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East Lyme Board of Education

East Lyme High School, Room B100

In attendance:  Mary Broderick, Melissa Ford, Tim Hagen Committee Chair, Marlene Nickerson, Kevin Seery, Paul Freeman, Steve Buck, Nancy Burdick,  Don Meltabarger, David Miko Paul Smotas

The meeting was called to order at 7:00 p.m.

Agenda Item 1.  2008-2009 Budget Status

Dr. Smotas informed the committee that unknowing to the administration, the threshold for state funding per special education student had been raised from $45,000 to $52,000.  This discrepancy was discovered last week.  The school budgets for 2007-2008 and for 2008-2009 have been assuming the threshold to be $45,000.  In the East Lyme district, there are approximately 30 students that reach or surpass the threshold of $52,000, so there is a shortfall of approximately $210,000.  Dr. Smotas projected that the shortfall in this year’s closing budget would be covered and would not have any impact upon prepayments projected for the 2008-2009 budget.  However, the 2008-2009 budget would need to be modified to accommodate the need for an additional $210,000. 

The committee discussed multiple ideas for reducing the budget, including deferring the addition of selected new positions, additional funding for extracurricular activities and funds for improving the Doyle property.  The committee agreed that the administration should reconfirm the funding discrepancy and understand the rationale for the change. The budget committee would meet on July 21, 2008 at 7 p.m. to review the final projection for the shortfall and formulate budget reduction options for the Board action at the July 21 meeting.  

The committee was adjourned at 7:22p.m.

Respectfully Submitted,

Tim Hagen

Budget Committee Chair

 Not official until approved by the East Lyme Board of Education on July 21, 2008

EAST LYME BOARD OF EDUCATION

East Lyme, Connecticut

7:30 P.M.

East Lyme High School

INTV Room (B101)

Board of Education Regular Meeting Minutes

Board Members Present:          Kevin Seery (Chair), Elizabeth Groeber (Secretary), Mary Broderick,

Melissa Ford, Judy Engel, Tim Hagen, Al Littlefield, Marlene Nickerson

Board Members Excused:        Andy Dousis, Jaime Ellis

Administrators Present:                        Paul Smotas, Paul Freeman, Steve Buck, Don Meltabarger,

Larry Roberts, David Miko, Lucy Schuman,

Judy DeLeeuw, Kathryn Sassu, Linda Anania, Charles Marqua

I.        CALL TO ORDER –  The meeting was called to order at 7:30 p.m.

II.        PLEDGE OF ALLEGIANCE –  Led by Judy Engel

III.     PUBLIC COMMENT – None at this time.

MOTION:       Melissa Ford moved to make Item VII.C.2. (Proposed Appointment of Interim High School Principal) the first item under Discussion/action ; Judy Engel seconded. 

VOTE:            Unanimous                                                                             MOTION CARRIED

   IV.    APPROVAL OF MINUTES

MOTION:       ­Melissa Ford moved approval of the minutes of the Board of Education regular meeting of June 9, 2008; Marlene Nickerson seconded. 

Due to a question regarding Item VII.D.2., this was tabled until next meeting.

MOTION:       Judy Engel moved approval of the minutes of the Board of Education special meeting of June 16, 2008; Al Littlefield seconded. 

VOTE:            Unanimous                                                                             MOTION CARRIED

     V.    SPECIAL REPORTS: SELECTMEN'S REPRESENTATIVE, STUDENTS' REPRESENTATIVES, and OTHER REPORTERS

A.     Students’ Representative – Sara Schwartz                  

B.     Selectmen’s Representative Pamela Rowe

       •  Mosquito testing is being conducted by Ledgelight Health

       •  East Lyme residents may pay taxes online at the town website

       •  Good information on town events and activities may be found at discovereastlyme.com

       •  Celebrate East Lyme and fireworks – July 19

       •  EL Police Officers Marr, Cavanaugh and Miller will be honored on July 18 for their work

          on the recent thefts in town.

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       •  Summer opportunities offered by East Lyme Parks and Recreation are listed on their

          website ELYSA.com.                

C.     Building Committee Representative Gerard Burkhardt

D.     Other Reporters – None

VI.       CONSENT AGENDA

         This item (Proposed donation to NCS from the Leah Beyer Memorial Fund in the amount of $1,500) was moved to VII.E.1. Discussion/action at the request of Mary Broderick.

  VII.    DISCUSSION & ACTION ITEMS

A.     Finance/Facilities/Community

1.      Discussion/action re:  Proposed Use of Board of Education Buildings and Grounds Rate

         Schedule

      Dr. Smotas stated this proposal brings the fees more in line with the times while still serving as a community resource. 

MOTION:       Beth Groeber moved to approve the proposed Use of Board of Education Buildings and Grounds Rate Schedule as presented; Al Littlefield seconded. 

