TopEAST LYME BOARD OF EDUCATIONEast Lyme, Connecticut
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Scroll down or click the bookmarks to see all the submitted minutes for meetings held in July.
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Budget Committee Meeting Minutes July 21, 2008 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, Kathryn Sassu, Paul Smotas
The meeting was called to order at 7:05 p.m.
Agenda Item 1. Proposed 2007-2008 Year-End Budget Transfers
Dr. Smotas summarized for the committee the year-end budget transfers for 2007-2008. A projected net surplus of $10,483.70 is being returned to the Town. The total amount of year-end budget transfers was $1,375,870.79 involving 548 line items. Typically, the year-end transfers total between $700,000 and $1,000,000. The committee recognized that the larger than usual total was due to not having the budget adjusted during the last six months as frequently as in past years. The committee also discussed the need to clearly denote the accounts that were affected by pre-payment of services for 2008-2009 year. For example, Line #27 is a debit of $196,189.70 for pre-payment of early retirement benefits through the Ohio Plan. The committee requested that a follow-up presentation be prepared for the year-end budget close that shows the pre-payments for 2008-2009. The committee will review the presentation at the next Budget Committee meeting.
Agenda Item 2. Update of 2008-2009 Budget Status
At the June 23 Budget Committee meeting, the committee was informed that the threshold for state funding per special education student has been raised from $45,833 to $52,316, which produced a $210,000 shortfall in the 2008-2009 Budget. Dr. Smotas reported that they are tracking the hiring of new staff carefully and many of the new hires are on salary steps 1, 2 or 3, which leads to additional savings. Steve Buck reported that four Special Education children will be able to return to the district which leads to a net savings by avoiding expensive out-of-district tuition. In addition, a new insurance contract brokered by Town has produced an additional $79,000 in savings. The Adminstration will continue to monitor the budget projections and will hold on filling two new half positions at the high school.
The Budget Committee will next meet on August 12 at 4:30 p.m.
The committee was adjourned at 7:28p.m.
Respectfully Submitted,
Tim Hagen Budget Committee Chair
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Buildings and Grounds Committee Meeting July 21, 2008 East Lyme High School Room B101 6:30 pm
Board Members Present: Jaime Ellis (Chair), Kevin Seery, Al Littlefield, Melissa Ford
Administration Present: Paul Smotas, Paul Freeman, Don Meltabarger, Kathryn Sassu, Steve Buck, Nancy Burdick, Lucy Schumann, Karen Costello
Meeting called to order at 6:35 Agenda/Purpose
Meeting adjourned at 7:05
Respectfully Submitted, Jaime Ellis 7-21-08
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Board of Education Regular Meeting Minutes Monday, July 21, 2008Not official until approved by the East Lyme Board of Education on September 8, 2008
4343 EAST LYME BOARD OF EDUCATION East Lyme, Connecticut
Monday, July 21, 20087:30 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, Jaime Ellis, Melissa Ford, Laura Greenstein, Tim Hagen, Al Littlefield, Marlene Nickerson
Board Members Excused: Andy Dousis
Administrators Present: Paul Smotas, Paul Freeman, Steve Buck, Don Meltabarger, Karen Costello, Lucy Schuman, Kathryn Sassu, Pat Phillips
I. CALL TO ORDER – The meeting was called to order at 7:33 p.m.
II. PLEDGE OF ALLEGIANCE – Led by Al Littlefield.
III. PUBLIC COMMENT – 1. Bob Gadbois, 358 Boston Post Road, requested the full Board packet be made available to the public and expressed his disappointment with the recent budget 2. Rayi Sarbari, expressed concerns that the needs of “gifted” children are not being met and asked for direction to those concerned.
IV. APPROVAL OF MINUTES
MOTION: Tim Hagen moved approval of the minutes of the Board of Education regular meeting of June 9, 2008; Marlene Nickerson seconded.
VOTE: Unanimous MOTION CARRIED
MOTION: Tim Hagen moved approval of the minutes of the Board of Education regular meeting of June 23, 2008 as amended (Page 4342, XII.A.3. change “investing” to “investigating”; Beth Groeber seconded.
