MINUTES OF MEETING
JACKSON SCHOOL BOARD
Jackson Grammar School
December 15, 2008
1. Call to Order:
The Jackson School Board met at 6:00 p.m. Present were Jerry Dougherty, Andrew Kearns, Jon Edgerly, Bob Thompson, Joe Kopitsky, Dr. Carl Nelson, and Gayle Dembowski. Also present was Shawn Bergeron of Bergeron Technical Services. There were two members of staff/public present.
2. Approve Minutes (11/17-08): Motion was made by Mr. Thompson, second by Mr. Kopitsky, to approve the Minutes of the Nov. 17th meeting as circulated. Carried by unanimous vote.
3. Citizen Comments: None.
4. Presentation of School Programs/FYI Items:
A. SAU – Other School Board Reports - Dr. Nelson announced the SAU Board meeting has been rescheduled for Dec. 16th at 5:45 p.m. at KHS Cafeteria. He acknowledged this is a conflict with the JGS Christmas Concert; however, the Board will be represented by Messrs. Dougherty and Kopitsky.
B. FYI – KHS/KMS Athletics Fall Report – Written report provided.
C. FYI – Correspondence from NEASC – KHS Accreditation – Dr. Nelson advised a great accreditation letter has been received, having earned the highest marks possible. Mr. Dougherty expressed that it is nice to see things the administration and staff was commended on, especially as regards student respect and accountability. Dr. Nelson pointed out there were about twelve recommendations and 24 commendations, noting it is usually the other way around. He was pleased with the efforts; it is a plus for the whole valley. It was noted we have the next two years to implement the recommendations.
Construction Project Update: It was agreed to take this report out of order to accommodate Mr. Bergeron. He noted that most important is that the budget has remained unchanged from last month’s meeting – total Change Orders to date results in a minus $3,611; we still have not reached the original contract amount of $799,629, and still have some of the hardware budget and testing budget left.
Dr. Nelson reported the boiler had gone down on Thanksgiving weekend. Seimens said for that boiler to stand alone as the only means of heat in the building is a concern. Mr. Bergeron stated that boiler is 25 to 30 years old and is now the only one in the school; if we lose functionality of it we do not have a heating plant. Dr. Nelson noted it will be a budget concern. It would cost $20,000 to put in a new one beside that, it would be $40,000 if we wanted to have two new boilers. Mr. Bergeron noted the current one is old, but functioning, the burner is relatively easily replaced. Mr. Dougherty pointed out replacing the existing one in an emergency situation if it goes down, will be considerably more costly.
Mr. Bergeron reported L.A. Drew has been paid to date $681,330.65; a temporary certificate of occupancy was issued Dec. 11th. Drew received a punch list on Dec. 8th, some of which has already been addressed. Mr. Dougherty questioned, in terms of cost, the work that needs to be done as regards the old sprinkler system. Mr. Bergeron stated it is complete at no additional cost.
Mr. Kearns questioned water situation out back, noting something temporary needs to be done before we get to a more permanent solution. Mr. Bergeron commended Mr. Bordash for his handling of the situation, noting he is taking care of it for now, but the drainage next door needs to be addressed. The situation will remain throughout the winter.
Mr. Bergeron reported the air exchange is installed, has not as yet been balanced and tested. The punch list includes getting the secondary system up and functioning properly. Mr. Thompson noted we did more roofing than had been planned previously. Mr. Bergeron said the area over the new nurse’s office has been put back on the list, but has not been done yet. Mr. Bergeron noted CO #8 has now been approved and will show up next month ($3,000+).
Mr. Thompson questioned the testing which still needs to be done. Mr. Bergeron said it is the final air quality testing and radon testing. There was question as to whether the furniture would come out of the $60,000 contingency. Mr. Bergeron said recommendation will be to look carefully at the boiler situation before looking at desks. Ms. Dembowski said they are using everything they have in the building first and then will see what they really have to have. Mr. Dougherty noted they left furniture out of the contract with Drew because they were trying to come up with the $60,000 contingency.
Mr. Bergeron stated the original contract was $784,629, hardware allowance brought it to $15,000 additional. There will be about $6,000 remaining in the hardware allowance. Ms. Dembowski said they were talking about having the doors re-keyed and that is still left to do. Dr. Nelson noted that would eat up the hardware money, and they have to question priority. Mr. Bergeron suggested getting a quote to get the keying the way they need it to be, and then make a judgment.
