001Miss Joan, do we have a quorum? >> Yes, ma'am. Is Jay here? >> So, guess what, Miss Joan? I'm going to start us up. So, it's my um honor and privilege to uh call tonight's meeting to order at 602 and this is a committee of a whole meeting and it's uh September 21st. And our first um order of business is the acceptance of last week's um minutes, which is the committee of the whole meeting on September 14th. I've got Liz for a first. Can I have a second, please? >> For a second. And um any discussion on the minutes, Lee? Uh Liz? >> Yeah. Um, I just wanted to uh ask if we needed to um in our our membership, it says members present, but it doesn't say any members absent. And I not sure
002what the status is of our um of our ninth member. So, uh >> Oh, that's true. >> You know, she's not mentioned there. and that if she is still a member of this board just in abstencia we need to indicate that. So, um I I don't know how to answer that question in terms of whether we should just be listing. We do for our regular board meeting minutes is that um who's present and who's not present, >> right? >> Or is in our regular um never thought about it in terms of the committee the whole the status is and I have been active on this um not not every moment active but active on this is um she um Gretchen is the person that we're talking about. Gretchen has resigned in public. She resigned into
003the um as in the paper um but she has not sent an official notice um to the uh town clerk which is what she's been um told to do. So um that has happened >> so it's not an official um but um she has basically in public stated that she is um that she has resigned from the board. >> Is it a question? Is it to town council or is it to the town clerk? >> To the town clerk. >> Yeah, town clerk. Okay. >> So, it goes to the town clerk and then it goes to the chair of the of the board. >> Okay. >> So, I have not received that. So, that's sort of where that is. Um but trust me, it's not because I have not tried to work on that. Of
004course, I just wanted to make sure that our um meeting minutes reflected what they're supposed to and um >> that's wanted to point that out. >> So, I mean, do we do people do we want Joan to start putting members on and um and not present on both the >> He usually does. I think >> on the regular on the regular board on the regular minutes. Yes, that is true. But oftentimes not on the U minutes for the >> I don't know. >> Right. So Joan, would you be willing to kind of throw on who is at least who is not here maybe who's absent because then it's just um whatever. That would be great if you could do that. Joan, any other question or discussion about the minutes? >> So is she officially still
005a member until she takes care of notifying the town clerk? I've asked for legal um comment on that. >> Andrea, >> yes. I think we should do the the the CO minutes the way we've always done them. I don't think we should alter what we've what we've been what is >> okay. >> I agree. >> And I will put her back as an absentee board member at >> I don't know what we've done. I don't I didn't recognize that's why I brought it up. >> You know what? >> Joan and I will check and if we do this if we've done it in the past on CO meetings, we'll we'll repeat that practice. >> Okay. Thank you. >> But Joan, you and I will talk tomorrow. >> Yes, sir. >> Great. >> Hi, Rita. >>
006Hi. >> Any other discussion on the minutes? Hearing none. All those in favor of the uh minutes uh approval of the meeting minutes for se September 14th, 2020, please say I. >> I >> oppose. Abstain. It looks like it's passed. Thank you. The next um agenda item is the update of the hybrid and distant learning program technology and then live streaming procedures. And Susan, thank you for sending the your uh your shop. that document. That's the word. That's the word I wanted was document. >> So, um, if I could have permission to, um, just share the screen so I can tell everybody where this is located. >> Got the thumbs up from Mark. >> Yes. >> Oh, good. Thank you, Mark. So, I know this is in little print, but I'm um this is actually
007a document that I really took our um very comprehensive plan and I took theou that we worked on with the GA and I've sent it out to Beth and to the administrators to take a look at just trying to bullet point so that teachers and parents would understand what are the highlights of this hybrid learning. learning plan. So it starts with an introduction to our return and then it goes into what are the graten learning management systems that we're using. Um what are some of the expectations for hybrid learning meeting in small cohorts face-toface part of the time, remote part of the time and then for those students who are totally remote. Um and then um what can students um and families um opt for? And so we we've talked about that and certainly the
008flexibility if parents should want to come back to a hybrid. For instance, we've had several who started out remote but have asked to come back hybrid. So they need to just talk to their principal about that and we need to work out the transportation piece and we'll get them back in the seat. Ultimately ultimately we really want all of our kids back. We'd love to have them 100% face tof face, but we're going to do this very carefully and keep health and safety in mind as always. So, there is this live streaming on Zoom and teachers um will even record these. Um they also have pre-recorded mini lessons. I think in graten one of the things we are just really careful about while we know that kids who are in front of us will get
009that full day remote learners we need to make sure that they have a half day of work and meeting with teachers and office hours at least a half day could be more um and we don't want it totally asynchronous and we don't want it totally synchronized so in other words we don't want little children in front of a screen for seven hours in a that would just be horrible. >> And even even grown children, you know, we don't want them listening to an hour of lecture one after the other. So, we're really trying to balance this and we've worked very closely with the GA and the AGSA to make this very doable for our students, our teachers, and their families. So, I really just highlighted those things like even attendance. It'll be monitored through the
010student participation, their work completion, and these established checkpoints that teachers will have, whether it's a home room period, whether it's a check-in on their LMS, which is their learning management system, or maybe it could be a question of the day. So, um, we really believe in this flexibility. the state has really um said that districts have the right to make you know to make their um attendance requirements and we do have to report it to the state. So um you know there are accountabilities still in place I think more so than when we were totally remote learning. So I kind of wanted to give you that overview. We also think it's really important that communication between our families and their support of the students is a key ingredient to success in schooling whether you're fullon
011in with your teacher whether you're fa face-toface partially in a hybrid model or whether you're remote learning. So we really do appreciate our families for all their support. Um and then I had some communication tips and um just kind of a a wrapup and the um reference to the adapt advance and achieve addendum which we used in setting this. So I really wanted to condense it. I felt like it was so cumbersome and there were certainly lots of people who read through it and we still have it on our website, but we're going to also put this on the website to just give um clear guidance and um so I'm going to stop sharing here. >> Thank you for that, Susan. That's great. >> Well, I thought it was important. I was hearing from everybody
012and I thought, how can I make this a simpler read and clarify this? And certainly Beth has been right by my side and the administrators have been right by you know it's not something that I made up. I really used the documents that we had to try to really clarify this. So um the other things I did talk to Dennis about the technology devices. He'll be meeting with principles um using the Destiny data that um showed us what we checked out to students, what we might have checked back and checked out again. So, he's got a lot of good data to share to make sure that we get to a place within the next couple weeks. Our kindergarten tab chrome tablets are coming in. So, that's really an area that we're most concerned with. Um,
