THETFORD SCHOOL DISTRICT

Tuesday, May 25, 2010

Thetford Elementary School

 

            Elise Tillinghast convened the School Board meeting at 7:05PM in the Art Room.  The following were present:  Robin Brown, Charlie Buttrey, Shannon Darrah, Lisa Swett, Elise Tillinghast, School Board; Keith Thompson, Principal; Virginia Stone, Secretary; Brian Carroll, Interim OESU Superintendent; Attorneys Erin Gallivan and Bill Meub; Sharon Boffey, James Tierney, Aimee Toth, TES Staff; Martha Rich, Head, and Torralee Fischer-Sass, Special Education, TA

 

Agenda Review – Elise Tillinghast made a Revised Agenda available

 

Public Comment – Discussion with Tig Tillinghast, Thetford Select Board, of Thetford Academy’s annual request for tuition advances in July and August as the Town does the actual borrowing.  The Board does not foresee complications but will wait for their meeting June 8^th to act on this request, so that it can be warned.  Brian Carroll noted that Mark Lyons, OESU Business Manager, has begun studying trends in expenditures in relation to the school’s revenue stream.

            The board understands that Mark Lyons will be taking a position in another SU beginning July 1, 2010 and there was a brief discussion of the impact on Thetford’s financial accounting and concerns of the School Treasurer as stated by Tig Tillinghast. Tig also noted that the Select Board and Treasurer are available to explore options for assisting the school board in future, should the school board move forward with switching supervisory unions, and need assistance exploring the accounting/bookkeeping challenges involved in such a change.

 

7:20PM Tig Tillinghast left the meeting.

 

Discussion with OESU Business Manager, Mark Lyons, regarding spending vs. budgeting to date, implementation of audit recommendations, options for auditing firms for the coming year – Mark Lyons presented four handouts to the Board:  the Monthly and Quarterly Checklists for a school’s finances; the Revenue Report; the Trust Fund and Capital Fund Expenditure Report; the Special Revenue Fund Summary; and the TSD General Fund Expenditure Report.  Discussion:  Implementation of the audit of FY’09 recommendations with the monthly and quarterly checklists developed to keep better track of the school’s expenses; the Food Service fund – the Board has budgeted for FY’11 to pay the deficit in the Food Service Program and in going forward to budget for Food Service salaries and benefits; Revenues – Mark was asked to contact the School Treasurer to determine what monies are still owed the school district from taxes; the Special Revenue Fund – OESU is reviewing and if monies are owed to Thetford, they will be forthcoming; Audit of FY’10 – Mark has received a quote via e-mail from another auditing firm, and a third auditing firm has refused to give a quote, and Mark suggested that he try to negotiate a lower bid from Fothergill Segale and Valley, the auditors for FY’09, and the Board agreed. Charlie Buttrey requested an estimate of where the budget

 

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Discussion with OESU Business Manager, Mark Lyons, regarding spending vs. budgeting to date, implementation of audit recommendations, options for auditing firms for the coming year (cont’d) – stood in terms of deficit/surplus for end of the year. Mark Lyons estimated a $50,000 surplus.

 

7:45PM Mark Lyons left the meeting.

 

NECAP presentation – math & reading - James Tierney, Sharon Boffey, and Keith Thompson gave a presentation on the math and english NECAP test results from Fall 2009, with Aimee Toth also providing background information. James broke down the tests into their individual strands for assessment.  The Leadership Advisory Team has worked throughout the year to identify problems in curriculum and instruction to address them.  Prior year’s instruction and curriculum have been researched as well.  Sharon Boffey spoke about the NECAP training she attended and was able to inform the Board on how the NECAPs are developed and new tests field-tested.  Keith Thompson provided a handout of James Tierney’s slide presentation.  The board, Martha Rich and Torralee Fischer-Sass asked questions relating to how different “strands” of results were evaluated and acted on, and different attitudes of children at different grade levels regarding taking tests. Brian Carroll also participated in this discussion.

