Not official until approved by the East Lyme Board of Education on September 22, 2008

Regular Meeting:  7:30 P.M.   Monday, September 8, 2008

East Lyme High School

INTV Room (B101)

Regular Meeting

Board Members Present:          Kevin Seery (Chair), Tim Hagen (Acting Secretary), Mary Broderick,

Andy Dousis, Jaime Ellis, Melissa Ford, Laura Greenstein,  

Al Littlefield, Marlene Nickerson

Board Members Absent:          Elizabeth Groeber

Administrators Present:                        Paul Smotas, Paul Freeman, Steve Buck, Karen Costello, John Sullivan,             

                                                    Judy DeLeeuw, David Miko, Lucy Schuman, Don Meltabarger

I.        CALL TO ORDER – 7:30 p.m.

II.        PLEDGE OF ALLEGIANCE – Led by Marlene Nickerson

III.     PUBLIC COMMENT

1.  Danielle Green, 6 Johnny Cake Road, expressed concerns regarding the transitioning of her son

     from LEARN to ELMS.

2.  Michael Amaral, 45 Plants Dam Road, voiced his objection to Section VII.A.4. of the 7/21/08 Board of Education Minutes re: Proposed EL Aquatic and Fitness Center Committee Rule (“no action necessary”).  He asked the Board to reconsider and reopen this up for further discussion.

3.  Rocco Tricarico, 17 Rose Lane, voiced concerns regarding the condition of the ELHS South

     Gym roof; high school fields; and Flanders and Middle School grounds.  Mr. Tricarico also

     voiced concerns on the lack of public input and communication regarding bus stop

     consolidation and the Flanders playground.         

   IV.    APPROVAL OF MINUTES

MOTION:       Jaime Ellis moved approval of the minutes of the Board of Education regular meeting of July 21, 2008 as amended (Page 4344-4345 under VII.A.4. Discussion/action re: Proposed East Lyme Aquatic and Fitness Center Committee Rule – Change last sentence of first paragraph to read “The town attorney’s opinion is that this an advisory committee, and therefore, no action is necessary.”  Al Littlefield seconded. 

VOTE PRO:    Kevin Seery, Tim Hagen, Mary Broderick, Jaime Ellis, Melissa Ford, Al Littlefield,

                          Marlene Nickerson

ABSTAIN:       Laura Greenstein, Andy Dousis                                                          MOTION CARRIED

                                                                                                                                                4356

MOTION:       Jaime Ellis moved approval of the minutes of the Board of Education regular meeting of August 18, 2008; Al Littlefield seconded. 

VOTE PRO:    Kevin Seery, Tim Hagen, Mary Broderick, Jaime Ellis, Melissa Ford, Laura Greenstein,  

                          Al Littlefield, Marlene Nickerson

ABSTAIN:       Andy Dousis                                                                           MOTION CARRIED

MOTION:       Marlene Nickerson moved approval of the minutes of the Board of Education special meeting/retreat of August 25, 2008; Jaime Ellis seconded. 

VOTE PRO:    Kevin Seery, Mary Broderick, Jaime Ellis, Melissa Ford, Laura Greenstein,  

                          Al Littlefield, Marlene Nickerson

ABSTAIN:       Andy Dousis, Tim Hagen                                                       MOTION CARRIED

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

A.     Students’ Representative Sara Schwartz

       •  Senior Class Picnic is Friday, September 12, 2008

       •  Drama and band are rehearsing for their fall activities

       •  Many new faces, including our new principal, and everyone is adjusting well                 

B.     Selectmen’s Representative Pamela Rowe

       •  The mandatory water conservation order should be lifted within the next two(2) weeks. 

           Residents are asked to voluntarily practice water conservation.

       •  Andy McKirdy will be honored for his public service on 10/19/08, 5:00 p.m. at the Flanders

          Fish Market.

       •  The annual Heritage Weekend will be held on September 27-28, 2008.

       •  The East Lyme Public Library will be open on Sundays from 1-4 p.m. starting 10/5/08.

