June 7, 2006 Minutes of Regular Meeting

Chesterfield School Board

Chesterfield School, 5:30 PM

Present: Barbara Girs, Vice Chair

Kristin McKeon, Board Member

Judy Idelkope, Board Member

Greg Blair, Board Member

Ege Cordell, Board Member

Wayne Woolridge, Assistant Superintendent

Timothy Ruehr, Business Manager

Sharyn D'Eon, Assistant Principal

Susan DeLuca, Recording Secretary

Also present for a portion of the meeting:

Ruth Van Houten

Patty Harris

Michael Robarge

Traci Fairbanks

Bob Brockman

Lisa Prince

Elsa Borerro

1. Call to Order

Ms. Girs called the meeting to order at 5:30 PM

2. Public Input I

3. Approval of Minutes

April 18, 2006 (S)

Ms. McKeon made a motion to accept the minutes of April 18, 2006 (S) as presented. Ms. Cordell seconded. The vote was 4-0. The motion passed.

May 3, 2006 ( R)

Ms. Idelkope made a motion to accept the minutes with the following changes: Page 4, first paragraph, fourth sentence and the word Foundation change the word about to supports. Under section 9 – New Business (c ) Approve School Board Meeting Schedule 2006-2007 add the following wording: changing to the second Monday of the month. (e) first sentence changes the word two to one. Second sentence change the word two to one. Page 5, 11 - Public Input I - at the end of the first sentence add for lunch program. Ms. McKeon seconded the motion. The vote was 4-0 and the motion passed.

May 3, 2006 ( R) - Non-Public Session

Ms. McKeon made a motion to accept the minutes of the May 3, 2006 Non Public Session as presented. Ms. Cordell seconded the motion. The vote was 4-0 in favor. The motion passed.

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May 23, 2006 (S)

Ms. McKeon made a motion to accept the minutes as presented. Ms. Idelkope seconded the motion. The vote was 4-0 with Mr. Blair abstaining. The motion passed.

4. Bills and Manifests

Ms. Girs presented check #1001977 in the amount of $117.00 and checks #1001894-#1001897 in the amount of $4,926.31 and checks #1001898-#1001976 in the amount of $1,109,532.84. Ms. Girs questioned the processing fee of $75 on the G.E. Capital check. We pay enough for the copier, one would think that they wouldn't be charging a processing fee. Ms. Cordell made a motion to accept the manifests. Mr. Blair seconded the motion. The vote was 5-0 and the motion passed.

5. PUBLIC HEARING - SURPLUS

Mr. Ruehr indicated that the estimated surplus would be $278,379. Ms. Idelkope asked about fixing the issue with the temporary classrooms.

Ms. D'Eon indicated that what needs to be done to bring them up to code would be too costly.

Discussion ensued around the food service program's deficit and the need for a portion of the surplus to possibly go towards a computerized system for the food service department and a Crescor unit to keep food warm.

Mr. Brockman asked where would the money actually go? Mr. Ruehr responded that for the computer system the cost would be $5,000 or less and the Crescor unit would cost approximately $2,000. If there were any money not used, it would go back to taxes.

Ms. Van Houten asked what the bottom line in the capital reserve account would be. Mr. Ruehr indicated that with the expenditures still to come out of this account, net new balance would be $75,000.

Ms. Prince commented that after spending the money for the food service deficit and the other food service expenses, the rest of any surplus should go back to reduce taxes.

Ms. Girs closed the public hearing at 6:55 p.m.

Ms. Idelkope made a motion to expend $9,000 to purchase for the food service program a Crescor or comparable unit and a computer system. Ms. Cordell seconded the motion. The vote was 5-0 and the motion passed.

Ms. Idelkope made a motion to allow up to $20,000 to be transferred for the food service deficit as needed. Ms. McKeon seconded. The vote was 5-0 and the motion passed.

6. Financial Report

Mr. Ruehr presented the financial report of the district as of June 7, 2006. The total revenues available are up from last month and are at $203,635. The expenses are up from last month but due to savings in regular instruction, special high school instruction,

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guidance services and school board services, the net available at this time is up and is at $278,379.

Cat Aid

Mr. Ruehr handed out a memo from the Bureau of Education pertaining to Catastrophic Aid. This document states how a student's expenses can qualify the school district for aid based on the total cost of the educational program and meets certain criteria. The student's cost must exceed 3.5 times the estimated state average tuition. The document goes on to instruct how to apply for this aid. There is a formula used to figure the actual amount the school district should receive. This formula is used on a per student cost and each student must reach and/or exceed the cap in order to qualify.

