Lyme Elementary School
approved w/ changes, 6/22/17
Board Members Present: Elizabeth Glenshaw, Jay Davis, Hayes Greenway, Pinky Tullar, Sam Levey, Alicia Willette, Heidi Lange. Administrators Jeff Valence, Michael Harris, Teresa Thurston; teachers Steve Dayno and Elaine White. Recorded by Roger Lohr
1. Call to Order The meeting was called to order at 7:08 p.m. by Board Chair Elizabeth Glenshaw.
2. Public Hearing
Chair Elizabeth Glenshaw opened the Public Hearing in accordance with NH state law to accept unanticipated revenue funds.
Superintendent Harris reviewed the document that listed the unanticipated revenues including:
Tuition $9,557, Medicaid $3,495, Small Rural School Grants $14,093, Title I Grants $18,954, Title II Grants $7,766, Social Security Enhancement Grant $6,375, Other Local Revenue $6,963. The total of the unanticipated funds was $67,203.
There being no other business or public comments, Chair Elizabeth Glenshaw closed the public hearing at 7:12 PM.
3. Agenda Review
Topics added to the agenda included an update on a tuition student and information about warning committee meetings.
4. Business Requiring Action
A. Minutes Approval
A motion was made and seconded (Levey, Tullar) to approve the minutes from the April 27, 2017 Lyme School Board Meeting, as submitted with changes. The motion was approved 4-0-2 (abstentions Lange, Willette).
A motion was made and seconded (Lange, Willette) to approve the minutes of the April 27, 2017 Lyme School Board Nonpublic Meeting, as submitted. The motion was approved 4-0-2 (abstentions Lange, Willette).
The meeting minutes document for the March 9, 2017 Annual Lyme School District Meeting was under review by the state DRA regarding how Article 3 was handled at the meeting. The meeting is the public’s meeting so the school board does not approve the document.
Board member Jay Davis arrived at the meeting.
B. Signing of LEA Agreement
Steven Dayno distributed and read a document from the Lyme Education Association stating that by signing the new agreement, the LEA is not forfeiting its right to any contractual violations that may result from the administrative changes that may arise. The agreement with the LEA was then circulated and signed among the Lyme School Board members.
5. Communications & Reports
A. Principal’s Report
I. Search to Fill Open Positions
Principal Valence reviewed the search processes underway to fill positions at the Lyme School including the academic director, business manager, two special education teachers, and a teacher for the 5th’6th grade splits. The Search Committee includes Board members from the Personnel Committee and others.
6. Non Public Session
A motion was made and seconded (Levey, Davis) to enter nonpublic session in accordance with RSA 91-A3 II. (a) (b) & (c) for discussion of matters relating to hiring and personnel. The motion was approved 7-0-0. At 7:32 PM the roll call was conducted and the Lyme School Board entered non public session.
A motion was made and seconded (Davis, Willette) to re-enter public session. The motion was approved 7-0-0. The Board reopened the public session of the Lyme School Board meeting at 8:10 PM.
The public session was reconvened. Board member Pinky Tullar left the meeting at 8:15 PM.
7. Communications & Reports Continued
A. Principal’s Report Continued
I. (continued) Academic Director Hire
A motion was made and seconded (Lange, Tullar) to elect Elise Foxhall as Academic Director at the Lyme School for the 2017-18 school year. The motion was approved 6-0-1 (Willette abstained).
II. Warranting the Board’s committee meetings is required and Principal Valence reviewed what must be done including posting a meeting notice at least 24 hours in advance in two locations (school website and other public location) and publishing meeting minutes. A Google drive has been set up and a committee meeting template will be created for the documents. Nonpublic meetings and minutes documents may also be needed in addition to the public committee meetings.
Written committee meeting reports are also needed to save time at the Board meetings. These could be more informative than the official committee meeting minutes but they could be the same document, too. The reports can also use the Google drive that will be set up.
III. Tuition Student
Principal Valence explained about a tuition student from Hanover that wants to attend the Lyme School starting immediately. The annual tuition is $18,869. The Board discussed policies that cover with tuition students and the school district vs. the sending district responsibilities on special education costs. The Board also discussed contracting (amount, payment schedule, and policy references) with tuition students and that the agreement is relevant on an annual basis as long as there is space available at the Lyme School.