MOTION:       Mary Broderick moved to table the proposed Use of Board of Education Buildings and Grounds Rate Schedule until a summary of previous rental use is provided to the Board for review; Tim Hagen seconded.       

VOTE:            Unanimous                                                                              MOTION CARRIED

2.       Discussion re:  2008-2009 Budget Status

Dr. Smotas updated the Board on the status of the 2008-2009 Budget as it relates to special education.  Last week the administration discovered a miscalculation in dollars paid per special education student before the State picks up reflecting a shortfall of approximately $210,000 to the 2008-2009 Budget.  Dr. Smotas recommended holding all new positions (0.5 math @ alternative education HS, 0.5 special education HS, 0.7 special education NC, and 0.5 kindergarten HA).  The exact shortfall amount will be provided for the next Board meeting.  Elementary and kindergarten special positions will not be affected.  Dr. Smotas also stated the summer overtime accounts are frozen.  The Budget Subcommittee will meet prior to the next Board meeting.  At the next Board meeting, an exact special education shortfall amount will be provided.  Also, the previous approved $52,000 to be returned to the 2008-2009 Budget will be reviewed. 

B.      Instruction

1.      Discussion/action re:  proposed change to special education instructional model at

                          East Lyme Middle School

ELMS Principal Judy DeLeeuw addressed Board questions posed to her subsequent to the June 6, 2008 presentation.  Anticipated benefits of the model include earlier intervention in the classrooms leading to lesser referrals to special education and addressing state and federal mandates which must be in place next year.  To implement this model, four special education teachers would be hired and trained at a cost of approximately $186,000.  The cost would be offset by the elimination of 12 ELMS instructional aide/teaching assistant positions.  Through attrition, there should be no loss in jobs. 

MOTION:       Al Littlefield moved to approve the proposed change to the special education model at East Lyme Middle School as presented; Judy Engel seconded. 

VOTE:            Unanimous                                                                              MOTION CARRIED

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C.     Personnel

1.      Discussion/action re:  Proposed 2008-2009 Salary Schedule for Non-Union, Non-

      Administrative Staff

                       The Personnel Policy Subcommittee recommended an across the board increase of 3.0% for all ELPS non-union, non-administrative staff for the 2008-20009 school year with the exception of the computer technicians.  Other proposed changes were presented by Chair Al Littlefield.

MOTION:       Al Littlefield moved to approve the proposed 2008-2009 ELPS Paraprofessional Handbook changes as presented; Mary Broderick seconded. 

VOTE:             Unanimous                                                                             MOTION CARRIED

MOTION:       Al Littlefield moved to approve the proposed 2008-2009 salary increments for all ELPS Non-Union, Non-Administrative Staff as presented (3% increase with the exception of the lower paid computer technician who will receive 4% as a step toward leveling the two positions); Mary Broderick seconded. 

VOTE:             Unanimous                                                                             MOTION CARRIED

2.   Discussion/action re:  Proposed Appointment of One-Year Interim High School Principal

                       Dr. John Sullivan was interviewed by the full Board on June 16, 2008 for the one-year Interim Principal position at East Lyme High School.  He introduced his family and gave an overview of his thirty-five years of experience in education.

MOTION:       Mary Broderick moved to appoint Dr. John Sullivan as Interim Principal of East Lyme High School school year 2008-2009; Judy Engel seconded. 

VOTE:             Unanimous                                                                             MOTION CARRIED  

D.     Policy

             E.   Other

1.   Discussion/action re:  proposed donation of $1,500 to NCS from the Leah Beyer Memorial

      Fund

                       The Board expressed its deepest thanks to the family of Leah Beyer for their generous donation.

MOTION:       Mary Broderick moved to accept the proposed donation in the amount of $1,500 to NCS from the Leah Beyer Memorial Fund; Tim Hagen seconded. 

VOTE:           Unanimous                                                                             MOTION CARRIED            

VIII.    ADMINISTRATION REPORTS

A.     Superintendent of Schools Dr. Paul Smotas:

                           ▪   Monday, June 23 was the last day for staff for the 2008-2009 school year

                    ▪   Friday, June 20 was ELHS Graduation

                   ▪   Over $100,000 in scholarships were distributed to students

                    ▪   Special thanks to the family of Chris Phelan for scholarships in his memory totaling $40,000. 

                   ▪   Thanks to all scholarship donors for their continued support.

                   ▪   Thanks to the class of 2008 for scholarships totaling $15,000 in memory of Taylor Emery.

                    ▪   Thanks to Principal Larry Roberts for his service to the staff and students of ELHS.

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B.     Assistant Superintendent Paul Freeman

                   ▪   Reported on ELMS Class Night and Graduation; between these events, the various

                         elementary celebrations and the staff picnic, it was a “Wonderful week of community                   

                         events.”