Food Service Budget

Mr. Ruehr summarized the school lunch financial projections for 2005-2006. Based on the estimated final year-end position of revenues and expenses, the lunch program is projecting an approximate loss of $15,748.79 for the fiscal year ending June 30, 2006. The lunch fund began the fiscal year with a zero balance, therefore, the net fund balance after the close of the books this year would be approximately ($15,750), before any General Fund contribution. $5,000 is budgeted in the General Fund in order to subsidize the lunch program. The amount was adopted by the Chesterfield Budget Committee in 1994 and was based on need, historically, to fund losses in the Lunch Fund from General Fund Surpluses (when available). Last fiscal year the General Fund Surplus was used to balance the Lunch Fund transferring a total of $8,523.52, approximately $3,500 from surplus and $5,000 within the budget. It is my recommendation that the Board adopt a similar strategy and transfer the amount necessary, likely to be an additional $11,000, to balance the Lunch Fund. The lunch program has been experiencing steady cost increases but revenues have out paced the usual increases. The budget shows a larger than normal deficit which is due to a $10,000 charge to the fund in order to abide by the retirement provisions of the current collective bargaining agreement. The agreement calls for a one-time payment of nearly $10,000 to be made to the retiring Food Service Manager. Without this payment, the program would show a loss of under $6,000. The food service program has received a lot of attention over the past two years in an effort to increase the participation of the program. Although there has been little change in the participation numbers we have seen a slight improvement in the projected year-end margin due to the efforts of the School Board, the School Lunch Committee, and to a greater extent the Food Service Employees.

The overall participation of the program as compared to other schools in SAU #29 indicates the program is underutilized. The program should strive to improve quality, perceived or actual, in order to increase the participation of the program. Recommendation is that the District invests in a computerized management system as outlined in years past.

Although prices are currently in line with other programs, Chesterfield would be wise to lead the area in price increases in order to help minimize

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the effects of rising costs. The hiring of a new manager would be a good time to make a price change, so that we may evaluate the new employees progress over the first few years while holding prices constant during his or hers first couple of years. The recommended pricing for the 2006-2007 school year is grade K-4 $1.90, grades 5-8 $2.15, Adults $3.50, Breakfast $1.25 and Milk $.50.

Ms. McKeon made a motion to change the recommended pricing to $2.00 for Grades K-4, and $2.25 for Grades 5-8. Mr. Blair seconded the motion.

Discuss followed. Ms. Idelkope questioned how can we measure the success with a new person and a raise in prices? Ms. Cordell commented that the price increase last year was okay. It is still a great deal.

The Board voted 4-1 and Ms. Idelkope voted in the negative. Ms. McKeon suggested that Mr. Ruehr ask Ms. Wells in September to give the Board a heads up if prices are increasing.

Employee Benefits Policy for Speech/Psychologists #5007

The following changes to be made on page 3, last paragraph, second sentence: change the word System to District. Fifth sentence put a period after the word termination, strike the word except and start a new sentence with the word In, after the word hardship put a comma, strike in which case. After the word repay in the sixth sentence, continue with the amount of the fellowship grant within a five (5) year period, through signing a promissory note indicating the amounts, method and schedule of payment.

Ms. McKeon made a motion to accept the final reading of policy #5007 as amended. Ms. Idelkope seconded the motion. The vote was 5-0 and the motion passes.

Appoint District Auditor

Mr. Ruehr presented an audit proposal financial comparison between Plodzik and Sanderson and Vachon, Clukay & Co., expressing opinion that both companies have been used by the Keene District and they each are qualified to do the job. Although Clukay is cheaper, Plodzik has more experience.

Ms. Idelkope made a motion to hire Plodzik and Sanderson for three years with the understanding that Mr. Ruehr will try and negotiate the cost prior to hiring the firm. Ms. McKeon seconded the motion. The board voted 5-0 and the motion passes.

7. Public Input II

Mr. Brockman asked how much of the food service sales of $4,300 are from breakfast?

Ms. Van Houten commented that the Advertisements for job openings look very fancy. Is more money being spent? Mr. Woolridge responded that yes, the budget was increased for advertising and we do spend more.

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In regards to emergency management, the night custodian needs to know how to start the generator. Also, the High School sends their mailings out as 4th class mail. Mr. Woolridge responded that the situation is being looked into.

8. Reports

a. Attendance

Mr. Woolridge reported that there were nine students out for five or more days; eight due to illness and one 11th grader expelled for the remainder of the year.

b. Principal/Assistant Principal

Ms. D'Eon reported that this is her last Assistant Principal's Report as on July 1 she will assume the role of principal. The math committee has had several presentations and has selected a series to be adopted K-8.

Members of this committee have also done a site visit to the school in Amherst. After observing, the biggest difference between our school and theirs was the use of the same program throughout the school. As observed by the three-committee members who already use Harcourt, Amherst admits it is impossible to cover everything in one year. The strict use of the time line, the skipping of units and allowing those skills to be taught the following year was felt by the entire team to be a major difference.

Ms. D'Eon reported that Chesterfield has made AYP for the 2005-2006 school year.

Interviews are scheduled for all our open positions. The goal is to select finalists before the end of school, hoping to have all staff openings filled before July 4th.

During the last week in June, Ms. D’Eon will be attending an NWEA conference in Portland, Oregon to learn about MAPS testing.

c. Superintendent/Assistant Superintendent/Special Education

Mr. Woolridge reported that he has reviewed AYP results with the principals, and helped facilitate the AYP appeal for Franklin School.

Another district meeting was to be held in Marlborough, reviewed legal issues related to the reconvening of the district meeting.