He said regarding the boiler, a budget has been put together to address that. When asked his opinion, Dr. Nelson suggested right now he would put another boiler in for $20,000, right beside the old one. Mr. Bergeron questioned whether if in the proposal for keeping the old boiler they were looking to alternate use, cautioning that the worst thing to do is to let a boiler cool down. Dr. Nelson suggested they would continue to use the old one and then if it goes, use the new one. Mr. Bergeron then left the meeting.
5. Old Business:
A. Listening Post - It was agreed the next Listening Post would be held on January 29th at 6:30 p.m. Mr. Kearns suggested getting the notice of date and time right out and remind people so they can get topic suggestions ready.
B. Recap of November 13th Listening Post and Survey - Ms. Dembowski provided results of surveys sent out (seven were returned), including a list of potential topics. It was noted homework is always a topic, also concern about the playground and play space. She said communication has been of interest and they are working on that within the building. Ms. Dembowski noted there may be some confusion as to what is a Board issue and what is a faculty issue. It was agreed the Newsletter home would include what a Listening Post is designed to do.
C. Board Personnel Committee Report – Mr. Kearns reported on results of Personnel Committee meeting, noting the Jackson School Board recognizes the fantastic job that all staff of the Jackson Grammar School does in educating our children.
Proposal - Contracted Personnel: (1) Increase starting salary schedule. Would not affect any current staff. (2) Add longevity increase/bonus. (3) Increase performance pay by Social Security/COL increase. (4) 9% salary increase over 3 years, 3% each year. Mr. Kearns explained this would still not quite put JGS at parity with Bartlett, but would move us in the right direction.
Mr. Thompson questioned contracted personnel being on par with Bartlett and Conway. Dr. Nelson said the longevity increase is out of Conway’s contract, increase in performance pay is competitive with Conway. Proposed increase in salary would run out over a 3 year period, would be more on par with Conway, slightly under Bartlett. Conway is presently performance oriented, Bartlett is step schedule, Jackson is performance based. Mr. Kopitsky suggested at some point Jackson may want to consider going on step basis. Mr. Kearns said the staff likes the performance based pay – everyone was satisfied with the way it is at present.
Proposal – Non-Contracted Personnel: (1) Sick day accumulations increased to 100 (up from 30). (2) Add longevity – after 5 years $250, after 10 years $500. (3) Starting salary range increase 6% over 3 years, 2% each year. Mr. Kearns explained this would make Jackson more competitive in the future. (4) 6% salary increase over 3 years, 2% each year. (5) Paid holidays increase from 6 to 9 – the addition of the Friday after Thanksgiving, New Year’s Day and Presidents’ Day.
Mr. Kearns reported the total impact on the budget for this year would be an additional $20,000 for the first year. There was some discussion as to how this should be presented on the warrant. Mr. Kearns pointed out that at last year’s meeting there was sentiment of wanting to do more for the teachers. He acknowledged this is a tighter budget year; however, they are a high performing staff and we want to keep them. Mr. Thompson asked for some sense from the Personnel Committee of what their recommendation would be as to how to present it. Dr. Nelson suggested after finishing with the budget the Board let him know whether they want the proposal included in the budget and he will figure it in.
6. Instructional Issues: None.
7. Consider Personnel Actions: None.
8. Business Affairs:
A. FYI – 2008-09 Budget Status Report
B. Consider Approval of Resolution to Enter Primex Health 2% Extra Discount Program - Dr. Nelson noted the guaranteed maximum rate is 9.8%, by approving this it would reduce it to 7.8% for the 2009-10 school year and includes wellness programs, which would be beneficial. Motion was made by Mr. Edgerly, seconded by Mr. Kopitsky and carried by unanimous vote, to approve resolution to enter Primex Health 2% extra discount program.
C. Review First Draft of 2009-10 Proposed Budget – Dr. Nelson reported the bottom line is they will realize a 13.7% increase. About $130,000 of the $260,000 comes from Principal & Interest on the bond – first year is $131,158.
Summary of increases and decreases: health insurance includes full custodial salary, including the Whitney Center; includes health insurance increase as well. Performance Pay - $29,000, includes some increases (does not include the $20,000 proposed by the Personnel Committee). Retirement is subject to State requirements, along with FICA. Tuition line increased for Middle School (there was one more student this year than last) - $14,990. High School tuition increased slightly. High School share of bond and maintenance trust payment went down.
Dr. Nelson noted Special Education increased – there is a potential of having one out-of-district placement - if it is not needed by the March meeting, the budget can be reduced. Contracted Services-Speech - $13,000 is IEP driven (former Principal performed this function and it is now a contracted service).