 

8:20PM Sharon Boffey, Torralee Fischer-Sass, Martha Rich, James Tierney and Aimee Toth left the meeting.

 

Interview with Erin Gallivan and Bill Meub for outside legal advisor position – Erin Gallivan and Bill Meub, members of a four attorney firm in Rutland, spoke of experience working with school districts on employee, employment and student issues.  They emphasized the importance of being consulted when a problem arises and working to mediate rather than litigate issues.  The board asked numerous questions regarding experience working on supervisory union/political matters, flexibility working on brief questions for fixed partial-hour time limits. They charge $180/hour.

 

8:40PM Erin Gallivan and Bill Meub left the meeting and the Board took a 5 minute recess.

 

Action Item:  Approve/Sign Preschool Contracts –Brian Carroll presented the Pre-School Partnership Contract with Caring Community Pre-School for FY’11 and explained it to new Board members.  MOTION:  (Buttrey/Tillinghast) moved/seconded to authorize the Chair to sign the Pre-School Partnership Contract with Caring Community Pre-School for FY’11; unanimous.

 

Approval of Minutes – MOTION:  (Tillinghast/Brown) moved/seconded to approve the minutes of the board meetings on 5/11/10; unanimous.

 

 

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Approval of Orders – MOTION:  (Brown/Buttrey) moved/seconded to approve orders #25, 26 and 27/10; unanimous.

 

Correspondence – Other than the TA request for tuition advances, there was no correspondence.

 

Reports (cont’d) –

              TA – no report as next Trustees’ meeting is next week

­Policy – no report as work not yet completed on updating manual with state grid

            Principal – Keith Thompson informed the board of Paraprofessional Nanette Gordon-Crampon’s resignation at the end of the school year. 

MOTION:  (Tillinghast/Darrah) moved/seconded to accept Nanette Gordon-Cramton’s resignation with regret and to authorize the Principal to advertise an opening for her position; unanimous.  Keith reported that due to the anticipated herbicide treatment of Lake Fairlee, the end of year class trips would be to other venues than Treasure Island.

With input from Robin Brown, he gave a progress update on the Teacher Search Committee with interviews scheduled for this week and next.

­Superintendent – Brian Carroll noted that Mark Lyons would assist with the transition to a new Business Manager.  He then reviewed new legislation awaiting the Governor’s signature and its impact on education spending in VT.  Board members should have received a packet from VSBA with new and proposed changes in legislation. Elise will see if Jim Masland, state representative, can attend the June 8^th Board meeting to discuss the new legislation.

 

Action Item:  Board & Administration suggested edits to First Draft, Annual Board Plan – For time reasons, this item was moved to the agenda for June 8th

 

Action Item:  Update on inquiries to surrounding supervisory unions regarding opportunities for Thetford to join them – Charlie Buttrey continues his research on Thetford joining another SU in anticipation of new legislation that will require larger Supervisory Unions.  Discussion of setting up an exploratory committee with representation from TA to study the issue. 

 

9:15PM Tig Tillinghast rejoined the meeting.

 

Other Business (including Board input on items for the Next Meeting’s Agenda) -

Agenda Items – review of first draft of Annual Board Plan; Q & A with Jim Masland; exploratory committee for researching SU opportunities; TA request for tuition advances.

Recommendations for board members to have Gmail accounts on the school’s new e-mail program with G-mail, and also to have correspondence forward automatically to Elise in order to ensure timely response to community concerns, especially given upcoming summer recess of school board.  Keith will discuss with David Webb how to implement both. 

 

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Other Business (including Board input on items for the Next Meeting’s Agenda) (cont’d) - School funds - Moving petty cash accounts to fund accounts under the aegis of the School Treasurer is recommended for accounting purposes and may require a motion of the board.  MOTION:  (Tillinghast/Swett) moved/seconded to authorize the

creation of separate fund accounts for donations, fundraising, the school library and the school gardens; unanimous.

