BBRSD School Committee Meeting 1/9/24

001to present those okay so that's fine so then we'll save those to the end but we are going to move the mcast presentation which is uh yeah frine but that's the number one three on we'll move that up so we'll we'll let you go first before I do my report and then we'll have Emerson and then you guys can leave and then we'll roll through I really appreciate that thank you no problem no problem all right glad I asked about the field trips okay ready good yeah oh sorry did not hear you I'm sorry all right good evening everyone I'd like to call this meeting of the Berlin Boon Regional school committee to order just a reminder that this meeting is being recorded your image and or voice may be broadcast let's all stand for

002the pleasure Al IED Al to the United States of America stand indivisible andice okay uh public comment don't think anyone is here for public comment um did do we have any Communications did anyone have anything they'd like to share as far as Communications okayy from wbac who does our sub committee meeting she emailed me today and said that burlin public bur table access is willing to semi-permanently donate a mixer so would enable us to have multiple microphones during the meeting to improve audio so that's something I wanted to put on a future agenda the text I just want to mention that today that's great so I have not had a chance to read this I'm sorry so they're just like straight out willing to donate this yeah maybe grab it back for like a town

003meeting or something but let me permanently Don all right so I don't think we have to vote on that I think we can right no they did there's an email she forwarded put on agenda I don't know permanently loan to the school committee all right so we'll figure out Jess if we have to I'll look into that see if we have to vote or if we can just accept that for our next meeting that would be great because the next meeting is actually uh the um initial budget okay um so anything else before we move on all right let's move on to the consent agenda um is there a motion to approve approve uh the consent agenda all in favor I as well that motion passes all right so we're going to do things a

004little out of order tonight well first thing we're going to do is we're going to have our mcast update so we had the ELA and science last meeting tonight we're going to hear from Miss Francine gleon on the mcast math part for you want to chair no it's it actually hurts more to sit down right like to get up and down so I'm just gonna stand until I leave okay whoever asked me that so thank you um so you all have a copy of my mcast presentation from last month I'm sorry that I couldn't make it here um but it was a medical reason um and so I'm not going to go through that because I was asked to just highlight the successes and to talk about um areas of improvement for the math department

005so that's what I'm going to focus on I did actually make something just to keep myself my thought process going so I'll start with successes okay um we are recognized as a blue ribbon school which is a very impressive honor okay um it means that we are supporting our students academically socially emotionally okay especially our high need students all right um nine out of 21 of our high need students in the 10th grade are meeting or exceeding expectations which when I showed the results to the math department they were floored because our expectation after they took the exam was for that not to be the situation okay um only one student was not meeting and that one student had a big attendance issue I believe they missed about 44 days of school so you know

00644 days of school 44 days of curriculum trying to take a math mcast is troubling um and so I don't know if they've retaken it not yet at the end of this year at the end of this year okay so my hope for that person if we talk about areas of improvement is I'm willing and I've always been willing to spend one-on-one time with these students that don't pass the exam um I've always done that and I also offer the mcast remediation course at the end of the year I always email Carol and I say where's the money can I do this can we put something aside and I you know I put a schedule together and I usually have a lot of kids that are interested in this I actually got an email this

007week from a parent asking me when is it starting are you doing anything um because parents are interested I told them to keep an eye out for it in the um Tanto newsletter and that hopefully down the road we'd have something that we'd be able to offer them we typically do it about 8 to 12 weeks before the exam sometimes there's not enough money to hold it for that length of time um I think the money comes from Title One um I'm not sure where else we could even find the money for it but students that I have had that have been to my mcast remediation class have passed that exam um I spend a lot of one-on-one time with them I usually have one pair that stays with me um that pair that I

008usually have is fantastic um this Richie she usually takes on the position she takes it very seriously and I have so many kids that come back to me after they get their results thanking me for holding the class and and that just brings me great joy because they come into the class and they're nervous and they're worried um they know you know what's going to happen if they don't pass the exam and so they really just want the opportunity to do well students at that level that want the help they just want to do well they want to pass it um and I'm going to get into something about how I feel about the younger grades after but students at the T 10th grade level need to have that class okay um so this is