A motion was made and seconded (Davis, Levey) to accept the tuition student as described by Principal Valence. The motion was approved 6-0-0.
B. Superintendent’s Report
I. Nomination of Support Staff
A motion was made and seconded (Davis, Willette) to approve the nominated staff listed on the sheet submitted to the Board at the meeting of May 25, 2017 for the 2017-18 school year. The motion was approved 6-0-0.
II. Unanticipated Revenues
A motion was made and seconded (Levey, Greenway) to accept and expend the unanticipated revenues on the document submitted to the Board at the meeting of May 25, 2017 for a total of $67,203. The motion was approved 6-0-0.
III. Financial Report
It was reported that the end of the year Lyme School District surplus is projected at about $19,000. The proposed intention is to withdraw $60,000 from the Special Education Reserve Fund and allocate $10,000 into the Teacher Retirement Reserve Fund and $9,000 into the High School Reserve Fund. These transfers do not require a Board decision until the end of the school year.
IV. Substitute Pay
Superintendent Harris informed the Board about the challenge to find substitute teachers. Rates paid in nearby school districts are higher than Lyme (Mascoma pays $100 per day). The current rate is $75 at Lyme and it was suggested that the rate be increased next year.
8. Business Requiring Discussion
A. Food Service
Principal Valence discussed the food service issues including the nutritional aspect, price of meals, and staff that have been discussed by the Wellness Committee. It was expressed that the goal of budget neutrality on the food service (which has incorporated a wellness cross-discipline curricula aspect) was inappropriate and that a budget number should be developed instead of charging for meals to approach a budgetary break even. The Principal Fund is used to cover meals for some students and if the price increases, it will require more amounts from the fund and may increase the number of families that need this support.
The salad bar price will be increased to match the meal price. There has been an increase in the number of meals sold and there is strong support for the lunch quality. The Board decided that it should revisit the food service meal price next year to see if and how the higher price impacts the number of meals sold. The food service budget was for a $17,000 transfer to cover the net and it is anticipated to be between $20,000-24,000 for the year. It was suggested that if a slightly higher price were set, it might be held for a longer time rather than raising the price multiple times in a short period. There was a Board consensus to raise the meal price to $3.75
A motion was made and seconded (Willette, Greenway) to set the price of lunch meals including the salad bar at $3.75 per meal. The motion was approved 6-0-0.
B. Electronic Food Service Payment Program
The Board discussed the electronic food service program that would allow families to pay for meals on line. The food plan could be paid on line by credit card with a 4.9% fee or by giving/mailing a check to the school without a fee. The school district would pay $950 for the software and a $150 fee per year.
A motion was made and seconded (Willette, Levey) to acquire the software program as described for the Lyme School food service. The motion was approved 6-0-0.
C. Retreat Topics
The Lyme School Board Retreat is scheduled for June 22, 2017 at 4:00 PM – 9:30 PM at Elizabeth Glenshaw’s home. Some topics include a speaker for a 1 hour presentation and workshop covering social problem solving/conflict resolution/communication. Another topic was proposed legislation on the Federal and state level and how it might impact the school district.
9. Other Business
It was decided that the Board would hold a special meeting to approve hires for the open positions at the school as necessary.
10. Non Public Session
A motion was made and seconded (Willette, Davis) to enter nonpublic session in accordance with RSA 91-A3 (II. (a) & (c)) for discussion of matters relating to personnel and/or pupils. The motion was approved 6-0-0. At 9:34 p.m. the roll call was conducted and the Lyme School Board entered non public session.
A motion was made and seconded (Willette, Davis) to re-enter public session. The motion was approved 6-0-0. The Board reopened the public session of the Lyme School Board meeting at 9:57 PM.
11. Adjournment: There was a motion made and seconded (Willettte, Davis) to adjourn the meeting at 9:57 PM. The motion was approved 6-0-0.
Next board meeting is the Retreat scheduled for Thursday, June 22, 2017 at 4:00 PM at Elizabeth Glenshaw’s home.