013and you know, we've had to recycle for um the high school. We did receive those um wonderful Dell laptops that are being put in some of our um labs that really require whether it's manufacturing pipeline, whether it's some of the project lead the way courses and kids will be able to check out one of those and turn in their Chromebook. So, we're trying to give the right devices for the kids. And then all freshmen will get um a laptop that was designated to have one-on-one from the state of Connecticut. And when they get receive their one-on-one device, which is coming up in the next week or so, they will return their Chromebook and those Chromebooks will be reallocated. The real quest, I think, in our district is through all of this initiative and the 4,000
014more Chromebooks and tabs, tablets that we're receiving is that we'll really have onetoone middle school and high school. And for our elementaryaries, especially our youngest elementary children, they'll have a Chromebook at home and they'll have a tablet in school so that they don't have to be bringing it back and forth. So, that's kind of the goal and we're working on that. Dennis will meet with the principles tomorrow to kind of go through the data and um verify that. And then there's the live streaming procedures. You know, it's a it's a big learning curve. We're all learning to do this. There's a lot of equipment and technology needed. So, we do have document cameras throughout the district, but we needed more. So, um, Dennis responded right away and ordered 200 more document cameras, which are really
015kind of an essential ingredient to live streaming and and really getting training on the new um, Prometheian boards in front. I think teachers have discovered really interesting ways to be able to use the technology, but we're continuously trying to lay out more professional development, especially on those Wednesdays. um give teachers the support they need for the new equipment and this new way of doing thing. So I would just say be patient. We're on it. We're I feel like we've grown by leaps and bounds, but our motto has always been start slow and grow. And I think that that message needs to really go out to the community that we are definitely trying to engage kids more. Um and teachers are meeting with them during morning meeting, read alouds, during mini lessons. Um they have office
016hours where they can respond to students and families. And that Wednesday was really a good day um where I was hearing good feedback from teachers that I just loved having my whole class together. It was just a great opportunity to be able to communicate either in small groups or whole classroom to be able to answer questions from parents and students and then to also plan and be prepared for the next week coming up. So, we thank the board for supporting us with this hybrid model. Um, know that we're listening. We know it's not all, you know, sugar and spice. We know that there are things that need to be worked on and questions that come up. So, we have an ear to the ground listening to families and to teachers and with best support. She
017certainly um gives me a heads up when we need to kind of calm the tide and you know bring everybody together because we know the social emotional learning even the state says so is so critical for everyone. So um so that's kind of my update. Um, and I'm really happy that, you know, we've gotten some resources from the state to provide some awesome software and, um, you know, capabilities for teachers to do this great work. >> Liz, >> um, Susan, just a quick, um, question. Have all the computers, all the Chromebooks and tablets, have they arrived yet or are they still on order? No, there's about 4,000 from the state of Connecticut that will be coming within the next couple weeks. We have those Chrome tablets for our youngest little learners um coming within the
018next couple weeks. So, we've had to really kind of make do with what we've had and we've also used the resources, the um laptops. This was Dennis's idea, you know, when we were brainstorming to get the freshmen the laptops from Dell um which was the onetoone initiative and they'll be able to recycle back the Chromebooks. >> Okay. I just um I've been asked when are they coming and I keep >> I know it's it's a big concern. They were ordered way back in May >> and it's just everybody wants the same thing at the same time. >> I hear you. though I just want to make sure I'm giving out the right information that they're still in process and to be patient >> on this side. >> So that's you know just wanted to clarify.
019>> Okay, no problem. >> Um Susan, can you refresh my memory and tell me how much student teacher contact there is on Wednesdays? What is a day like? So the state really expects students whether they're remote or in class to at least have a half day's work. That's how they describe it. So a half day's work means that it's a combination of mini lessons and student teacher contact, but it's also um a portion of that has to be the independent work. Could also be collaborative work with other students. So, we're looking at the three to four hour mark as measured of the assignments that we're giving out and um and really expecting more like mini lessons, 15 minutes for each course or 15 minutes for a morning meeting um so that they're not sitting on
020a computer the whole day or even a half day. They have to have also off you go readers, writers, and mathematicians to do some of the work themselves. So I would say Wednesdays there are a couple hours of bringing the whole class together and having office hours for the teacher, communicating. Teachers are really able to to set those up between 9 and three and the rest of the time they're able to do um collaborative planning, individual planning um and you know meetings if they're meetings that they want to set up with each other to do some of that great work. So, uh, when do parents get to ask questions of the teacher? Is that on Wednesdays? You know, if they have a specific question or if they have a concern about their child. >> So,
021we have several new tools, Rita, that I'm really excited about. We have the Remind app, but it's still where it's a work in progress getting it out to all teachers, but they can send um text messages, which we've learned teach that parents really appreciate. they can go back and forth in their communication. So that could be really at any times. Teachers are expected during the school day to be able to answer them. Um but that communication is there. Then there's also the um learning management system that they can communicate off of and there's email. So those are the three major ways that parents and teachers can communicate back and forth. >> Thank you. Susan, when are we going to have like a sense about like how is it going? Like are we are we sending
022out a survey to teachers and administration and whatever. And not that I want to bog people back down again, but it would be interesting to kind of think out loud about yeah, this is, you know, this is not an easy thing, but it's it's working or it's, you know, >> so we've actually talked about that, Kim. We do have um Mike had really suggested that we continue with our focus groups and and tap into those focus groups, but the principles also said they would like to be able to um have a survey that we go out to teachers to collect more data and to parents. So, that's something um we'll be talking about. Um I don't know that it's on our agenda for tomorrow's principal meeting, but Mike and I can make sure that we
023we address that because I agree that's something that needs to happen. Actually, it is. >> Oh, good. >> A couple of things. Uh the I way back when I I always envisioned the parent focus groups going at least through the fall so that we could get that feedback. The second thing that we've done is I've I've uh we had a a group about a 30 person teacher group last year called our teacher leader fellowship program and I have invited them to uh come in remotely and on on a regular basis and that will be their leadership tour this year to give us some feedback. The surveys are are definitely a part of it. And uh on on Friday, Susan and I actually are going to have our first we've been in instead of doing regular
024walkthroughs, we're actually asking for invitations. So, uh fifth grade class at Charles Barnum has invited us in to see how uh how a live lesson is done. I I'll tell you the thing that surprises me the most is that it is very difficult to do a a a live streamed lesson and engage the children in front of you and and a lot of people are saying the children in front of them are the ones that are more disengaged. So somehow somehow we have to balance that that totally threw me at first but I get it. It's uh Seth Seth Danner was telling me he did a faculty meeting last week where he he asked the one representative from each uh team to come into his meeting and the rest of the teachers were in the