Keene High School has proposed several curriculum projects for the summer of 2006, which have been approved. The SAU 29 summer curriculum work is also being planned.

d. School Board Members

Ms. McKeon attended the Education sub-committee and the Communications committee meeting. There was talk about the Web site - is it SAU or Keene? Mr. Woolridge responded that it is a SAU web site with links to each individual district. Anyone who wants to have input on the web site should contact Erik Murphy or go to blogs and

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comment. http/sau29.org/blog.com

Information was presented about Riders Readers K-4; a core reading program, and the Virtual High School in Hinsdale.

Ms. Girs - None

Ms. Idelkope - Policy committee had its first non meeting. We covered a lot of ground. The district is far behind, there are 13 policies over ten years old. There will be another meeting again Friday. Also, the SAU 29 Relocation Committee will resume.

Ms. Cordell - attended the Safety Committee. Two members attended. The group will look into having the Friends or Boy Scouts to help maintain the playground. There will be two fire drills and an Intruder Alert before school is out. For the summer the group will meet with town representatives to get the overall picture. The group will be setting up nine different safety issues for school newsletter.

e. S.A.U. 29 Committees

None

9. Old Business

None

10. New Business

a. Spanish Program Presentation

Ms. Borerro had a power point presentation on the Spanish program, highlighting the current program at Chesterfield School. In the first year of the program, the students are taught to listen and communicate, prepare for the high school Spanish curriculum, and their reading and writing skills. She indicated that the program would do much better if the time students had instruction was increased.

Ms. Idelkope asked what are the school resources used to enhance the program? Ms. Borerro stated that in this area we are have very limited resources.

b. Scholarship Fund

The student selected for the high school scholarship was drawn from a hat with names of those that qualified. Ms. Prince picked the name from the hat and it was given to the scholarship committee chair.

c. Appoint the School District's Attorney, Physician and Attendance Officer

Mr. Hatfield is retiring. Another qualified person to replace Mr. Hatfield was discussed. Mr. Hoppock, a Keene attorney was mentioned. It was decided to postpone the decision until the July meeting.

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School District Physician. It was recommended to elect Dr. Idelkope as the physician for Chesterfield. Ms. McKeon made a motion to appoint Dr. Idelkope as School District Physician. Mr. Blair seconded the motion. The vote was 4-0 with (1) abstention by Ms. Idelkope due to a conflict of interest.

Attendance Officer. It was recommended that Mr. Fairbanks be appointed the attendance officer for Chesterfield. Ms. Cordell made a motion to appoint Mr. Fairbanks the Attendance Officer. Ms. Idelkope seconded the motion. The vote was 5-0 and the motion passed.

d. Assign Board Member/s to sign July and August Manifests

Ms. Girs and Mr. Blair will review the summer manifests.

e. Daily Physical Activity Policy, Review

Discussion ensued. Ms. McKeon suggested that this item be put on the July agenda for further discussion.

f. Wellness Policy, Review

This policy was tabled and is to be put on the July agenda for further discussion.

g. Other

Last year's eighth grade class money in the amount of $148. Ms. McKeon made a motion to put the money back where it belongs in this year's eighth grade account from surplus. Ms. Girs seconded the motion. The vote was 2-1 with Ms. Idelkope voting against, and Ms. Cordell and Mr. Blair abstaining. The motion passed. Ms. Cordell suggested that a teacher advocate should check each expense with the student representative and the class advisor.

11. Future Agenda/s

Summer - Grade Eight Field Trip policy #2032, Review

Summer - Field Trip Policy #2035, 1st Reading

July - Appoint School District Attorney

Daily Physical Activity Policy, 1st Reading

Wellness Policy, Review

Data Collection

Date for School Board Retreat

School Board Association Membership

12. Public Input III

Ms. Prince commented that there should be a resource officer at Keene High School, and is asking the Board to sponsor it.

Ms. Van Houten asked how is a 4 -hour bullying workshop that teachers are attending going to be implemented and how will we know it is working?

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13. Non-Public Session - R.S.A. 91-A:3

Motion made by Ms. Cordell that the Board move to non-public session at 10:05 pm under the provisions of R.S.A. 91-A:3 to discuss student personnel. The motion was seconded by Ms. McKeon and a unanimous vote was taken. Accompanying the Board were Ms. D'Eon and Mr. Woolridge.

Ms. McKeon made a motion to return to open session at 10:15 pm, the motion was seconded by Ms. Idelkope a vote of 5-0 in favor was taken.

Motion made by Ms. Cordell that the Board move to non-public session at 10:15 pm under the provisions of R.S.A. 91-A:3 to discuss staff personnel. The motion was seconded by Ms. McKeon and a unanimous vote was taken. Accompanying the Board were Ms. D'Eon and Mr. Woolridge.

Ms. McKeon made a motion to return to open session at 10:30 pm, the motion was seconded by Ms. Idelkope a vote of 5-0 in favor was taken.

14. Adjournment

Ms. Girs made a motion to adjourn the meeting at 10:30 pm A unanimous vote was taken. All were in favor. Motion passed.

Respectfully Submitted,

Susan L. DeLuca

Recording Secretary