                    ▪   A concern was raised that Flanders playground equipment may contain concerning levels

                        of arsenic in the pressure treated wood.  Samples were taken, however the results have not

                        been received.  Preventative measures have been taken.  More information will follow.       

C.     Business Director Don Meltabarger –

       ▪   The Clean Energy Fund approved the ELPS application with two stipulations; 1) Two ELHS teachers, Cortney Anderson and Laura Rotchford, will attend a September workshop, and 2) an updated energy audit will be conducted.  A structural design will be sent to the chief building official and presented to the building inspector.  Current insurance will be maintained, there is no violation of the roof warranty, and an attorney has reviewed and found acceptable the contract with Constellation Energy. 

     IX.     COMMITTEE REPORTS

A.     Budget Committee

B.     Policy Committee                                                                                                          

C.     Community Relations Committee                                                                                              

D.     Personnel Policy Committee

               E.   Long Range Planning Committee                                                                                               

F.   Buildings & Grounds Committee

G.  Elementary/Middle School Enhancement Committee

H.  Substance Abuse Ad Hoc Committee

I.    School Calendar Ad Hoc Committee

J.    East Lyme Aquatic and Fitness Center Committee

K.  Other Committee Reports

X.          COMMUNICATIONS – None at this time.                                                                                                

     XI.     NOTICES

A.     Notice of the following staffing changes:

1.      Appointments

      •  Lauren Allyn, 1.0 Math Teacher, HS, effective 8/26/08

      •  Christopher Discordia, 1.0 Grade 3 Teacher, NC, effective 8/26/08

      •  Jessica Mines, 1.0 Grade 2 Teacher, FL, effective 8/26/08

      •  Catherine Orsini, 1.0 Grade 3 Teacher, HA, effective 8/26/08 (Catherine was

          an IA at HA)

      •  Jacqueline Shedlock, 1.0 Social Studies Long-term Substitute Teacher, HS,

          effective on or about 9/19/08 through 1/21/09

      •  Lori Singer, 1.0 Chemistry Teacher, HS, effective 8/26/08

      •  Danielle Smith, 1.0 Grade 4 Teacher, FL, effective 8/26/08

      •  Robin Soule, 1.0 Grade 3 Teacher, NC, effective 8/26/08

           2.   Reassignments and Increases in FTE

                             •  Kara Arnold from .5 Kindergarten Teacher to 1.0 Grade 3 Teacher, HA,

                                  effective 8/26/08

                •  Gary Rheaume, from .75 Custodian to 1.0 Custodian, HS, effective 6/16/08

                      3.   Resignations 

                              •  Sharon Grogan, 1.0 Teaching Assistant, HA, effective 6/24/08

                            •  Mary Ann Smith, 1.0 Account Clerk, HS, effective 6/5/08 (Corrected)

                      4.   Retirements

                        5.   Supplemental Appointments

B.       Notice of the following out of state field trips:  None at this time.

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XII.    BOARD COMMENTS/FUTURE AGENDA ITEMS

A.  Board Comments

1.      Judy Engel was recognized and thanked for her five years of service as a Board member and her commitment to community and family.

2.      Mary Broderick reported the ELHS graduation was “an extraordinary event” and thanked all ELPS staff for their service.

3.      Beth Groeber referred to an article distributed by Jaime Ellis regarding organic farming program and suggested a possible program in East Lyme.  ELPS and Chartwell’s Food Director Bev Howard are investing State programs and are working together to bring more local organic food into the district.

B.  Future Agenda Items:

1.  2008-2009 and 2009-2010 ELPS Calendar

2.  Long Range Planning

XIII.    PUBLIC COMMENT

               1.  David King, 40 Heritage Road, stated the 08-09 spring break is one-week later than 

                    neighboring districts and asked the Board to consider this when setting the next school

                    calendar.

               2.  ELTA President Marcie Cunningham, 12 Morton Street, asked the Board to reconsider the

                    dates of the 08-09 spring break as it is a “quality of life issue” with some teachers.

               3.  Bob Gadbois, 358 Boston Post Road, is unhappy with the results of the recent Board of

                    Finance meeting.

3.   Karen Rak, 27 Black Point Road, was pleased about the organic farming prospects and   

     would like to see a whole school program.

XIV.        EXECUTIVE SESSION - Canceled

XV.       ADJOURNMENT

MOTION:       Judy Engel moved to adjourn the meeting at 9:10 p.m.; Al Littlefield seconded. 

VOTE:             Unanimous                                                                             MOTION CARRIED 

                                                                                    Respectfully submitted,

                                                                                    Elizabeth Groeber

                                                                                    Elizabeth Groeber, Secretary

                                                                                    East Lyme Board of Education