025in their rooms via uh you know via video conference and he said it was extremely difficult to do this but he wanted to show he wanted actually he wanted to experience it and he wanted to show the teachers that he certainly understands the challenges of doing live stream and in-person engagement is really hard. The word that I hear around the district as I visit classes and and kids uh I talked to the talked to the kids in the classes uh is everyone's experimenting. Somebody somebody had their their document camera oriented the wrong way. So the teacher was upside down and it was quite disorienting to the children to have a teacher teaching standing on his head. Um, so those are in a sort of silly, but that's part of the practical how do we do
026all this stuff. So >> I think it goes back to balancing. You know, it's really critical. And I know we've had principles say to the teachers, you know, you've got those kids in front of you. They're kind of in your bubble. You know, that's kind of a focus. So we really have to be patient with this whole process. >> Patient, but you know, working conscientiously on it. So I I think absolutely every meeting will I I I I suspect we'll be bringing this back to you. >> I appreciate that. I really appreciate that. And you know, Beth, please make sure that your um your group know that the board just really knows that this is untenable. You guys >> and you guys are doing it and you're doing and I know that you're doing it
027well um under those circumstances. So I just really, you know, the board just really appreciates that along with partners. Um, >> please know that we're still meeting with the GA and the AGSA on a really regular basis and and their constituents talk to them very openly. So, they give us that feedback and we listen to that and and Lori Le Pine is often involved, too. So, we we really want to be very responsive. >> Thank you. >> Sounds like great fire for publishing down the road. Yeah. Yeah, you're right. >> Yes. Write a book. Yeah. Oh, the book that you could write. Zooming kindergarteners. Oh, >> there's a multi-million dollar maker. There you go. Your retirement year. >> Oh, yeah. >> Because my book I'll do a chapter in your book. It will be the
028zooming techniques of being a a being a private therapist. Oh, that could be really a good chapter. >> Doing and doing teleaotherapy with a four-year-old >> who invites mom who's taking a shower. Do I say anymore? >> Oh, great. >> So, moving on. Um, >> stories. >> Write them down, folks. >> So, um, so Dr. So, the update on fall sports. Now, I just got off the phone with someone who stated that WFSB announced that in Brford, Connecticut, there were 11 kids in the high school that or North Brford that tested positive and they were field hockey. >> Yeah. Well, I I'll give you the update and we'll continue to monitor. The update is uh today was the first day of full team activities. That is say that we we've stopped the the uh the
029practice of of cohorting uh 10 10 students to a group uh just uh for uh for physical fitness or or skill development. So now today full teams came together. So that's all our our low our our lowrisk sports like cross country, our medium risk sports like field hockey and and soccer. And the big update from last week thankfully is uh the CIA and the Department of Public Health agreed that field hockey uh not field hockey, excuse me, volleyball if the students wear masks, uh that was taken from a relatively high risk activity because it's indoors to medium risk. So they they can play it. So the the our our our volleyball team is is in fact playing but but playing with masks uh and very limited I still don't think we have the rules quite
030yet. Very very limited uh spectators. Uh football as you probably know has been uh cancelled. The CIA is not going to sponsor it. the the department of public health did not feel that there was any way it could possibly be played right now. Uh even with masks and all the sorts of they they they tried a few things. So what what is happening right now is the CIA is considering a spring season u sometime before baseball. Uh but you know, of course, we don't know what the the virus uh infection rate is going to be then. Um there is some talk I I I spoke to our athletic director and our football coach and there is some talk about uh it wouldn't be CIA sanctioned but it could be a a a league playing of
031uh uh like a flag football se seven on seven flag football which they consider to be medium risk and and kind of like a powerlifting contest for linemen. Uh, I don't know. That's being planned. It's being talked about. Uh, there will be no contest, by the way, in any sports until the first week of October. So, they're they're really trying to go relatively slowly. So, this business of the team, I didn't know that, but you know, that's a that's a situation where that uh that cohort, it would sound like to me that team would be shut down and um they would they would have to self- quarantine for 14 days. Um the the Ledgeite officials, I I keep raving about them because we're literally on the phone with them every day. um they have been
032extremely supportive and if if we had something like that we would presumably we would uh shut down I'd want to talk to Steve Mansfield and we'd shut down a team for 14 days and uh and then potentially come back you know once 14 days is over unless you know obviously unless the the students are sick or or if if we think the risk I'd certainly want to come back to the board if we thought the risk of continuing athletic ICS it's not in my mind I've read too much about pe young people getting COVID and having lasting impact. Um so I I think we would want to come back I would I would want to talk to Ledge Light and and then come back to the board with a recommendation. >> Sorry I didn't mean
033to say that. I just it was like right off I guess it was on on Channel 3 News. Um, >> yeah. >> I think it's a I think it's a question of when. >> Rita, >> no. I just wanted to know um besides that one case at the high school, has there been any other cases in school? >> No. that that I I I sent out a message to an automated phone call to the whole district uh pledging that whenever there's a case even if there's not really a case what what I said to the to the people at at the high school was that the u the person had not been in school for for more than eight days. Uh so of course the code word there is that person uh in all likelihood
034was was were not infected but anytime there's a case I will immediately notify the the the staff and students of the school and then wedge light will immediately begin the contact tracing. >> Um Lee and then Liz. Yeah, I just wanted to say that um the WNBA were supposed to they're in the semifinals and one they were supposed to play last yesterday afternoon and one of the Seattle I think it was the Seattle >> um Washington whatever anyway tested co positive and they actually didn't have the game. >> Yeah. Um, and that's that's two teams that, you know, I don't know what's going to happen, but anyway, everybody is being very very careful. >> Yeah. Yeah. I I can tell you and and Susan and I and Beth knows we've been in schools um kids
035are wearing masks, teachers are wearing masks, they're following the rules of walking down the hallway and it's kind of it's kind of remarkable to be truthful at the high school to passing time is relatively silent and kids are walking in the right direction and going up the right staircase and down the right staircase and all that all that sort of stuff. There's a high level of cooperation. Pe people want to make this hybrid work. You know, that's kind of our commitment. Oh, Doug, I see Doug is here. So, he he he knows it's actually going in terms of health and safety. It's going well. >> Liz, >> um Mike, you sent out you said that you you contacted the um parents, the students, and the staff. Um, I received an email like at 2:30. >>
036Were the Was that the same time that you sent out the information or was it earlier? And >> I just wanted to ask is if is it I mean I personally would like a ROOC call. I'd like to if if you're doing a ROOC call for the staff and for the teachers and for the families, I'd like one, too. Because if you're doing that, let's say at 10:00 in the morning and I don't find out about 2:30, I've already had six people ringing my phone and I see kind of it seems kind of silly going, I didn't hear that. Let me get back to you. >> Let me let me talk to uh let me talk to Joyce tomorrow. When when it was happening, uh there were a number of moving pieces in the central
037office. And to tell you the truth, I don't know if it went out by a robo. Uh, but I I would I I would agree with you. U we should we should probably send I know we sent it emergency, which means you get a text and you get a a email and I'll I'll talk to >> I didn't get any text. I just got >> No, we never received that. >> No, no, no. I just sent an email to you. >> Right. >> Okay. But I just really would appreciate, you know, as early as possible notification. >> Yeah. No, I I I agree. >> Thank you. >> I'll talk to Joyce. >> Thanks. >> Any other questions about fall athletics? >> All right, we're going to move on to discussion of the three elementary schools.