 

Executive Session - Personnel

             Executive Session – MOTION:  (Brown/Tillinghast) moved/seconded to go into Executive Session at 9:35PM to discuss personnel, the premature dissemination of which would clearly place the Board at a significant disadvantage; unanimous.  Virginia Stone and Tig Tillinghast left the meeting.

Out of Executive Session at 9:45PM.   No action.

 

Anticipated Executive Session - Negotiations

             Executive Session – MOTION:  (Tillinghast/Brown) moved/seconded to go into Executive Session at 9:46PM to discuss negotiations, the premature dissemination of which would clearly place the Board at a significant disadvantage; unanimous.  Keith Thompson left the meeting.

Out of Executive Session at 9:49PM.  No action.

 

Adjourned:  MOTION:  (Buttrey/Darrah) moved/seconded to adjourn at 9:50PM: unanimous.

 

 

                                                                                    Virginia Stone/Robin Brown

 

These minutes are not official until approved by the School Board

THETFORD SCHOOL DISTRICT

Tuesday, May 11, 2010

Thetford Elementary School

 

Elise Tillinghast convened the School Board meeting at 7:07PM in the Art Room.  The following were present:  Robin Brown, Charlie Buttrey, Shannon Darrah, Lisa Swett, Elise Tillinghast, School Board; Keith Thompson, Principal; Virginia Stone, Secretary; Brian Carroll, OESU Interim Superintendent; Alison Ellsworth, Abby Harrington, TES Staff; Rich Cassidy, attorney

 

Agenda Review – Elise Tillinghast distributed a revised agenda without the discussion with OESU Business Manager Mark Lyons.  The discussion is postponed to the meeting on the 25^th.  Added under Reports, an OESU report.

 

Approval of Minutes – MOTION:  (Buttrey/Darrah) moved/seconded to approve the minutes of the Board Meeting on 4/27/10; unanimous.

 

Approval of Orders – MOTION:  (Brown/Tillinghast) moved/seconded to approve order #24/10, month end payments for April, and the payroll for 5/15/10; unanimous.

 

Public Comment – None

 

Correspondence – E-mail from Ann Swanson with requesting information on Thetford Academy enrollment, the number of student’s on IEP’s, the number of students who took NECAP, PSAT and SAT exams in 2009-2010, post graduation plans of TA seniors, and publishing of test scores and post graduation plans in the annual school report.  Shannon and Elise will discuss and follow up with TA as appropriate.

 

Board Interview with Candidate Rich Cassidy for Outside Legal Advisor Role – The Board interviewed Rich Cassidy, Attorney at Law, for the position of outside legal advisor for the School Board.  Mr. Cassidy noted that he is chair of South Burlington’s school board, that he has done labor and employment work, and that he feels that it is a waste of time and money for boards and administrators to end up in litigation when such can be avoided.  In response to questions from Elise Tillinghast, he noted that he had negotiated employment contracts, is willing both to give frank advice as well as to accept a board’s value judgments as long as they are within the law, and that he has had experience with the formation/reorganization of a supervisory union.  He charges $185/hour, and spoke of recent cases that he has handled, relating to student and employee issues.  He represented the Superintendents’ and School Boards’ Associations in their suit against the State for failure to set education tax formulae in the time decreed by law.  He does not see any problem in working with other lawyers employed by the supervisory union.  Discussion of the future of the supervisory union structure in Vermont. 

Elise informed him that the Board will interview a second finalist candidate at the May 25^th meeting, and then will follow up with him. In the meantime, he will provide references to Charlie Buttrey.

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7:35PM Rich Cassidy left the meeting.

 

Reports –

Thetford Academy (including plans for joint TA/School Board meeting) – Shannon Darrah reviewed her written report with the Board: 

1) International Students Recruitment Task Force – “The Task Force has  established a new timeline between now and the June TA meeting to complete  the work necessary to present a complete plan to the (TA) Board at that time.”