VOTE PRO: Kevin Seery, Elizabeth Groeber, Mary Broderick, Melissa Ford, Tim Hagen, Al Littlefield, Marlene Nickerson
ABSTAIN: Jaime Ellis MOTION CARRIED
V. SPECIAL REPORTS: SELECTMEN'S REPRESENTATIVE, STUDENTS' REPRESENTATIVES, and OTHER REPORTERS A. Students’ Representative – Sara Schwartz B. Selectmen’s Representative Pamela Rowe • Pam updated the Board regarding the 2-hour Public Hearing held earlier in the evening. Due to the lack of sufficient rainfall, additional mandatory conservation measures are being discussed. Information is available on the town website and residents are encouraged to conserve water and stay informed.
4344 C. Building Committee Representative Gerard Burkhardt D. Other Reporters – None
VI. CONSENT AGENDA
Consent Agenda items (A) 2007-2008 year-end budget transfers and (B) donation of two automated external defibrillators to the ELHS Athletic Department on behalf of the Larry Pontbriant Athletic Safety Fund were moved to Discussion/Action items VII.A.7. and VII.A.8. respectively.
MOTION: Marlene Nickerson moved approval of the Consent Agenda as amended (Moved to Discussion/Action items VII.A.7. and VII.A.8. were (A) 2007-2008 year-end budget transfers and (B) donation of two automated external defibrillators to the ELHS Athletic Department on behalf of the Larry Pontbriant Athletic Safety Fund, respectively), (C) 2008-2009 leave of absence beyond 40-days for Carla Frisbie, 1.0 Science Teacher, MS effective on or about February 12, 2009 through on or about April 24, 2009; Al Littlefield seconded.
VOTE: Unanimous MOTION CARRIED
VII. DISCUSSION & ACTION ITEMS
Item VII.B.3. (Proposed ELHS Women’s Cross Country Field Trip to San Diego, CA) was moved although minutes reflect original agenda position).
A. Finance/Facilities/Community 1. Discussion/action re: Proposed Niantic Center School Security Plan Principal Lucy Schuman requested to install a district IP based video surveillance and electronic lock system for NCS at a cost of $30,000 for equipment and installation. The quote does not represent electrical upgrades to run the system, a secured server cabinet, air conditioning for the server room, for a total cost of approximately $3,300. Ms. Schuman does not recommend purchasing the ongoing maintenance cost agreement at 10% of the annual rate of installation. The Buildings and Grounds Committee recommends approval as presented.
MOTION: Jaime Ellis moved to approve the proposed Niantic Center School Security Plan as presented; Al Littlefield seconded.
VOTE: Unanimous MOTION CARRIED
2. Discussion/action re: Proposed Flanders Playground Replacement Plan This agenda item was tabled. Dr. Smotas intended to recommend the demolition, disposal and replacement of the wooden playground at Flanders School at a cost of $60,000 - $70,000, however the actual cost is estimated to be over $100,000. Alternative options will be presented to the Buildings and Grounds Committee following consultation with the School Medical Advisor and environmental specialists.
3. Discussion/action re: Proposed Use of Board of Education Buildings and Grounds Rate Schedule This agenda item was tabled and referred to the Policy Subcommittee.
4. Discussion/action re: Proposed East Lyme Aquatic and Fitness Center Committee Rule East Lyme Resident Mike Amaral requested the Board establish the following rule for the EL Aquatic and Fitness Center Committee: “Members of the EL Aquatic and Fitness 4345
Center Committee shall be prohibited from participating in any matters concerning the use of the Pool or Fitness Center facilities by non-school groups with which they have a vested interest.” The town attorney’s opinion is that this is an advisory committee only which follows the town ethics ordinance and therefore, no action is necessary.
MOTION: Beth Groeber moved to prohibit members of the EL Aquatic and Fitness Center Committee to participate in any matters concerning the use of the pool or fitness center facilities by non-school groups with which they have a vested interest; Marlene Nickerson seconded.