038Well, this is a this is a a a kind of a a somewhat uh confusing topic because Sam and I started this developing a a dialogue for for tonight about a CIP project. Then I realized like we we we have a few CIPs which we'll share with with you uh ne next meeting. But, uh, I said, "Well, we probably won't have any CIPs for the three schools that are going to close." Then I said, "Wait a minute. The board is is probably going to keep one of those buildings, perhaps more than one." Uh, so then I realized, probably we ought to start a dialogue tonight about we've got these three schools that in on June 30th will be closed. Claude Chester, SP Butler, and and Mary Morrison. And from my perspective, and I think from
039Sam, and Sam could can weigh in, there's there's there's value in in in keeping Mary Morrison as as a as a possible kind of overflow uh school. U but also we need a a school, as you may remember, uh for the robotics team. And we had a we had a discussion at one point about keeping a school that perhaps would become not only the robotics team's place but a a kind of a graten tech center. Um and so when I was talking to Sam, I thought, well, maybe the board needs to uh I don't know, Kim, I don't think we do it at a meeting like this. Perhaps there perhaps there needs to be a a bit of an ad hoc group or or something that would look at what does the board want to
040do and maybe it's a finance and facilities thing. Jay, we take it under our umbrella for the 5th of October uh to make a recommendation. Um you know we we we know that we know that there are there are uh there are values to all three of those schools. Uh, and but I'm sure that the the So, let me let me go down the list just quickly. Uh, SB Butler needs a roof. So, if the board Beth is holding her umbrella as we speak, uh, so if the board wants to keep SP Butler, the town would have to invest about 750,000. Is that ballpark, Sam? more or less >> uh more uh a little bit more probably in the million-dollar range. Yes. >> Okay. So, so the the town would have to invest a million
041dollars to to keep a Butler, but but of course the the the building is in a nice location and has certain attractive features, but it's it's certainly the oldest of the three. And then Quad Chester has the advantage of being right in the middle of town. And if they're right in the middle of Pquinic Bridge and uh if there was a a a need to expand like an early childhood center or a tech tech center, it certainly would be a a pretty nice place. And I don't think there's huge, if I'm right, Sam, I don't think there's huge CIP, like there's no roof or anything that we would have to do. Is that >> the cafeteria had to be >> we have the we have the beams in the cafeteria that would have to be
042looked at by a structural engineer before we continued there. I think >> it's the floor of the gym, right? >> Floor of the gym cafeteria. Yes. and and and then Mary Morrison uh is a is an interesting uh facility. Uh it I don't know is it fair to say it's in the best shape of the three. Sam, >> I think that's fair. it and it's in the middle of a pretty large housing area and and if we you know I I I don't think Susan and I will we'll do a little enrollment report next week. We we don't we don't see that we have insufficient space. In fact, when we when we fully enroll both of the two new elementary schools in the fall, um there will be there will be plenty of plenty couple
043hundred. Anyway, I don't want to exaggerate. U but you know, we're not we're certainly not going to be bursting at the seams. So, um I think well clearly robotics needs to go someplace. So, we don't want to we don't want to give all three buildings back. So, I I don't know. I mean, does it make sense to I just made that up to refer it to facilities? Yeah, I I unless there's someone outside of the finance and facilities committee that really wants to be part of that discussion, but I guess they could always attend the meeting. Um, but Jay, do you Jay, how do you feel comfortable kind of having that underneath your purview and and kind of leading a discussion about what to do about those three to come come back to a committee
044the whole with information? Yeah, I mean we can certainly do more factf finding on it. Um I I was a little confused about I know we just got had work done at Claude Chester um by an engineer and so I was under the impression that was good for their 10 years. So there's definitely things that we need to look into further. >> All right, great. So let's do that and Sam and I will do a work up and we'll bring it to the committee. J on the >> I'm als I'm also wondering if at some point too that the curriculum committee is probably going to have to um chomp on an early childhood or a a tech center or what have you if that's something that we're going to kind of recommend in the future.
