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2015-08-26BEVERLY PUBLIC SCHOOLS Regular School Committee Meeting Wednesday, August 26, 2015 Beverly City Hall Beverly, Massachusetts A regular meeting of the Beverly School Committee was held on Wednesday, August 26, 2015 in Council Chambers at City Hall, Beverly, MA. Members Present: David Manzi, Kris Silverstein, Paul Manzo, Matthew Kavanagh and Lorinda Visnick. Mayor Cahill arrived at 7:10 pm. Not in Attendance: Annemarie Cesa 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 Superintendent and School Committee, Beverly High School Principal Sean Gallagher, Lyn Pilanen - Kudlik and Adam Costa, Music Department Beverly High School Call to Order: Mr. Manzo called the meeting to order at 7:00 p.m. Pledge of Allegiance: Dr. Hiersche led those assembled in the Pledge of Allegiance. AGENDA Recognition of Students, Employees and Community Members None 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 Mr. Manzi to approve the Regular School Committee meeting minutes from the June 17, 2015 meeting. The motion was seconded by Ms. Silverstein and approved by a vote of 5:0. Report from Student Representative to the School Committee None Communications from Committee Members Mr. Kavanagh reported communications regarding the status of the middle school project. Ms. Silverstein received questions on sports injuries and concerns about Hurd Stadium for the upcoming school year. Ms. Silverstein stated she received a question from a Jordan Street resident who heard about a possible stadium at the high school. She suggested that residents in that neighborhood should be informed of any scheduled meetings regarding the stadium. Ms. Visnick also received questions about Hurd Stadium status and remarked she had had a conversation with the Mayor. She also received questions regarding boosters, free full -day kindergarten - noting that it is a committee / budget decision —the middle school project and a bussing issue. Mr. Manzi reported communications on Hurd Stadium and the middle school project. Mayor Cahill reported that City Council will be holding a special meeting tomorrow evening to entertain a request for funding of a new middle school. He stated that this will be followed by a Public Hearing likely on September 8, 2015. Mayor Cahill stated that with regards to Hurd Stadium a team of administrators from the School Department and City Department heads have been meeting and have a plan which will be made public within the next few weeks. Mayor Cahill stated with regards to Ms. Visnick's question, that any proposed projects to meet district athletic needs will be met by the City's investment and not the School Department. Regular Meeting August 26, 2015 Page 2 of 5 Mr. Manzo reported communications on a transportation issue and middle and high school opening day. Report from Superintendent Dr. Hiersche 1. BHS Overnight Field Trip — Lyn Pilanen - Kudlik and Adam Costa Lyn Pilanen - Kudlik and Adam Costa asked School Committee for approval of their proposed music department field trip to Nashville, TN from April 13 — April 19, 2016. Ms. Pilanen - Kudlik stated that this will be a seven day trip and they feel they have the cost down to where they will be able to help the students with their fundraising efforts. They summarized the planned schedule of events, including participating in the Festival of Music competition. Ms. Pilanen - Kudlik also told the committee about some of the new fundraisers the students will be doing, i.e. yard sale, holiday carolers, and the proceeds from Ms. Pilanen - Kudlik's husband recently approved concession stand. A motion was made by Ms. Visnick to approve the overnight field trip to Nashville, TN from April 13 — April 19, 2016. The motion was seconded by Ms. Silverstein and approved by a vote of 6:0. 2. Opening of Schools Dr. Hiersche reported on the opening of schools, stating that Monday will be the first day back for teachers and paraprofessionals. They will begin their day at the high school then return to their individual buildings. Dr. Hiersche reported that Briscoe administration has spent a lot of time looking at the first day for students. In the past, rising grade 6 students would attend school on the first day, with grade 7 and 8 students beginning on the second day. Because the DESE requires that a majority of the students be present on every scheduled school day, all students in grades 6-8 will now attend school on opening day. In order to help with the transition, grade 6 parents and students attended an open house at the middle school earlier this week. Dr. Hiersche re�orted that teachers were not in the building, but peer leaders provided building tours for 6 grade students. Dr. Hiersche reported that on Tuesday (9/1/15) the 6 grade students will have a different schedule than the 7 and 8 grader students. Dr. Hiersche reported that the high school will be addressing the issue in a different manner. Mr. Gallagher reviewed different options this summer and proposed that students take advantage of the one to one laptop program and the Moodie platform to attend a "virtual first day" from