Lyme Elementary School
approved as is, 11/16/17
Lyme School District
School Board Regular Meeting
Thursday, October 26, 2017
approved w/ changes, 11/16/17
Board Members Present: Jay Davis, Elizabeth Glenshaw, Hayes Greenway, Heidi Lange, Sam Levey, Pinky Tullar, Alicia Willette. Administrators: Jeff Valence, Janet Mitchell; 2 public/staff attendees. Recorded by Roger Lohr
1. Call to Order The meeting was called to order at 7:06 p.m. by Board Chair Elizabeth Glenshaw.
2. Business Requiring Action
a. Minutes Approval
A motion was made and seconded (Davis, Willette) to approve the Lyme School Board regular meeting minutes of the September 28, 2017 as submitted. The motion was approved 7-0-0.
A motion was made and seconded (Davis, Willette) to approve the Lyme School Board nonpublic meeting minutes of the September 28, 2017 as submitted. The motion was approved 7-0-0.
b. Policy GBRIB
Coordinator of Business Services Janet Mitchell reviewed revisions to the Employee Benefits policies to reflect the new contract agreement.
A motion was made and seconded (Levey, Willette) to approve revised Policy GBRIB – Employee Benefit Leave Policy for Year Round Support Staff as presented. The motion was approved 7-0-0.
c. Policy GBRIA
A motion was made and seconded (Levey, Willette) to approve revised Policy GBRIA – Employee Benefit Leave Policy for School Year Support Staff as presented. The motion was approved 7-0-0.
d. Policy GBRIC
The Policy Committee discussed with the rest of the Board the need to clarify the superintendent title such as “district administrator” or “chief administrative officer.” The committee is working on developing job descriptions for this position, the academic director, and the business officer positions. There will be a need to create a policy to incorporate the new administrative position title to be covered in all of the policies that mention superintendent and/or principal.
A motion was made and seconded (Davis, Willette) to approve revised Policy GBRIC – Employee Benefit Leave Policy for Administrative Staff and School Nurse as presented. The motion was approved 7-0-0.
e. Policy GBRID
A motion was made and seconded (Davis, Levey) to approve new Policy GBRID – Employee Benefit Leave Policy for Physical Therapy, Occupational Therapy and Speech Pathology Independent Contractors as presented. The motion was approved 7-0-0
f. Policy DGB – Credit Card Policy
Superintendent Valence explained how the school credit card is used and the need to increase the limit to make on-line purchases for school materials.
A motion was made and seconded (Lange, Willette) to approve Policy DGB – Credit Card Policy for the school district credit card with a maximum limit not to exceed $2,000. The motion was approved 7-0-0
3. Communications and Reports
a. Superintendent’s Report
Coordinator of Business Services Janet Mitchell reviewed highlights of the financial report. The food service is running above projected expense due to the portal purchase but sales are on track for the year. There are unanticipated revenues with increases from Equitable Aid and Small Rural School grants for a total of $36,371. Some of the expense overages include four vocational students, a high school placement, and substitutes. Health services are under budget but speech services and OTPT are over budget. The total expense overage is $102,582 leaving a projected deficit of $66,129, but it is early in the school year. An out-of-district placement was covered from the budget rather than drawing from the trust and new hiring has resulted in savings.
High School Agreements Update
An agreement with Hanover High School regarding students with parents who are split and living in both Hanover and Lyme will save $40,000 in tuition this year. There is a signed agreement with St. Johnsbury Academy. The Thetford Academy (TA) agreement has not yet been finalized due to clarifications on some details of the contract.
b. Committee Reports
The Board was again informed about the need to warn committee meetings and produce meeting minutes that would include a list of meeting attendees and what was covered. Such reports are due within five work days of the meeting. The committee meeting minutes report (synopsis of what was accomplished or decided) would be an addendum to the Board meeting minutes document.
b1. The High School Committee had discussions with Hanover High School, Thetford Academy, and St. Johnsbury Academy. The status of agreements was reviewed in the Superintendent’s Report.
b2. The Academic Committee had updates about the after-school program, the Forest Friday program, new clubs and advisory programs, this year’s musical production, communication between the Board and the staff, and potential class splits. The teachers were invited to have a representative on the Board committees (not Personnel Committee) but will not schedule meetings to avoid teachers’ schedule conflicts.
b3. The Personnel Committee reviewed scenarios for the 0.5 custodian planned work for this year. The administrative structure and job descriptions will be monitored over the course of the year in relation to actual function and responsibilities for the positions versus the details outline in the preliminary job descriptions.
b4. The Policy Committee did not meet,
b5. The Strategic Plan Committee chair is Jen Boylston and has been meeting on Tuesdays in Norwich. They are mapping out the process to collect information. Jim Nourse is also on the committee. Panarama is being considered for a school survey information.
b6. The Wellness Committee met to discuss the food service. Splash guards were installed on the salad bar. An inspection concern regarding student self-service with the salad bar is being figured out.
b7. Jay Davis volunteered to serve on the Evaluation Team as a representative from the Board and he will participate for specific needs but not regularly.
4. Business Requiring Discussion
Superintendent Valence introduced the preliminary Lyme School budget for 2018-19 and stated that there should be a balance between the needs of student education, employees, and taxpayers. Two documents were distributed to the Board. The status of the Trusts was reviewed and enrollment. These projections are unable to incorporate unknown potential move-in and move-out of families in Lyme.
The Board was asked to consider choices regarding for example, splitting classes, withdrawing funds from Trusts, roof projects, and planning for full day kindergarten. The Board discussed controllable vs. uncontrollable expenses. Some of the grade cohorts are nearing the need for a split, but class splits will depend upon incoming/move-out net enrollment in specific grades. Another factor for class splits is the dynamic and special needs of the students in each class. The overview of the 2018-19 proposed budget was presented and the preliminary decisions about these issues were reviewed.
The Board voiced suggestions about budget increases to the 2018-19. The Board would approve financial resources and the staffing would be decided by the school district administration. Adding a full day kindergarten program would require a warrant article for the voters to approve. There may be state funds for full day kindergarten that will be based on a favorable vote on Keno gambling, but that vote would take place in the Town Budget meeting following the School budget meeting.
The high school tuition pressure has been alleviated by nine students leaving the school district last year. Superintendent Valence will look at future scenarios with the high school tuition trust with the nine fewer students.
The superintendent led the board through how Board decisions will impact the 2018-19 budget that is ultimately brought to the voters. Board members will consider some of the large decisions to discuss at upcoming Board meetings. Public forums will be coordinated to get more public feedback on the budget and school district.
5. Non Public Session
A motion was made and seconded (Levey, Davis) to enter nonpublic session in accordance with RSA 91-A3 II. (b and c) for discussion of matters relating to hiring and personnel. The motion was approved 6-0-0. At 9:40 PM the roll call was conducted and the Lyme School Board entered nonpublic session.
The public session was reconvened at 10:07 PM.
A motion was made (Greenway, Levey) to approve the hiring of 0.66 FTE kindergarten aide and 1.0 FTE 1st grade aide. Approved unanimously.
A motion was made (Tullar, Davis) to approve the increase in FTE for Thomas Chapin from 0.25 to 0.27 for middle school chorus instruction and a stipend for the middle school play. Approved unanimously.
A motion was made to approve the nomination of Anthony Maxwell as 0.5 FTE custodian (Tullar, Willette). Approved unanimously.
A motion was made and seconded (Levey, Lange) to adjourn the meeting at 10:10 PM. The motion was approved 7-0-0.