2) Head Transition – Martha Rich, under the new structure, will be  responsible “for matters relating to Curriculum Development/TAGS, Faculty and  Staff supervision and evaluation and Student recruitment.  All other duties have  been moved under David McGinn or other members of the (TA) Administrative  Team.”

3) Joint TA and TES meeting:  The meeting is planned for June 22^nd.   Shannon will prepare a draft of an agenda for a two-hour meeting and share it  with the Board and TA.  Possible items for the agenda:  the Transitional  Leadership Structure roles at TA, community service opportunities for TA  students at TES, and the TES Boards’ desired outcomes for supporting and  improving communication between administrators and coordination of the  curriculum between TES and TA.

 

Policy (report on initial meeting with Brian Carroll and Amy Longmoore, OESU) – Shannon Darrah and Lisa Swett met with Brian Carroll at OESU to review Thetford’s Policy Book.  It is now mostly reorganized according to the new state guidelines.  Lisa has provided the Board with an updated index of policies, specifying how recently each policy has been updated, and whether it is out of compliance with state/fed mandates. Review of policies, beginning with those required by law, will begin once the reorganization of the policy book is complete. Policy Review will be a standing item on the Board’s agenda for each meeting.

 

Procurement/Grants (report on initial organizational meeting) – Lisa Swett and Elise Tillinghast will be meeting with Keith Thompson on May 12^th to begin work on finding grants, new money, and researching ideas for procuring materials and services to save money. At this meeting, they will establish a framework for a new “Grants/Procurement Committee,” with an invitation for community members, the select board and TA to participate.

 

OESU (including 4 proposals) – Brian Carroll gave Board members copies of “Superintendent’s Proposals regarding Personnel at OESU” which were developed in in anticipation of the new Superintendent, who starts on  July 1, 2010, and also in regard to vacancies at OESU due to attrition.

 

 

 

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Reports (cont’d)

OESU (cont’d) –

1)  Consolidated Federal Programs/Curriculum Coordinator: OESU needs to take a more active role in leading schools to develop and coordinate their curriculum, instruction and professional development.”  To this end, Brian proposes combining the .35FTE position managing federal grants with the projected Title IIA funds available for next year to fund a .65 Curriculum Coordinator position.  Discussion.

 

2)  Administrative Support for Grants:  Towards “improving grants management for more accountability, transparency, and communication … create a .5 Grants Accountant (who) would manage both CFP (Consolidated Federal  Programs) and IDEA (Special Education).” This position would be contingent on the grant resources.  Discussion. Elise noted that curriculum support has been a key concern for TES over the past few years.

 

8:05PM Alison Ellsworth and Abby Harrington left the meeting.

 

3)  Intensive Needs Coordinator:  This position would be funded from IDEA and ARRA (stimulus funds) and the responsibilities would be “to support special educators and IEP teams to design good instructional systems that represent  quality of instruction and efficiencies.”  Discussion. The board reviewed a chart comparing special needs at each of the OESU schools. Elise, who attended the OESU meeting, noted that approximately ½ of the time of this position would be dedicated to Bradford, and the person would work out of Bradford. 

 

4)  Superintendent/Human Resources Administrative Assistant:  This proposal is to increase to full time the position of the Superintendent’s Secretary with a raise in hourly wage as well, and to hire a .75 receptionist/student services secretary.  Discussion.

 

These proposals will need to be reviewed by the OESU Personnel and Finance

Committees prior to being brought to the OESU Board for a vote on June 7^th.  Elise asked Board members to consider these proposals and advise the OESU representatives at the May 25^th meeting as to whether or not they should vote in favor of them.