045So I mean I think that possibly that needs to be considered. Um, I mean, I guess facilities needs to kind of take a look at it first just to make sure that it it's advantageous for us to keep one or two buildings, but then if we keep one or two buildings besides housing robotics, that's a lot of space to for one program, like what else what else would we do with that? So, >> well, remember we lost the A-frame, so we we're losing the A-frame. So, we we need we need more storage space anyway. So, in June in in June of 21, uh we will lose access to Pleasant Valley School and to the A-frame. Okay, >> I have a quick um I thought the portables that were at um the middle schools were moved
046to the administration building to use for storage. >> Yes, but that's not nearly as big as the A-frame. A-frame is like 10,000 square feet if I'm not mistaken. >> Yes, thank you. They're they're coming. Uh they have the platforms. They are built and the children love to play on those platforms. They're going to be heartbroken. >> Had this big nice platform of concrete the kids play ride their bikes on. >> Any other questions about that? So it's going to go. So Jay, um I'm looking forward to kind of hearing continuous reports on that from the financing uh facilities. Um but without further ado, I actually Jay, this kind of goes back right into your um ballet wave. Did you discuss any of these um items in the finance and facilities? >> Uh yes. Well, um
047Ken gave us a report on the um the COVID related uh expenses so far along with um uh I know this is what you've all really wanted to hear is we we need to start thinking about the budget timeline already. So, um, they've already laid out a, um, preliminary timeline for that because we don't have anything else to do right now. >> I actually rather bored. >> Ken, did you want to share that? Did you want to share that, Ken? Or >> or we could just talk about it. >> Uh, which one would you like me to share? The >> the budget timeline. >> I will share that right now. Mike, we also met today, Lori and Ken and I, to also look at a um a a brief analysis of the COVID related expenses.
048So, he's got because we might make some changes. Um we can't change the buckets right now, but we might be making some changes. So, we'll start with the budget, but then I think >> okay, >> we should share the other document, too. >> Okay. Thank you. >> Uh so, here's our uh here's our budget uh timeline for for this year. So, uh this is two weeks from today. Uh we'll we'll kick this off um and um uh start to get all the information out um to the principles uh so they can get the information back to us and we're where we we should be on track to throughout the month of December to uh to review u uh at central office. We'll review it with the uh finance and facilities committee um at the meeting
049in December and then uh beginning of January um we will present it to the board and then we have I think I counted six uh budget work sessions throughout January and February and uh February 22nd the board will adopt uh uh the budget for the year and it goes from there. So the so the shocking thing that Ken pointed out to me was we have to eliminate the budget for three elementary schools and build a budget for two larger elementary schools. And uh so we we of course started that work, but it's it was it was a that that's why we're going to do the enrollment report next uh next week. Um, it was I mean I we we knew it was coming, but all of a sudden it's here. So, we have to >>
050uh I know Susan's working with the naming committee and we got the themes going and we got the neighborhood. Uh I I can brief the board on that uh next week. Um but these two new elementary schools are going to have a budget and we're going to do a projected per pupil allocation. So, it's it's going to be a little at the elementary well, actually at at the middle school, there already is only one budget uh for the thousand children who go to that school, but next week you'll see a budget um or next month anyway. Uh you'll you'll see a budget for five elementary schools, not the the current six that we have. So, that was a that was an eye openener. Well, and Lori and the registar um have already kind of gotten
051ahead of the game by starting to take a look at that. So, I think we're in good hands if we put all hands on deck. >> So, why don't you share what what you did today, Ken? >> Sure. Uh the COVID relief funds. Uh so we have available to us two uh two sets of funds uh to pay for COVID related expenses. Uh the first one here the corona relief fund the CRF fund uh this is a state fund uh and it was uh allocated to us uh by the state into these buckets. If you notice uh here it says uh academic. So this is personnel uh academic um related expenses 893,759. Uh we anticip we anticipate uh using these funds for um uh subs uh uh that are going to be uh in the
052building um while others while the teachers are remote. uh long-term subs that will replace the the teacher uh that is out. Um we anticipate having maybe some additional building subs uh an additional ATL teacher uh additional PE teacher uh we've done already done a lot of uh curriculum uh development um and uh it's a lot of substitute personnel that that's what the majority of the this this amount is going to be used for. Um then there was an amount that they allocated to us for student supports. Uh and we anticipate uh using that to pay for uh a social worker uh and some uh uh pay towards some community coordinators. Uh they gave us $11,000 to put towards uh additional cleaning uh personnel. Uh so we'll we do have additional building custodians. So we'll we'll
053definitely definitely use that. Uh and then 50,000 for transportation uh which is going to be used for additional bus aids or or any OT for addition uh current bus aids uh if if if they need to uh uh do anything additional uh around um around COVID. Uh and then they also gave us $175,000 right here uh for non-personnel related supports. So these are are our our goods. Uh so like the death shields that we bought, the additional PPE that we bought, we bought some clear masks, we bought some shields. Uh and then we also got some additional uh custodial supplies, gloves and soap and and these types of things. Uh and so that will be uh used to pay for that. And so the total CRF fund uh that we're getting is 1,227291. Uh that
054application just opened. Um it'll be available tomorrow. Uh so we haven't put it in yet, but we we will get right on it. U one thing to note on this fund, uh all expenses must be expended by December 30th of 20. So um this is a hurry up and spend it um uh type of thing. >> And the interesting thing is they said that the monies can be allocated from March of 2020 to December of 2020. end of December, but we've already closed our NGR budget, so we're really looking at from July 1 through. And while they have given us these allocations, I think after you were at a webinar, um, Ken, you got the information that if we do make adjust if we need to make adjustments later on that that might be possible,
055right? >> That's right. Yeah. Initially, the application needs to be in these buckets as they were allocated. Uh but uh if we find that um uh we need more in other areas, more in cleaning uh or or more in student supports, uh they we will have an opportunity to reallocate. Uh I don't know exactly how much yet. They haven't given us that information, but uh they said we'll have an opportunity for that um uh later um like in the uh uh October time timeline. >> Great. And then in addition to that, we have the CARES Act. Uh that's $664,000. Uh I think we've talked about the CARES Act before. Uh we anticipate um uh using uh this to fund some of the food service um expenses that uh were incurred. Uh more building custodians because