home. Mr. Gallagher proposed a "virtual first day" for upper classman to DESE; Dr. Hiersche noted that the DESE sees this as an opportunity worth exploring, suggesting that students could attend a "virtual school day" in the case of cancelled classes (e.g., snow day).. Mr. Gallagher summarized the work he did with Lynn Summerill from the Department of Elementary and Secondary Education (DESE). Mr. Gallagher said they were able to come up with a virtual day as an alternative and explained how Moodie and Naviance would be used by the upper class students. Mr. Gallagher explained that because the students have to log on to complete the work they are able to take attendance on this "virtual first day". Mayor Cahill asked if teachers would be in the building and how, if the students are working from home, do we comply with the majority of students in the building requirement. Dr. Hiersche said that it's not physical attendance but that they are able to take attendance by the students logging on. Ms. Visnick stated that not all of the students have leased laptops and asked how these students would be able to attend a "virtual first day". Mr. Gallagher said that they have made accommodations for those students. Ms. Silverstein asked about the students who do not have web access and Mr. Gallagher said they will reach out to those students individually. Ms. Visnick noted that BevEd is still trying to facilitate a free wifi pilot program and asked if BevEd would be able to access the data of those who do not have wifi access. Dr. Hiersche said that they would look into the issue. 3. Web Site Regular Meeting August 26, 2015 Page 3 of 5 Dr. Hiersche stated that the new district web site will be going live on Friday. He said that we still have work to be done but it is a much more active site than before. 4. Staffing Updates / Enrollments Dr. Hiersche reported that we have hired 31 Unit A positions, 10 paraprofessionals and 1 assistant principal for the 2015 -2016 school year. Dr. Hiersche said that enrollments are changing daily and we are still receiving registrations, including the addition of 11 kindergarten students in August. He said our total enrollment is currently at 4630 students. Dr. Hiersche remarked that this is a very positive sign for Beverly and the school district. He stated that people are making the decision to come to Beverly because of our quality educational programs. Dr. Hiersche said that our school choice numbers are up and that we have already have waiting list students for the next school year. He noted that we need to carefully track our enrollments as we move forward. 5. New Teacher Induction Program — August 27, 2015 Dr. Hiersche reported that the New Teacher Induction Program is following a different schedule this year. The program will begin at 8:00 a.m. at the high school and administration and School Committee have been invited to join them for lunch and the remainder of the program at 11:30 p.m. 6. City Clerk Letter in Reference to the Primary Election Day Dr. Hiersche shared a memo he received from the City Clerk Wes Slate, stating that there be no Primary Election on September 22, 2015. Dr. Hiersche stated that it will still be a professional development day for the school department. 6. Move to McKeown Dr. Hiersche thanked custodians and central office staff for the work that they did to complete the move from the Memorial building to the McKeown School earlier this summer. He noted that offices were without complete phone service, and that could receive only incoming calls for a couple of days. He thanked the technology department for getting us up and running so quickly. He stated that it has been a good transition and that work is being done to complete the second floor pre - school class rooms. Report from School Committee Chair, Paul Manzo 1. Middle School Building Project Update Mr. Manzo reported on the status of the Middle School Building Project. He stated that the City of Beverly, Heery International (Owners Project Manager) and Ai3 (Design Team) completed the feasibility study. On July 28, 2015 the Middle School Building Committee approved the submittal of the schematic design to MSBA. Mr. Manzo stated that this approval followed a detailed discussion of building design, budget and overall building efficiency. He anticipates approval of the schematic design by the MSBA at the end of September. He stated at that point the district would enter the design development phase of the project. Mr. Manzo stated that we anticipate that the City Council will vote to fund the project in September. He remarked that we are still on target to open the building to students in the fall of 2018. The next Middle School Building Committee meeting is October 13, 2015. 