 

Brian Carroll also brought a letter of engagement from Fothergill Segale & Valley for an audit of FY’10, or of FY ’10, FY’11 and FY’12.  Mark Lyons recommends the latter to hold the cost constant over the next three audits.  Discussion.  For the May 25^th meeting, the Board requests that Mark Lyons contact other auditing firms for bids, as well as provide examples of other firms’ audits, and ask Fothergill for their best quote. It was noted that the estimated cost for a Fothergill audit is approximately $4,000 more than other possible auditors. There is also, however, the issue of quality and thoroughness. The Board agreed that Fothergill did good work on the most recent audit.

 

 

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Reports (cont’d)

Principal (including community forum, teacher hiring committee) – Keith Thompson spoke about the Puberty Education Program which has been in place for five years, including the information sent home to parents and how it is distributed (by mail), the presentation to the fifth and sixth grade classes, and the offer to parents of having their child opt out of the program.  Discussion. Elise shared comments from Heinz Trebitz regarding concerns about privacy between genders.

Keith requested that the Board approve and increase in milk prices starting in September 2010.  Discussion.   MOTION:  (Tillinghast/Swett) moved/seconded to approve increasing the cost of milk from $0.40 to $0.45 starting in school year 2010-2011; unanimous.

Discussion of the teacher hiring process.  The committee for the hiring of a new first grade teacher consists of Keith Thompson, Robin Brown, JoAnn Kruzshak and Kristen Downey.  The committee will bring at least two candidates to the Board at the June 8tth meeting.

Elise Tillinghast reviewed plans for the Community Forum on May 12^th to start work on the Strategic Plan. 

Website: Elise Tillinghast noted parent concerns regarding the updating of school calendar. There were issues with this year’s calendar being out of date, but these issues have been addressed. She also asked for the TES events calendar to be updated regularly. Keith and board discussed that this might require a limited number of people to have access to the  calendar to make updates instead of just one person.

 

Superintendent– covered under OESU

 

ACTION ITEM: review of first draft Annual Board Work Plan – Elise Tillinghast distributed a draft of the Thetford School Board Work Plan May 2010 - March 2011 for members, Keith and Brian to review and comment on at the May 25^th meeting. After this review, the board will also seek input from TA.

 

Other Business/Input for Next Meeting – Discussion of impact of new legislation relating to make up of supervisory unions/unified school districts.  Charlie Buttrey will continue his inquiries with other supervisory unions and report back at the May 25^th meeting.  He will attend an executive meeting for Orange Windsor tonight to gain more information on possible changes in that SU.  Planned for the May 25^th meeting, the Board will interview a second candidate for an outside legal advisor, meet with Mark Lyons, OESU Business Manager, regarding finances and the FY ’09 audit; review the proposed Board Work Plan, have an update from the Teacher Search Committee, and hear a report on the fall 2009 NECAP results which was postponed from the April 27^th meeting. Elise and Brian will discuss possibilities for scheduling of presentation on special education services at TES/TA from Kathy Callahan, OESU Interim Student Services Coordinator,

 

Break – 9:20PM Virginia Stone left the meeting

 

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Anticipated Executive Session - Negotiations

  Executive Session – MOTION:  (Buttrey/Brown) moved/seconded to go into Executive Session at 9:30PM to discuss negotiations, the premature dissemination of which would clearly place the Board at a significant disadvantage; unanimous.

 

9:45PM Keith Thompson left the meeting.

 

Out of Executive Session at 10:35PM.

 

MOTION:  (Swett/Darrah) moved/seconded to authorize the Chair ratify a teacher contract according to the terms discussed in Executive Session; unanimous (the contract has not been finalized; negotiations pending).

 

Adjourned:  MOTION:  (Brown/Swett) moved/seconded to adjourn at 10:36PM; unanimous.

 

 

Virginia Stone/Robin Brown

 

These minutes are not official until approved by the School Board

 School Board Members 2009-2010

Charlie Buttrey

Elise Tillinghast

Robin Brown

Shannon Darrah

Lisa Swett

Keith Thompson, Principal