VOTE CON: Unanimous MOTION DEFEATED
5. Discussion/action re: Proposed Food Service Contract Approval Four (4) companies responded to the food service bid, with three providing bids. Chartwell’s responded with the highest profit bid and largest capital contribution. Dr. Smotas commended Chartwells for their thirteen (13) years of service to the East Lyme Public Schools and the community. Food Director Bev Howard spoke of new Chartwell programs using local farmers, organic food and environmental friendly practices. Also, the Point of Sale (POS) program, an online program which provides parents the opportunity to deposit money electronically into their children’s lunch account and to monitor what their children are eating, has been extended to all ELPS.
MOTION: Mary Broderick moved to approve the proposed July 1, 2008 through June 30, 2009 Contract between East Lyme Board of Education and Chartwells with the option for four additional one-year renewals; Al Littlefield seconded.
VOTE: Unanimous MOTION CARRIED
6. Discussion/action re: East Lyme Board of Education Vacancy (D) A Democratic vacancy currently exists on the Board due to the resignation of Judy Engel effective June 23, 2008. Laura Greenstein has been recommended by the East Lyme Democratic Town Committee to fill the vacancy. No other nominations were heard.
MOTION: Mary Broderick moved to appoint Laura Greenstein to the East Lyme Board of Education effective July 21, 2008 through December 5, 2011; Marlene Nickerson seconded.
VOTE: Unanimous MOTION CARRIED
7. Discussion/action re: Proposed 2007-2008 Year-End Budget Transfers The Board requested an analysis of FY09 prepayments made in FY08. A Budget Subcommittee Meeting will be held on Tuesday, August 12, 2008, 4:30 p.m. at Central Office. Item tabled until next meeting.
8. Discussion/action re: Proposed Donation of Two(2) Automated External Defibrillators (AED) to the ELHS Athletic Department on Behalf of the Larry Pontbriant Athletic Safety Fund School Medical Advisor Dr. Vijay Sikand submitted a letter in support of initiating an AED program under the aegis of the ELHS Athletic Department providing the Board ensures the acceptance of the donation will be consistently supported with the funding and oversight required for continuous quality assurance. The ELHS Athletic Director will be responsible for ensuring that adults who have regular accessibility to the equipment will be properly trained on the equipment, the equipment will be properly stored, and the equipment will be checked annually.
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MOTION: Mary Broderick moved to approve the donation of two (2) automated external defibrillators (AED) to the ELHS Athletic Department as presented; Jaime Ellis seconded.
VOTE: Unanimous MOTION CARRIED
B. Instruction 1. Discussion/action re: 2nd Reading for Textbook Adoption: Biology, Authors Rob DeSalle and Michael R. Heithaus, Ph.D., Publishers Holt, Rinehart and Winston, Copyright date 2008 (Level B, Grade 10) The first reading was May 27, 2008.
MOTION: Al Littlefield moved approval of the adoption of ELHS textbook entitled Biology as presented; Marlene Nickerson seconded.
VOTE: Unanimous MOTION CARRIED
2. Discussion/action re: 2nd Reading for Textbook Adoption: Biology Cycles of Life, Authors Helen M. Parke and Patrick Enderle, Publishers AGS Publishing, Copyright date 2006 (Level C, Grade 10) The first reading was May 27, 2008.
MOTION: Al Littlefield moved to approval of the adoption of ELHS textbook entitled Biology Cycles for Life as presented; Tim Hagen seconded.