056we only got 11,000 uh in the CRF. Uh an additional social worker um for the schools that don't currently have one. Uh we we put together uh some school supplies to send home with the students. Uh so that was a there was an expense there. Uh the uh cal some calculators for the high school students. Uh the document cameras that Susan talked about earlier as well as some of all the softwares that we've uh um that we've also had to uh put in place. And then uh more additional uh uh substitute staff if if we need that. uh the car's act uh in contrast to the CRF we can we can spend this through um through June of 21. So uh this one's a little bit more um flexible. Uh this is actually a federal
057uh uh fund and um it's a little more flexible and there's no buckets uh per se, you know, that we had to uh do in like we had to do in the CRF fund. Uh so that one's a little bit more flexible and and so uh we will uh we'll kind of fill that in where the other one doesn't uh doesn't help us. Uh so the total total relief that uh looks like we're going to get is about $1.8 million. >> Thank God. >> Yeah. >> Thank you. >> Can Can you stop sharing so we can >> Certainly. >> Thank you. >> Yeah. I have a question. >> Yeah, I'll do um Liz and then Rita. >> Liz, we can't hear you. You're muted. Sorry about that. Ken, have we seen a decline in the
058purchasing of breakfastes and lunches at the schools? I know that uh New London is experiencing some decline, quite a substantial decline and it's impacting their budget. So I was wondering if we've experienced that as well. >> I am not aware of uh of that. Um I know at the the present time the lunches are uh are um there's no charge. Um >> Oh, >> is that is that true Dr. Gary? >> Yeah. Yeah. That's all free to everybody and school system. >> Breakfast and lunch. Right. >> That's right. >> The breakfast as well. Yeah. >> And even for the ones that are um at full distance. >> That's right. And we distribute those on Sam on Wednesdays. >> Yes. On Wednesdays. >> Okay. >> So, yeah, >> I guess I'm off. Thank you. >> You're
059welcome. A >> um my question was how much are we paying our substitutes a day and is it difficult to find substitutes? >> I think the answer is $95. >> It's uh Yep. And um it is a we have been we've been hiring in many cases we've been hiring building substitutes >> so that we we lock them in for the whole year. >> Yes. >> But I I I you know there's not a lot of subs available. I believe that for sure is true. I I haven't heard that we've met maybe Susan knows. I don't know that we've met an actual area where we could not hire a sub, but clearly there's there's not a ton of subs around. >> I think the idea behind having the building sub was just as Mike said to
060have them as a staff member and they do get paid more per day. I don't think it's much more than $10 more a day, but um so I know that the principles have been connecting with HR department to you know get more names of people and even to look at possibly teachers who didn't get jobs from last year. Some of ours have come back that way to be permanent building subs. So >> um I I was just I had a couple of questions. One is that I know a lot of districts have raised their rates for subs. I believe up to $140. Um, so I just was wondering if we needed to go back to finance and discuss that at all, if we were having a problem. And I remember when we when the board
061voted to have one building sub in each building and um two at the high school and two at the middle school. I was shocked the other day when you shared that we had three in our schools. I mean before it came up for a board vote. So when all of a sudden you said we have, you know, we have all these substitutes, was it six in the middle school and six in the high school? >> So since I've been here, um we've actually had two in the elementary and it might be just four at the middle school and high school, but don't mark my words. And then through this Corona virus act, we've been able to add the additional sub at the elementary and maybe two at the middle school and high school. The the
062point being that we've needed them, Rita, because we have teachers because of health issues who can zoom in, but you still need a sub in the room with the kids. So, because of that, and it the numbers are much less than what we originally thought. So this was a better way to secure that that person would be there every day. >> So that's >> it's not an issue. It's just that it's to me it's just I just don't feel the board is that informed of when there are changes like that. And you know it would be nice to know yeah we're hiring one more permanent sub. You know even if it's in the board notes um I I would just like to be informed. >> Okay. um when there are changes, you know, those are
063substantial changes to have permanent subs in your buildings because I thought the permanent subs I know that they they they get paid whether they're in a substitute position or not and I wasn't sure that I'm almost positive you told me three in each of the elementary schools and six in the middle and six in the >> We've had two for many years but this year the Corona virus act we were able add another additional building sub at the elementaryaries. >> Yeah, it would be nice to know also with these permanent subs, how many other subs do we also still need to hire a day? I mean, we're not doing all the initiatives we did before, but aren't we still hiring a lot of other daily substitutes for teachers who are out? Um, I can get
064that report from Lori, but I don't think we've had a we've had to do a lot of that at least so far. But I can have the details. Yeah. >> Yeah. Usually we get that when only when it's negotiations. So I was just curious. >> We could we could look into that. That's a good question. >> Thank you. I my question was around does any of this the funds that um the buckets that Ken shared with us um are they um what what's being allocated for like special ed services because I can't I just can't imagine that we are using the same um style with with our students as as we are now um during COVID and sort of like what what's going on with that? >> We are we are using the money across
065the board but of course we hired two social workers but the special education services we we have supported them I know with software because I I know we have some hearing impaired folks. We have some uh social emotional I mean uh speech pathology lessons but by by and large the services are are continuing either remotely or through hybrid and we and we provide we provide uh either full-time subs we we've hired for example I think we have about 17 people who are not coming in at least for the foreseeable future. me many of whom uh involved with uh child birth. Um so we hired substitutes for them. So there there are undoubtedly some special ed folks there, but we're not making a special distinction. We're just providing support across the board, Kim. >> Okay. And
066for the students that um have some of the most significant challenges in some of those self-contained classrooms, they are coming in four days a week. So um you know through a process that was defined in the special education and through the state department, they were able to get um those students in for four days instead of the kids who really struggled with the remote. So we're happy about that. That that's a good point with that's probably the biggest thing, Kim. Those children are coming in four days a week. So they're getting more intensive services than right than the others. >> Okay. >> And then there's >> so so alliance. >> Yeah, I was going to say so then there's this not not so great story. We we were we were told a year ago that
067uh the if you remember the the uh representative Kley and Dela Cruz were able to allocate $300,000 for this year for FY21 to help us uh for some of our alliance programs. So we put a budget together and we hired a social worker for example. and and the other day uh la last week uh we got a phone call from the chief finance officer and and the chief academic officer and they they explained to us that their explanation was be because the session ended somewhat prematurely and perhaps a bit uh in an unplanned way the money actually never got transferred. So there is no 300,000. So uh so I I immediately contacted Representative Connley and she uh she immediately wrote to the U. Secretary Macau of the Office of Policy Management, O OPM that is