Cleaning Service is reduced because of a new custodian. Barn abatement is less $30,000; Utilities - telephone, electric and fuel amount to about $10,000 for the Whitney Center.
Decreases: Consultant is no longer needed so it is not in the budget. Under the 1400 section line, need to add Whitney agreement states they will provide the School District with $8400 for maintenance. A line needs to be added for programs - $500 for Whitney co-curricular programs.
Estimated Revenues: Dr. Nelson explained “best case scenario” with State aid, and “worst case” with reduced State aid. Building aid will come in at 92% of what it should, Catastrophic Aid is coming in at about 86% - this year they do not have enough to fund that.
Tax Impact – best case (budget only) 5.34% increase, worst case could be 10% increase in budget – adding proposal by the Personnel Committee, it would come up to about 11.25%.
Proposed School Lunch Program - $9,433.
Dr. Nelson asked for direction. Mr. Kearns advised including proposal for personnel. The Board agreed, and also agreed to include $500 for the Whitney Center line.
Mr. Kopitsky questioned tax rate increase per thousand dollars in value, and Dr. Nelson said the added piece would be an additional $.06. Mr. Dougherty wished to discuss further the full time custodian for both buildings. Mr. Edgerly questioned whether we have a proposal on what a cleaning service would come out to. Dr. Nelson stated no, also there would be the question of who will come in and open and close. He offered to get an estimate for cleaning contract based on square footage. Mr. Dougherty noted also there is health care cost for a full time employee.
Ms. Bennett questioned, regarding the custodian, what hourly rate it is based on and the question of a job description, suggesting maybe starting at the lower end on hours. She noted in Bartlett it is a 260 day position – if comparing to a cleaning service we need to know what the figure would be. Dr. Nelson said he will get a breakdown of the rate based on 260 days for the January meeting (260 days because it would be open a lot in the summer).
Mr. Kearns questioned finances for the boiler. Dr. Nelson said he would recommend using the maintenance trust fund or the contingency – there is $56,000 left in the maintenance trust fund. Mr. Edgerly questioned whether it will be most cost effective to do two boilers or replace the original one later? Dr. Nelson said one new one is $20,000, $40,000 would be the cost to put two new ones in. Mr. Edgerly questioned whether we would gain efficiency by putting in two new boilers. Mr. Dougherty said he feels we would need more professional recommendations as to which plan to choose, but there is the question of where do we take the money from. Dr. Nelson said we need to find out from the construction meeting on Tues. what the wish list will be. Mr. Kearns
noted there is also the issue of the blacktop/playground. Mr. Dougherty said before the next meeting he will get a complete list and prioritize that - he will get that together for the Tues. meeting.
Review of Proposed Warrant Articles –
Article 1 – Budget
Article 2 - $84,000 to purchase one 66 passenger bus with $40,000 coming from the Capital Reserve Fund established for this purpose The balance of $44,000 to come from general taxation.
Article 3 - $15,000 to be added to Capital Reserve Fund (School Buses) offset, in part, by National Forest Reserve Funds. Dr. Nelson noted there will be about $40,000 remaining.
Article 4 - $15,000 to be added to the Expendable Trust Fund (Tuition Trust Fund).
Article 5 – Approval of 3-year tuition contract with Bartlett School District for Jackson 7th and 8th grade students to attend JBES.
Article 6 – Authorization for placement of numerical tallies on the votes of the recommendations that accompany warrant articles. Dr. Nelson noted in the past we have included the Board’s numerical tallies. In order to continue to do that, the School District must pass a resolution allowing it.
Dr. Nelson noted the District will likely have to liquidate the tuition trust fund – they had three new students in the District. A hearing will have to be held to explain why we are taking it out. He explained another option is to put in an extra student, if we do not spend it, that money could be used to offset taxes next year. If it is put in a trust fund we can keep it and build on it. The trust can also be capped if they so choose. Choices: either try “ghost” or reserve – he recommends reserve.
There was question of mileage on current buses. Spare bus has 117,000 miles, one bus has 85,000, and one has 34,000. Mr. Dougherty said he has been asked about whether we should be considering purchasing a smaller bus. Mr. Kearns said he had been a proponent of this, but noted eventually that small bus would become a spare bus, and if you then needed a big bus it would be an issue.
