise cover half of the cost of the trip. A motion was made by Mayor Cahill to approve the overnight field trip to Harrisburg, Gettysburg and Lancaster, PA on April 29, 2015 — May 3, 2015. The motion was seconded by Ms. Silverstein and approve by a 6:1 vote. (Ms. Cesa casted a no vote). 2. Opening of School Enrollments Dr. Hiersche provided an update to the enrollment numbers included in the packets noting a correction to the ELL numbers at Ayers. 3. Important Summer Events Assistant Superintendent Sue Charochak provided a review of the summer events that the administration and teaching staff took part in. She stated that the elementary level teachers participated in a number of things from literacy training, PARCC updates, Math content and graduate course work. Thirty secondary staff members completed graduate level work in math, science, social studies and technology. Ms. Charochak reported a wide range of work was done over the summer months noting SPED participation as well. She said that there was a lot of curriculum work that took place as well on DDM's and Rubrics. The administrative team was together today as a follow up to the District Summer Retreat meeting continuing the discussion on goals. Dr. Hiersche said that we are pursuing a first Robotics program with the high school and Mr. Gallagher thinks he may have a funding source. 5. Staffing Update Dr. Hiersche brought the committee up to date on staffing noting a recent dilemma with two out of three of our Library Media Specialists (LMS) positions needing to be filled and stating that our two elementary Science staff members resigned over the summer. Dr. Hiersche said they decided in filling the LMS position to include someone with technology background and posted it as a STEM position. By filling the position this way it will allow funding for five positions in the five elementary schools, minus traveling time. He stated that much more information would be provided at the next Curriculum, Instruction and Student Life meeting on September 3 rd . He also noted that high school and middle school LMS were on board with this as well. School Committee members commented and were overall pleased with this idea. Dr. Hiersche also reported the hiring of 41 teachers some of which were to replace retirements. 6. Coordinated Program Review Dr. Hiersche reported that the District has received confirmation of the upcoming Coordinated Program Review scheduled for this December. He stated that he included the letter received from the DESE and that they will be looking at the mechanics of delivery. The final report on the Coordinated Review would be received next summer and we would address any items at that time. Report from School Committee Chair, Paul Manzo 1. Middle School Project Mr. Manzo provided a progress update on the middle school project stating that Mayor Cahill, Dr. Hiersche and Regular Meeting August 27, 2014 Page 3 of 4 Mike Collins attended a recent meeting at the MSBA where the selection for the designer took place. Dr. Hiersche stated that we had three votes out of 15 and noted that the committee was extremely well prepared having done the background checks on the 12 firms. The outcome of the final vote was 30 for Ai3 who, he stated, was incredibly impressive. Mayor Cahill reported that the next kickoff meeting, for the feasibility study is September 5 ". MSBA will be coming here to meet with us. Mayor Cahill reported that the projected date for completion of the middle school project is slated for the spring of 2018. Ms. Silverstein expressed her concerns for Ward 3 with the Rantoul Street project coming to the front of the Memorial Building: wanting to make sure this project is talking to that project. 2. Administrative/ School Committee Summer Retreat Mr. Manzo stated that the School Committee was invited to attend and participate in the Administrative Retreat that was held in July. He commented that it was a great experience for all of the committee members to work through. Mr. Manzo said that the School Committee is looking to schedule a retreat and asked for feedback whether members prefer Saturday or a weeknight retreat. Mr. Manzo said they would be working on very specific topics, i.e. Norms and Protocols, increase use of social media, etc. After some discussion it was decided Mr. Manzo would send out an email with dates and members could respond. Committee Reports Standing Committee on Finance & Facilities - David Manzi, Chairperson Mr. Manzi reported that the Finance and Facilities Committee last met on June 18, 2014 where they approved minutes and received the following reports /information: Director of Public Schools Division Tim Howland provided a summary of work completed over the summer, Director of Finance and Operations Jean Sherburne reviewed the FY14 budget stating that revenues were coming in as expected and noting a deficit in the athletic fees. She reported that parents of pre - school, kindergarten and EEC students with outstanding balances have been contacted and will be put on a payment plan. Mr. Manzi stated that the next Finance and Facilities meeting will be held on Wednesday, September 17 2014 at 6:30 p.m. Standing Committee on Curriculum, Instruction, and Student Life - Kris Silverstein, Chairperson Ms. Silverstein reported that the Curriculum, Instruction and Student Life Committee will hold their first meeting on September 3, 2014 at 7:00 p.m. in the Memorial Building. Negotiations Subcommittee - Matthew Kavanagh, Chairperson Mr. Kavanagh reported no surprise that negotiations are still ongoing. He stated that the committee met consistently over the summer and extended his appreciation to all. Policy Review Subcommittee - Annemarie Cesa, Chairperson Ms. Cesa reported that the Policy Review Committee is bringing forward the following policy, "Background Checks" for a second reading and approval: 1. Upon the recommendation of the Policy Review Subcommittee a motion was made by Ms. Cesa to approve the attached policy "Background Checks" (Section G: Personnel). The motion was seconded by Ms. Silverstein and approved as amended by a vote of 7:0. Community Engagement Mayor Cahill inquired about the timing of meetings referring to Finance and Facilities being back to back with the Committee of the Whole. He suggested starting the Finance and Facilities at 6:00. Mr. Manzo said if you are doing the agenda correctly it should be able to work. Ms. Cesa asked if they need to have Mr. Howland at every meeting and Mr. Manzi said he felt his presence is important if anything they might look at shortening up his time. Mr. Manzi thanked the parties involved in the interview process for the new principal at Ayers and reported that he attended district negotiation meetings. Regular Meeting August 27, 2014 Page 4 of 4 Ms. Cesa said she attended "Be Healthy Beverly" meeting with Judith Cronin. Ms. Silverstein reported that she worked with some very energetic Briscoe parents at putting together a Science Fair at the middle school noting one of them doesn't even have a student at Briscoe. Also met with Mr. Poska who had given the go ahead. Ms. Visnick said she attend the Science fair planning meeting for the middle school with funding coming from the Beverly Ed Foundation and the PTSO golfing /auction outing is scheduled for September 29 Ms. Visnick said that Centerville's Walk to School will take place on October 8th and they are still awaiting word on the DOT Grant application which is still under consideration. Ms. Visnick said that there was no beautification done at the schools this year due to a change in the boosters and principals but is hopeful that some weeding might take place at Centerville. She said that the high school will host national archivist, David Ferriero, a graduate of BHS on October 16 He will be presenting to students during the school day and in the evening at 7:00 to the public. She also reported that the Mill Street free wifi project is ongoing and lastly Danvers Charitable Foundation will be presenting $12,500 check presentation from the Danvers Charitable Foundation and Beverly Education Foundation at Beverly High School Mr. Manzo said he attended Emergency Planning meeting and stated that a number of the school committee members attended a thank you coffee for Dr. Papagiotas and Phyllis Dubina. He also reported that the School Committee took place in the ice bucket challenge and he took a tour of the high school grounds with Mr. Gallagher. New Business Opportunity for Questions from the Press — none Ms. Cesa made a motion to adjourn. The motion was seconded by Ms. Silverstein and approved by a vote of 7:0. The meeting adjourned at 8:55 p.m. Respectfully submitted, Annemarie Cesa, Secretary Beverly School Committee