068a budget arm and we we heard Ken heard today from Kathy Dempsey who's the chief financial officer that she contacted OPM and they are quote working on it. Chris Connelly said we will get the money. That's that's that's for sure. Uh the problem is it's it's already part of our budget of course and uh so $300,000 they but the the the state department of education folks they they they weren't panicstricken. They they just told us it's not there and and we need to work to get it. So, I I think we'll be okay. And we'll we'll hopefully we'll have a report for you next week that says the $300,000 has has been uh it it used to be charter money that they were going to transfer to us because the charter school closed. That transfer
069never technically took place, but the charter school is closed. So, the money is somewhere. Uh so, they just have to I think it's literally an accounting question of transferring it to Graten, but we'll let you know next week. What else? What else is new? >> We get good at this every day. >> Yeah. >> Any other questions about COVID funding or finances? I have a I have a rather silly question. Does the town charter require us to go to the town council and RTM about the COVID funding? uh >> does, doesn't it? >> Does it? It It was It's not exactly I I guess the competitive grant. >> It wasn't a grant. It was a legislative allocation to our ECS funds. >> Kind of like the alliance money was. >> Yeah. Exactly. We didn't go
070for the If you remember, we got $600,000 of alliance money. Uh it's the same same thing. It it's we could I think we already notified them of that, >> right? >> We could notify them that we lost it. >> Watch them panic after >> the newspaper article, too. >> Let this play out and then I I'll I'll notify the town manager. >> Okay. I just don't want this to kind of come back and sneak up and and have people go use anything. I mean, I see it as as special circumstances in terms of the fact that we're trying to meet the needs educationally of our of our children and our families and our staff because of the pandemic. But um but anyways, all right. Anything else on the finances? All right. Our favorite part, referral
071of review of the referral list and also future topics. Are Jay's um two referrals on here from last week? >> They didn't make it, did they? >> No. Miss Joan, would you be make sure that it gets back onto that referral list? Jay's stuff. I I think the snow thing was >> there. One of them is on there >> because the other one about the snow residence, >> but I thought the snow was going to be handled in a different way. >> You are very correct. >> Could you remind me about the snow? >> Yes, I will. Oh, you mean what it's about? >> Yes. >> So, we Yeah, Jay, >> we were just wondering if now that we have this um distance learning set up, if we have a snow day that doesn't result
072in massive utility outages, whether you could just declare a distance day instead of a snow day. I >> I got the answer today and I'll put it in board notes. The answer is no. It it it came uh straight from the the uh state department of education. Uh they uh they and and they supported it with a statutory requirement. I'll give you I'll give you the whole spiel, but unfortunately when these rules were written, of course, I think they have to change the rule. And so I I called a friend of mine in the commissioner's office and he said they're they're quote working on it. It would require a change of the law, Jay. >> Right now, the official answer is if there's an emergency u like a snow type thing, you have to make
073up the day. >> But that was written at a time when we we certainly wouldn't be able to shift. So they said what the state board of ed said was it would be unfair to the kids who don't have the ability to shift to distance learning. Well, all of our kids have the ability to shift to distance learning. So that that that that uh that reason really is not relevant any longer, but I literally got it today and I'll put it in board notes. >> Thank you. >> But know that these things could change. What we know today could change for tomorrow. >> That's for sure. any other >> Yeah. >> Um I want to clarify something about the future topic that's listed under my name. Um, it was I was just putting out a
074question about um if teachers wanted to opt to teach remotely because they have a child at home sick or they, you know, they have to take a day, would that be an option that they would be able to have? Um, and then how would that be handled if they chose it? That's I'm not saying this would be I just wanted something. This was mentioned to me by a teacher a few years ago and I just thought now is the time if we have the opportunity to because well everybody has the opportunity to do remote. Could this be something we would be looking into with the GA and get their input on this as well? That's what I meant by mine. Are you saying I mean we have a process for people to put in for
075remote teaching? I I certainly wouldn't want to do it on a daily basis if that's what you're suggesting. >> Yeah, that's what I was suggesting. >> I mean if that's not I think that would be massive massively chaotic but >> Yeah. >> Okay. I mean we do have a process you know if someone if someone has a like a a fem you know 10 10 12 week need to to to do that and we we we've actually accommodated several people. >> Oh okay. This was like I said brought to my as a recommendation from a a teacher friend who said I wish I could do this you know I have to be home but if it's not feasible then it's not feasible. Yeah. Well, and I certainly wouldn't want to put the expectation on a
076teacher with a sick child that they had to teach. >> Yeah, that's true. >> Very true. But I thought it was important to bring up. >> Yeah. No, it's a fair question. >> Jay, I noticed that one of them we have a report from your favorite um town committee, your field um your field uh committee. There's a number R uh R20201 review of the fields in the district. Um I'm assuming that that's part of the work of the town of the town committee that you're you're in. Um, and I was actually wondering if if it would make sense that while that committee is still going is if I put that under do you know the time periods where like Rita will speak about learn you'll speak about finance and facilities if that um we'll add
077a field one so that you could kind of report out so that we can get some information just some general information out does would that does that seem like that's feasible for you? >> Sure. Yeah. No, they've we've been meeting all summer. >> I know you have. >> There has not been a uh final vote, but they've gathered a lot of opinions and I can certainly share all that. >> So, I'm just wondering, can we take it off of the referral list, but put it on the regular board agenda? >> Sure, that's fine with me. And I'll be prepared to report next Monday. >> Yeah. Yeah. >> Okay. >> Yep. >> That would that'd be great. Joan, did you get that? Yes, I did. >> Thank you, my friend. >> Yeah. >> All right. I
078was able to get one thing off. >> All right. Anything else? And is there request for um future topics? >> Um I I have something at the curriculum meeting. We we talked about what um one one one community one card for the library and I have some uh real questions about that and I don't know if this this is the place to put it or should it just go back to curriculum. >> Wasn't there an ad excuse me wasn't there an ad hoc with the library about that >> a couple years ago >> that did come up and the work that was done when we first started was around summer learning. So they're talking about how our kids can now access the both the print and online digital information um through this overdrive. So one