C.     Building Committee Representative Gerard Burkhardt was not present.

D.     Other Reporters

VI.       CONSENT AGENDA

MOTION:       Tim Hagen moved approval of the Consent Agenda as amended (move to VII.A.4. (B) proposed 2008-2009 budget transfer ($12,824.64 to cover new instructional aides for the 2008-2009 school year); approved Consent Agenda item - (A) proposed 2008-2009 budget transfer ($400.00 due to recording error on budget document submitted to CO from NCS); Jaime Ellis seconded. 

VOTE:            Unanimous                                                                             MOTION CARRIED

VII.    DISCUSSION & ACTION ITEMS

A.     Finance/Facilities/Community

1.   Discussion/action re:  Proposed 2008-2009 Rental Agreement with LEARN

      Item was tabled from the August 18, 2008 meeting.  The newly proposed increase sufficiently covers electricity, fuel and maintenance costs.  Due to the lateness of this proposal, LEARN respectfully requested that the rates remain as originally proposed on July 15, 2008.  In March 2009, the administration will engage in dialogue with LEARN regarding a 2009/2010 agreement.

                                                                                                                              4357

MOTION:       Mary Broderick moved approval of the option B 2008/2009 rental agreement with LEARN as proposed to the Board on July 15, 2008 (3% increase over 07/08); Jaime Ellis seconded. 

VOTE PRO:    Kevin Seery, Mary Broderick, Jaime Ellis, Melissa Ford, Laura Greenstein, Tim Hagen,  

                          Al Littlefield, Marlene Nickerson

VOTE CON:  Andy Dousis                                                                            MOTION CARRIED 8:1

2.     Discussion re:  East Lyme Aquatic Profit and Loss Update for FY 08, 07, 06

Tabled for Pool Committee review.

3.     Discussion re:  Bus Contract with First Student

Dr. Smotas responded to a concern raised by an East Lyme parent regarding the ages of the buses in service with the district.  He explained that under the “5-year used bus contract” with First Student, new buses are scheduled to be put into place in September/October 08.  Engaging in a “new bus contract,” would cost the district an additional $270,000 per year.

4.     Discussion/action re:  Proposed 2008-2009 Budget Transfer

Dr. Smotas reminded the Board that the budget transfer in the amount of $12,824.64 is for an instructional aide in the Integrated Primary Program and will be paid for from the savings of a .7 special education teacher at NCS.  The $109,009.44 transfer is offset by tuition savings from students brought back to the district and will be used to fund the 8.5 instructional aides approved by the Board on August 18, 2008.  The Budget Subcommittee recommended approval of the transfers.

MOTION:       Al Littlefield moved approval of the proposed 2008-2009 budget transfers as presented

($12,824.64 to cover new instructional aides for the 2008-2009 school year and $109,009.44 to cover the costs of 8.5 instructional aides as approved by the Board on August 18, 2008); Laura Greenstein seconded. 

VOTE:            Unanimous                                                                             MOTION CARRIED

B.      Instruction

1.      Discussion re:  CT State Department of Education (CSDE) Decision Regarding Student Fees

Dr. Smotas was notified by Attorney Laura Anastasio that a parent requested a legal opinion from the CT State Department of Education regarding East Lyme’s district practice of levying student fees for some courses.  As a result of Attorney Anastasio’s interpretation of Section 10-228 and 10-220 of the CT Education Laws, the East Lyme School District’s budget may be impacted by at least $100,000 per year for fees which may not be collected in the future.  Dr. Smotas is consulting with other superintendents as well as additional legal consultation and will update the Board at the next meeting.  Until a final assessment is completed, the collection of fees has been suspended.

C.     Personnel

1.      Discussion/action re: Proposed 4-year Agreement Between ELBOE and EL Non-Certified Employees Custodial/Maintenance Bargaining Unit, Local 1303-187, Council 4, AFSCME/

      AFL-CIO (July 1, 2008 – June 30, 2012)

MOTION:       Jaime Ellis moved approval of the proposed 4-year agreement (July 1, 2008 through June 30, 2012) between the ELBOE and the EL Non-Certified Custodial/Maintenance Bargaining Unit, Local 1303-187 of Council 4, AFSCME/AFL-CIO as presented; Mary Broderick  seconded.