VOTE: Unanimous MOTION CARRIED
3. Discussion/action re: Proposed Sunday Field Trip by members of the ELHS Varsity Women’s Cross Country Team to San Diego, CA from Thursday, September 18th through Sunday, September 21, 2008 to participate in the Mt Carmel Movin’ Shoes Cross Country Invitational. Coach David Sdao and the ELHS Women’s Cross Country Team have been invited by Bill Vice, a former ELHS Assistant Coach, to participate in this prestigious event at Balboa Park in San Diego, CA. Norman and Linda Higgins of CT Sporting Goods, have generously offered to donate frequent flyer miles to cover airfare for seven (7) athletes and two (2) coaches. Host families will be provided for the athletes and the coaches. The ELHS Athletic Department will be responsible for the $7.00 entry fee per athlete and transportation to and from the airport. Participation in the meet complies with National Federation regulations and CIAC permission has been granted. Coach Sdao addressed Board concerns related to academic time missed and number of athletic events in a one week period. He assured the Board that if approved, other meets will be consolidated or eliminated.
MOTION: Mary Broderick moved to authorize the Superintendent to grant final approval, if travel arrangements can be made, for the proposed ELHS Varsity Women’s Cross Country Team to San Diego, CA from September 18-21, 2008 to participate in the 27th Annual Mt Carmel Movin‘ Shoes Cross Country Invitational as presented; Al Littlefield seconded.
VOTE PRO: Kevin Seery, Mary Broderick, Jaime Ellis, Melissa Ford, Tim Hagen, Al Littlefield, Marlene Nickerson
VOTE CON: Beth Groeber MOTION CARRIED 8:1
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C. Personnel
D. Policy 1. Discussion re: 2nd Reading of BOE Policy 3000 – Business/Concept and Roles in Business and Non-Instructional Operations
MOTION: Beth Groeber moved to adopt the amendment to Board of Education Policy 3000 – Business/Concept and Roles in Business and Non-Instructional Operations as amended (Remove in 2. “Take steps to”); Jaime Ellis seconded.
VOTE: Unanimous MOTION CARRIED
2. Discussion re: 1st Reading of BOE Policy 1314 – Soliciting Funds From and By School Personnel The Ad staff and the Policy Subcommittee recommended deleting the policy as its content is repeated in Policy 1324 – Solicitation of Funds.
3. Discussion re: 1st Reading of BOE Policy 1324 – Solicitation of Funds Ad staff and the Policy Subcommittee recommended the addition of “charitable organizations, causes or activities” for allowable fundraising.
4. Discussion re: 1st Reading of BOE Policy 4222 – Paraprofessionals Ad staff and the Policy Subcommittee recommend the addition of this CABE suggest policy regarding support staff positions in the East Lyme School District.
5. Discussion re: 1st Reading of BOE Policy 5118 – Non Resident Students Ad staff and the Policy Subcommittee recommended the clarification of non-resident students attending school without paying tuition.
6. Discussion re: 1st Reading of BOE Policy 6161.3 – Comparability of Services Ad staff and the Policy Subcommittee recommended the addition of this CABE suggested policy regarding Title I funding.
7. Discussion re: 1st Reading of BOE Policy 6162.51 – Survey of Students Ad staff and the Policy Subcommittee recommended the addition of this CABE suggested policy regarding the administration of surveys to students.