079of the things Amy McKenna came to us at the curriculum meeting to talk about was the um the work that they were doing in all the schools and this has always been true in graten that we try to connect the library and get the kids to have library cards. So, the hope is that all kids will have access to the library for both print and digital materials. And now with the um the situation that we're in, the more books we can get in the hands of kids, the better. So, um so it's just, you know, um I went back to find out more about privacy for students, you know, who would log into this Overdrive system through the libraries. Um, so you know, it's I've got some information I can share back with curriculum. >>
080All right, then we'll we'll let it go to to curriculum for now, but it may come back to the board. >> Yeah, it sounds like it needs to come back to the board at some point. >> Yeah, it Yeah, it does. >> Uh, Kim >> Jay, where are you? Does this come back does this come back to the proposal from Betty and Ryder from few years ago where every graten student could just use their school ID to request books that then the library would deliver to the schools and then we hear about >> sense. >> Yes. Yes. >> So I'm not going crazy. We did have a >> Betty and at least one other person have come to the board. they've talked about it and um >> it just it went nowhere. >> Right. >>
081Well, I think the question in curriculum was is it a secure enough system that um you know and I think that's why um Dennis needs to be involved in this too. We just want to make sure that the student privacy act through the state of Connecticut, you know, is followed and that it's a safe system using the student ID. >> Okay. I don't think there's any concern with using their library card. >> No, it was using their ID. I remember meeting I was there, too. >> Jane, >> I just It's just a heads up. >> Jane, did you have anything to say? >> You're You need to unmute mute yourself though. >> There she goes. No, not yet. >> And we know why Jane mutes it. Um, it's touching on throughout Connecticut. Hartford is in
082the middle of the same the same project. Um, and I've seen uh reports on that in the evening news. So, just to know that it's it's happening around us, >> right? >> Would Wouldn't it be a great idea if just every student was given a library card and not have to use the student ID? I mean, it seems to make more sense. >> Well, I think that's kind of in the meantime, one card, one community that we're trying to push that out. That's definitely what we're working on. But then when they had mentioned using their student IDs, that's something we more carefully have to do and and the curriculum wisely suggested that we, you know, get more information. >> Yep. Yeah. you might want to. I mean, part of this is that we have a
083meeting not until 7:30, guys. So, that's why we're having a little bit more freer conversation. But, um, Andrea, you might want to at the curriculum meeting to see if someone from the library can join you. So, that >> they did. They did. >> Oh, they did. They did. Now, now it's in it's in we're going to meet with Dennis. Okay. >> At the next meeting. But I just wanted to since this was topics for the future that I just wanted to give you a heads up. That's all. >> Thank you. I had a a question that's maybe a possible agenda topic would be um what are what's happening with the afterchool clubs at all this the middle school even the elementary but the high school especially there are so many wonderful clubs there. Are they
084going on at all? any type of, you know, we're having, we talk about sports all the time, but are we doing anything with our newspaper or robotics? I assume robotics is going on because that's a sport now. >> Yes, for sure. >> But are we doing anything with our with our clubs? >> You know what? I'm gonna have to I know we're doing >> that agenda. >> I know we're doing middle school uh inter murals and sports. Uh >> yeah, that's sports again. >> Yeah. Yeah. I I don't >> Good question, Rita. We need to find that out. >> I I don't know, but we'll find out and I'll put it in board notes >> because, you know, they are getting I don't know if they're getting paid, but we do have that schedule C.
085>> Yeah. >> Where, you know, so it would be nice to know what what what's happening, but also I think it'd be very important for the students to somehow connect on Zoom for the for the clubs. >> Yeah. Yeah, it's a good idea. >> Yeah. Yeah. And I know they they also we also had a club that would make sure um students were registered to vote especially before the presidential election. And um obviously since that club isn't meeting I was just wondering is there any way to you know have these students that turned 18 over the summer register to vote? I know there's been a real push on this, but I I'll I'll check with K. >> Okay. Yeah, because there it's always given to every senior that graduates, but then there are always those
086juniors that turn 18. >> Yeah. Right. That's right. That's right. >> Thank you, >> Kim. if we could go back uh to to a topic. Sam just sent me a note that I was not aware that there's a there's a sort of a little sports update u that I wasn't aware of. Could could you fill us in, Sam? >> Yeah, we um our um outside worker at the high school was asked today to line the football field for a JV football game on Thursday at 4:30. So that's scheduled for 4:30 on Thursday, 7 on seven football. And uh I checked in with both Ben and Ted and Ted responded that yes indeed it is seven on seven football on Thursday. >> So it's like an ECC thing. >> I don't know the details of that.
087I I >> Okay. When you say seven on seven, are you saying it's going to be like the flag football type of deal or is it going to be full attack? >> There won't be any linemen banging into each other. >> No equipment, no helmets, no pads, uh, no full contact. >> Okay. >> So, is this considered competition or just like a skill builder? >> Competition. >> Okay. But >> I thought we were waiting till October 1st. >> Yeah, I thought we were too. Well, maybe it's a scrimmage or something. I I I don't know. >> I think you need to find out more information because I think that if if if we talked about October 1st, yeah, >> is when we're going to start. Um I'm uncomfortable because that's not the great the greatest
088message >> um to send out to the sports community. Yeah, we'll we'll figure out what's going on. I I I was not aware that they were organized to that level, but we we'll we'll tell you next week. >> Okay. >> Thank you. Did you see the message from Mark? >> I think message sent I think Mark sent me a message. >> Did he not? >> So, there's All right. So, um it sounds to me folks is that um Mark needs a chance to set up the group chats and he's going to send us out a link. um because we're going to go back into a special meeting and then we're going to go out into executive session um for the next for the for the next for the next meeting, but we need to go
089into a regular meeting. So Mark needs a chance to be able to set this up. So Mark, my understanding is is that you just need to give us about you just need about 10 minutes, which would be perfect. It would be on time. Um is that is that cool, Mark? I don't know. >> Yes. >> Okay, >> perfect. Andrea motion to adjurnn. >> Can I have a second? >> Second. >> I think Ju just a clarification for the members of the public. So when we come back out of executive session, will we be taking a vote >> po potentially? Because the topic is discussion and possible action regarding a proposed agreement. >> Okay. >> Yes. >> Okay. So we are everyone is invited to come back into this meeting u because it is a public
090meeting but we are most likely going to need to go into executive session because of of the topic >> and we'll have a new link. >> Yes. >> And we're going to have a new link. All right. So I have I have a first >> So we I have a first and I have a second. All those in favor please say I. >> I oppose. All right. Um see you guys in a minute. >> So we're supposed to leave then come back. >> Yes. It's true. >> New link. Come back with a new link.