2. School Committee Retreat Mr. Manzo provided a summary of the School Committee retreat held on August 4, 2015. He reported the committee discussed and revised their Standards of Practices Norms and Protocols. Also discussed at the retreat was the need for strategic communication plan that is presently being worked on. 3. Superintendent Evaluation Mr. Manzo stated that the Superintendent Evaluation will be delayed until next meeting. He stated that the superintendent is evaluated by the School Committee and it is the only employee that the School Committee hires and evaluates. Mr. Manzo stated that because one of the members is not in attendance and due to the importance of the evaluation the discussion would be postponed until the September 9, 2015 School Committee meeting. 4. Sub - Committee Appointments Regular Meeting August 26, 2015 Page 4 of 5 Mr. Manzo reported that both School Committee Standing Committees (i.e., Finance and Facilities; Curriculum, Instruction and Student Life) have open citizen representative seats. Mr. Manzo indicated that three current School Committee candidates have volunteered to fill those openings until January 2016. He has asked Rachael Abell (Ward 1) to take the seat on the Finance and Facilities Committee and John Mallady (Ward 4) to serve on the Curriculum, Instruction and Student Life Committee. Committee Reports Standing Committee on Finance & Facilities - David Manzi, Chairperson Mr. Manzi stated that the Finance and Facilities Committee last met on June 24, 2015 and approved the March 18 and May 13 2015 minutes. They committee received a report from Mr. Howland, Buildings and Grounds School Division noting the big job for the summer would be the move from Memorial to McKeown. Mr. Manzi reported that Bill Burke, Director of Transportation provided information on the "Where is the Bus" program and stated that Mr. Burke would like to add the GPS program to the smaller SPED vehicles. Ms. Sherburne, Director of Finance and Operations provided donations and gifts breakdown by school totaling $36,947. Ms. Sherburne also provided information on revenues and suggested that user fees be paid up front. Ms. Sherburne noted that the overall budget will end the year favorably. The next meeting of the Finance and Facilities Standing Committee is scheduled for Wednesday, September 16, 2016 in the McKeown School at 7:00 p.m. Curriculum, Instruction and Student Life Sub - Committee — Kris Silverstein, Chairperson Ms. Silverstein reported that the committee has not met since April. The next meeting is scheduled for Wednesday, September 2, 2015, at the McKeown School in Room 103. Negotiations Subcommittee - Matthew Kavanagh, Chairperson Mr. Kavanagh reported that we still have one contract negotiation to complete but that a meeting date has not been scheduled. Policy Review Subcommittee - Annemarie Cesa, Chairperson Mr. Manzo reported that the Policy Review Subcommittee that Ms. Cesa chairs has completed their policy review for the term. No further meetings have been scheduled. Community Engagement Mayor Cahill reported on the Summer Learning program that ran for 6 weeks through a partnership with the City, School Department and the YMCA. There were 63 incoming first graders that participated in the program held at the Hannah School. Following their classwork, students walked to the YMCA for the afternoon. Mayor Cahill commented that the pre and post testing showed incredible gains. Mr. Manzi stated that it was nice to get the clerical and transportation contracts resolved. He stated that he attended the Middle School Building Committee meeting and he went to Lincoln- Sudbury High School to view their solar panels. Ms. Visnick stated she attended some BevEd meetings over the summer and commented that she did a lot more Beverly city events than school events. Ms. Visnick said she worked at the composting station at the Homecoming Lobster Festival. Ms. Visnick said she is involved with a group provides community service and she has the high school girls' soccer team doing grounds cleanup. Ms. Visnick said if anyone is interested to let her know. Ms. Visnick said she is also a member of North Shore Sustainability Partnership and their next meeting is on September 17 Ms. Silverstein said she is a part of the Be Healthy Beverly /Opiate Prevention group and noted that they met throughout the summer. She stated she was happy to represent them at the Homecoming Lobster Festival. Ms. Silverstein said she spent time at the BHS registration program with Teresa Kirsch and Michelle Curreri, talking to parents about the "Safe Homes" program. Ms. Silverstein said that they have 160 families signed -up to date. She said they are hoping to get a link on the Beverly Schools website. Mr. Kavanagh enjoyed the sights and sounds of Beverly. Mr. Manzo reported attending the Briscoe Move -Up ceremony and enjoyed the baseball banquet and the Homecoming Lobster Festival. Regular Meeting August 26, 2015 Page 5 of 5 New Business Opportunity for Questions from the Press None present Consider Executive Session Motion to Adjourn Ms. Silverstein made a motion to adjourn. The motion was seconded by Mr. Manzi and approved by a vote of 6:0. The meeting adjourned at 8:15 p.m. Respectfully submitted, Annemarie Cesa, Secretary Beverly School Committee Documents Reviewed at the meeting: Draft of the June 17, 2015 Regular School Committee minutes Overnight Field Trips Justification Form: BHS Music Trip — Nashville, TN 2015 -2016 Enrollments City Clerk letter dated 8 -5 -15