E. Other
VIII. ADMINISTRATION REPORTS A. Superintendent of Schools – Dr. Paul Smotas • The proposed rental extension with LEARN will be presented at the next Board meeting. • Early registration is encouraged for the CABE/CAPSS Convention on November 14-15, 2008 • Reference was made to shortage area teachers hired. • CAPT and CMT results will be reported at the September meeting. B. Assistant Superintendent of Schools – Mr. Paul Freeman • Aramark has appointed Noemi Santana as the Facilities Director for ELPS effective 7/22/08. C. Business Manager – Mr. Don Meltabarger • A significant savings for the town and the district as a result of a change in insurance carriers. • Speed bumps have been added to ELPS property. • A structural engineer is reviewing the ELHS solar project 4348
IX. COMMITTEE REPORTS A. Budget Committee – Oral report of 7/21/08 meeting was given. Minutes will follow. B. Policy Committee C. Community Relations Committee D. Personnel Policy Committee E. Long Range Planning Committee F. Buildings & Grounds Committee – Oral report of 7/21/08 meeting was given. Minutes will follow. 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 A. CABE/CAPSS Convention Registration Flyer for November 14-15, 2008 B. 2008-2009 ELHS Anticipated Field Trip List dated 6/26/08 C. ELHS Solar Project, List of Reviews and Authorizations D. CABE brochure entitled What YOU need to know about Connecticut Public Schools E. Letter from the EL Office of Emergency Management re: Hurricane Season dated 7/14/08 F. CSDE NEWS re: 2008 CT Academic Performance Test (CAPT) XI. NOTICES A. Notice of the following staffing changes: 1. Appointments • Daniel Crowley, 1.0 English Teacher, HS, 8/26/08 • Samuel Faulkenberry, 1.0 Technology Education Teacher, MS, 8/26/08 • Reginald Grover, 1.0 Grade Level Coordinator Long-term Substitute, HS, 8/26/08 • Michelle Jeff, 1.0 Science Teacher, MS, 8/26/08 • Hugh McKenney, 1.0 Temporary Computer Technician, DW, 7/1-8/29/08 • Shannon Underwood, .5 Kindergarten Teacher and .5 Enrichment Facilitator, FL, 8/26/08 • Leslie Woods, 1.0 Spanish Teacher, MS, 8/26/08 2. Reassignments • Will Reed, from 1.0 Social Studies Teacher, Alternative Education/HS to HS, 8/26/08 3. Increases/Decreases in FTE • James Buchan, from .6 English to .8 English Teacher, HS, 8/26/08 • Jennifer Hallowell, from .4 English to .6 English Teacher, HS, 8/26/08 4. Resignations • Sue Anglim, .5 Teaching Assistant, NC, 6/23/08 • Jeannine Maiolo, .30 Early Bird Facilitator, NC, 6/20/08 • Courtney Miville, 1.0 Spanish Teacher, HS, 7/15/08 • Amy Parulis, .7 Teaching Assistant and Early Bird Monitor, NC, 6/23/08 • Priscilla Rawson, 1.0 Instructional Aide, FL, effective 6/23/08 • Anne Wolak, 1.0 Science Teacher, MS, 6/30/08 5. Retirements – None at this time. 6. Supplemental Appointments – None at this time.
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B. Notice of the following out of state field trips: 1. ELHS Contemporary Issues students (grade 11-12) to Gorham, ME from May 12- 14, 2009 (Tuesday through Thursday), to participate in the Model United Nations Program at the University of S. Maine. 2. ELMS students (grade 6) to Plymouth, MA on October 14 and 15, to visit the Plimoth Plantation.
XII. BOARD COMMENTS/FUTURE AGENDA ITEMS A. Board Comments 1. Al Littlefield will meet with Dr. Costello regarding how the district is handling differentiated instruction. 2. A benefit ELHS Spaghetti Dinner will be held on August 14, 2008. 3. The production of “Working” will be held at ELHS from July 25-27, 2008 to benefit the Tommy Fund. B. Future Agenda Items: 1. 2008-2009 and 2009-2010 ELPS Calendar 2. Long Range Planning 3. August 2008 Retreat
XIII. PUBLIC COMMENT 1. Mike Amaral, 45 Plants Dam Road, asked the Board to reconsider his proposed EL Aquatic and Fitness Center Committee Rule and explained his rationale for this request. 2. Karen Rak, 27 Black Point Road, expressed concerns regarding BOE Policy 5118 and non resident students. She asked that non resident students not have tuition waived exceptions only be considered by the Board. She also noted a discrepancy in the insurance policy savings number, as given in the oral report by Don Meltabarger.
A 5-minute recess was held at 9:55 p.m.
XIV. EXECUTIVE SESSION
MOTION: Al Littlefield moved into Executive Session at 10:03 p.m. to include the Superintendent and Assistant Superintendent for the purpose of negotiation issues; Jaime Ellis seconded.
VOTE: Unanimous MOTION CARRIED
Executive Session ended at 10:15 p.m.
XV. ADJOURNMENT
The meeting was adjourned at 10:15 p.m.
Respectfully submitted, Elizabeth Groeber Elizabeth Groeber, Secretary East Lyme Board of Education
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