VOTE:            Unanimous                                                                              MOTION CARRIED

                                                                                                                                                4358

2.   Discussion/action re: Proposed Paraprofessional Staffing Plan Increase

                        Director of Special Services Steve Buck requested a total of 3.0 FTE instructional aide positions be added to the staffing plan to cover the needs presented by a new student to the district, a student remaining in the district, and two students moving from half to full day programming.  Each of the students presents either a social/emotional and/or safety issue.  Communication will continue with parents and previous outplacements to ensure student needs are met.

MOTION:       Tim Hagen moved approval of the proposed addition of 3.0 FTE district wide instructional aides to the 2008-2009 staffing plan as presented; Jaime Ellis seconded.

VOTE:            Unanimous                                                                              MOTION CARRIED

D.     Policy                  

1.      Discussion/action re: Second Reading – BOE Policy 1314 - Soliciting Funds from and by   

      School Personnel

                        This item was tabled.

                  2.   Discussion/action re: Second Reading – BOE Policy 1324 – Solicitation of Funds

                          This item was tabled.

                    3.   Discussion/action re: Second Reading – BOE Policy 4222 – Paraprofessionals

                          This item was tabled.

                   4.    Discussion/action re: Second Reading – BOE Policy 5118 – Non Resident Status

                          This item was tabled.

                   5.    Discussion/action re: Second Reading – BOE Policy 6161.3 – Comparability of Services

                          This item was tabled.

                    6.   Discussion/action re: Second Reading – BOE Policy 6162.51– Survey of Students

                          This item was tabled.

E.      Other

2.      Discussion/action re:  Presentation of Superintendent’s 2007-2008 Annual Report

This item was moved to Executive Session.

  VIII.     ADMINISTRATION REPORTS

A.     Superintendent of Schools – Dr. Paul Smotas

 •  Dr. Smotas reported on the successes of professional development activities for

    teachers, new teacher orientation, paraprofessional training and opening day for students. 

                      •  ELHS Back to School Night 9/18/08 at 6:30 p.m.

                      •  ELHS College Fair 10/7/08 at 6:30 p.m.

                      •  NEASC evaluation of ELHS will occur November 7-10, 2010.  ELHS Principal

                           Dr. John Sullivan is meeting weekly with the steering committee and will “kick off” parent

                           surveys on Back to School Night.

                      •  Our thoughts and prayers are with ELHS retired teacher Bill Bonavita and his family at this

                            very difficult time.

                      •  Dr. Smotas thanked staff members who were involved in conducting interviews over the

                           summer months.

                      •  Due to mandatory water restrictions, the resodding of fields, and the cut backs on summer

                           maintenance help, the playing fields suffered considerable deterioration over the summer. 

                        •  Approximately $500.00 was spent for the bus route consolidation project. All concerns

                           were investigated.

                      •  The ELMS Butterfly Garden is student maintained.

                                                                                                                                                4359

                      •  Dr. Smotas does not see the need to consider redistricting based on enrollment figures of

                            9/5/08.

                        •  A contractor will dismantle and remove the Flanders playground this weekend.  Dr.

                           Smotas and Mr.Freeman have had multiple meetings with the Flanders PTA.  The

                           majority of the project will be funded through the Flanders revenue account.  The goal is to            

                           complete the project by next spring.  Dr. Smotas will continue to update the Board.                       

B.     Assistant Superintendent of Schools – Mr. Paul Freeman

                      •  Mr. Freeman echoed Dr. Smotas remarks regarding the successes of professional

                          development activities and the opening of school.

                      •  The administrative leadership team recently participated in two(2) days of professional

                           development.

                      •  A compilation of teacher professional development evaluations will be provided to the

                           Board.