Mr. Thompson said that has always been a response out of the SAU Office. He noted in August when fuel prices were high we had a discussion about forming a committee for needs assessment. He feels he does not have enough information to know what makes sense, but would like to see as an action step on our agenda a transportation committee which would include the drivers, an administrator, and a Board member, to discuss what our needs are.
Mr. Kearns questioned how often we use a full bus. Dr. Nelson offered to get head counts. It was noted also it depends on what season it is – for instance, during ski season we might need more space. Ms. Bennett said Bartlett runs are full, but with Bartlett students. She said she is in favor of efficiency and running a full bus, but would like to know how many are Jackson students. Mr. Kearns stated discussion needs to include Bartlett. Mr. Thompson agreed, questioning how much of the Bartlett run we can continue to service. It was felt that also the type of vehicles needs to be considered. Mr. Thompson offered to serve on a transportation committee. It was decided the committee should be made up of Bus Coordinator Carol Bennett, at least
one bus driver, Jim Hill, a School Board member, a non-parent community member (getting out the word that a volunteer is being sought). Mr. Kearns will research costs for the 15-passenger bus through the academy.
9. Administrators’ Reports:
A. Superintendent –
B. Principal –
1. Ms. Dembowski announced Jackson Grammar School has been awarded a $4200 Walker Grant for an organic garden project and supplies.
Ms. Dembowski noted that Kristen Groves and Margo Robert did a craft fair project with Kindergarten and 1st grade, and 4th grade “buddies” who made bookmarks and sold them, realizing a profit of an estimated $170.
10. Citizens Comments: None.
11. Board Member Issues – Board Discussion:
A. Set Date for Next Meeting – Tuesday, January 20, 2009 at 6:00 p.m.
B. Whitney Center Steering Committee – Ms. Bennett noted the agreement with the Whitney Foundation speaks to the fact that there is an Oversight Committee consisting of three non-school related members and a Selectperson. She said we need to think about how to view the function of that committee. The School Board has sign-off, so we will need to have a protocol set up, should start talking to folks to see who would serve on the committee, and get a notice out to encourage people to serve. Mr. Kearns volunteered to represent the Board unless summertime becomes an issue as he is not always available at that time of year.
Mr. Thompson questioned whose responsibility it is to determine the role of that committee. Ms. Bennett said it is in the agreement – to assure that its use is consistent with the language in the agreement – policies, fee schedules, operational issues. Mr. Kearns suggested we may want to put forth the committee at the annual meeting. Dr. Nelson suggested ads for it include a cut off date for when names must be submitted. Mr. Dougherty said the Selectmen would do that. Mr. Thompson expressed that the committee should be diverse and representative of a cross sections of the town – as many different concerns as we can get on that committee.
Board Member Issues: (1) Mr. Thompson suggested having a dedication/ceremony recognizing Steering Committee members as well as members of this community who contributed a lot of work, time, and effort in making this addition/renovation come to fruition.
(2) Mr. Thompson noted that there has been talk about civility and respect at meetings and this needs to be stressed from time to time. He questioned whether it should be mentioned at the beginning of each meeting, noting some people may not want to attend a School Board meeting because it may not be as respectful as we would like it to be - we need to maintain an atmosphere that is conducive to meetings run by Robert Rules of Order. Mr. Dougherty suggested he might state some of these things more clearly at the beginning of the meetings. Mr. Thompson suggested adding a comment to the front of the agenda.
(3) Mr. Thompson requested that the Board be provided with a report on how the staff half-day retreat with the consultant went, or a summary of what took place, topics and goals, results, and what next steps would come from that.
(4) Jackson E-News – Mr. Thompson noted about 2-1/2 years ago he had asked that meeting Minutes be posted on Jackson E-News. He said it is difficult to get done on a continuing basis and questioned what the system we currently have in place is and why it is not working. Mr. Edgerly requested that the Minutes be posted as “unofficial until they are voted on at the meeting.” Mr. Kearns offered to see that the Minutes get posted on E-News.
Action Steps:
(1) Transportation Committee
(2) Break out custodian costs
(3) Tuition Trust Fund
(4) Tone of meetings
(5) Target date for Whitney Committee to be in place
(6) Set date for dedication.
Mr. Kearns said there had been discussion about recognizing the staff in the newspaper for all they have had to put up with and for having done an amazing job. Mr. Dougherty will write something for the Newsletter.
12. Signing of Manifest: All documents were duly signed.
13. Non Public Session: None.
14. Adjourn: The meeting was adjourned at 7:55 p.m.
Respectfully submitted,
Gail T. Currier
Recording Secretary
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