C.     Business Manager –  Mr. Don Meltabarger

                      •  An EnerNOC capacity payment in the amount of $4,740.00 was received for April, May,

                           and June 2008. Capacity payments are awarded for the amount of capacity that we commit

                           to reduce from the electrical grid during a demand response event.  Payments are received 

                           whether or not an actual event occurs.  In addition, energy payments are awarded for the

                           total amount of energy consumption reduced from the grid during an event. 

                      •  ELHS Solar Project Update – The design has been substantially completed and

                           Constellation is negotiating with roofing and electrical subcontractors to begin by the end

                           of this month.  The expected project completion date is 12/31/08. 

                      •  ELHS is an emergency shelter.  Dr. Smotas recognized Don Meltabarger as “Mr. Energy”  

                           for acquiring the generator at no cost.                                              

     IX.     COMMITTEE REPORTS

A.     Budget Committee – Meeting 9/8/08 7:15 p.m.

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

          A.  ELPS BEST Program Brochures

          B.  Mission of the Best Program Presentation

          C.  International Reading Association article entitled New IRA commission will address RT1            

                issues, August/September 2008 Reading Today noting Dr. Karen Costello as a Commission 

                member

          D.  WSRA Journal Article, Vol. 47, No. 3, (2008), Response to Intervention – Where We Are. . .      

                Connecticut’s Response to Intervention Rt1 (February 2008 Executive Summary) authored by  

                Dr. Karen Costello

          E.   CSDE 2008 Back-to-School Message from Commissioner Mark K. McQuillan dated 8/21/08

                 F.   Congratulatory letter from the United Way to Dr. Smotas dated 8/13/08 re: $6,218.00 in

                       employee contributions

                 G.  CSDE Brochure entitled The Condition of Education in Connecticut dated August 2008

    H.  ELHS Viking Saga, Volume 42 Edition 1, dated 9/2/08

                                                                                                                                                        4360

XI.     NOTICES

          A.  Notice of the following staffing changes:

                1.  Appointments

                     ·  David Casko, .2 Computer Education Teacher, MS, 8/26/08

                            ·  Adam Coleman, 1.0 Science Teacher, MS 8/26/09

                     ·  Jeff Drew, .5 Social Studies Teacher, HS (Alt Ed, 9/2/08

                     ·  Margaret Elkins, 1.0 Instructional Aide, DW at HS, 9/2/08

                   ·  Kathleen Hewes, 1.0 Teaching Assistant, MS 9/2/08

                   ·  Richelle Johnson, 1.0 Social Studies Teacher, MS, 8/26/08

                   ·  Michelle Lyons, 1.0 Instructional Aide, HA, 9/2/08

                   ·  Rachel Maran, 1.0 Kindergarten Long Term Substitute Teacher, HA, 8/26/08

                   ·  Kim Moran, 1.0 Science Long Term Substitute Teacher, MS, 9/8/08 – 10/17/08

                   ·  Mathew O’Grady, 1.0 Math Teacher, HS, 8/26/08

                   ·  Patricia Picard, .4 Math Teacher, HS, 9/2/08

                   ·  Patrice Rando, .30 Early Bird Facilitator, NC, 9/2/08.  This is in addition to her current

                        Position as .30 School Aide, NC

                   ·  Eileen Ruth, 1.0 Instructional Aide, FL, 9/8/08

                   ·  Carlos Saluti, 1.0 Teaching Assistant, HS, 9/2/08

                   ·  Lindsay Santoro, 1.0 Instructional Aide, DW at HS, 9/2/08

                   ·  Robin Shabunia, .4 Health/PE Teacher, MS, 9/2/08

                   ·  Rebecca Silva, 1.0 Instructional Aide, HA, 9/2/08

                   ·  Patricia Spalding, 1.0 Grade 1 Teacher, NC, 8/26/08

                   ·  Stacia Tuzik, 1.0 Art Teacher, .85 at HA and .15 at MS, 8/26/08

                   ·  Stacie Venditto, 1.0 Teaching Assistant, NC, 9/2/08

      &