009really fantastic fantastic okay these results are fantastic the test is not designed and has never been designed for any school to meet 100% needing and exceeding it's just not made that way they redesign the test all the time so that that doesn't happen because if it happens that we're all meeting 100% there's no need to have a test there's no need to change the standards there's no need to look at what we're teaching okay so I think that we're doing fantastic um we're very proud of this particular group of students these students had some courses at home during covid learning that were detrimental to the content on the test so a lot of work went in from the math department at the beginning of the year we tested every single class we looked at the

010data to see where they were missing um Vital Information or stand because of how we had Co learning and then we had um our what do you call it that year after oh that hybrid the hybrid the hybrid learning okay and both of those things um really showed up in this particular group of kids so we were really proud of their results all grades performed above um the state expectations and the eighth grade saw their biggest increase growth increase of 37% above what they normally had um in years past however if I start to go into a very lengthy conversation with student growth percentile which I'm not going to do um student growth growth percentile they're they're looking at students and they're looking at their growth compared to another group of students they're not looking

011at these particular students compared to themselves okay so if we look at just these students and where they were in the in the eth grade which we do as a department we print out how they did in the eighth grade how they did in the seventh grade how they did in the sixth grade and we say okay look at them in the 10th grade and there is usually tremendous growth and students are very successful on that exam I feel like students in the younger grades um and this is my own personal opinion are overly tested um and I think that a lot of them especially in the eth grade that's just an age where they sit down to take this test and they have said this out loud as sophomores they don't take it seriously

01210th graders know that it's a high stakes exam they need it for graduation eighth graders don't know that so they look at it as okay this is another test that it they're making me take it also is a very difficult test um some of us as teachers feel like the e8th grade exam is actually harder than the 10th grade exam by a long shot um so we have done a few things in the department um looking at that and what we've done is we redesigned the pathway and this is all in the stuff that you see in my prior presentation where I go through what is the math department doing okay um and I just lost my train of thought the pathway oh the pathway so we we changed the pathway so that students were

013no longer um capable of taking an algebra one honors course in the seventh grade um that needed to be changed because students were really missing out on content that was on the e8th grade exam because it's like they skipped pre-algebra they didn't have any of that content so they didn't have the skills that they needed to do really well in the mcast so by changing the pathway and having students take Algebra 1 starting in the eighth grade we've already seen big changes um teachers are noticing already that next year because this year we do not have a seventh grade advanced class at all we didn't have one student that we felt was prepared for a seventh grade Advanced course but next year we do okay next year um the Middle School teachers have taken a

014look and they do feel that they have a comfortable maybe 15 to 20 that might be able to move on to a seventh grade advanced class next year now what does that mean well well we have to cater to not only the kids that have needs High needs special needs but we also have to cater to those kids that are also high level we need to cater to everyone um I have always been a big proponent Mr Campbell will tell you um Emerson has me I feel like students that need help deserve the help but I also feel like students that are high level deserve to be able to have the opportunity to show skill as well because of that for many years I have taught six courses I've taught six periods because I did

015not want those students to not have the ability to take Cal three before they went on to college okay I didn't want them to skip a whole year of learning calculus or having the ability to play around with Calculus a little bit so I've always offered that granted it's a very small class this year I have five some years I have one or two some I have three one year I had 12 okay it depends on how many students are taking AP Cal ab and apal BC and want to continue that path so if they're taking it as a sophomore freshman or senior and they want to continue on that path I feel that it is important to be able to offer to them no matter what the class size is okay so anyways we

016redesign the pathway we are seeing great results with that go ahead sure I think Mike had a question I'm sorry I don't want to interrupt but I don't want to get too far away and then go on something else this question something you already said yeah that's what I want to do you want do questions go ahead yeah go ahead I'm just gonna cut my ear because it's like I'm underwater still recovering so H well before I asked my question I learned last month that if I ask a question sometimes you take it negatively so I want to just let you know what I'm not asking this because I think anything negative about you or any other teacher okay or the program I just want to know I want to know how the committee can

017can help solv whatever issues need to be solved yeah based on budget policy back to the high needs 21 High needs students what what makes them high needs um well they're a mixture of students that have IEPs students that are El students coming from other countries students that speak other languages our our population from the past few years has grown from I don't know the exact numbers I just know that right now we had 21 that took it for this test that were in the HS category um and you can find actually all of that information on the mcast website can you speak to that yeah I can so the highs population is constituted by students whose first language is not English English language Learners economically disadvantaged and students with disabilities and that goes into

018a formula um that produces High needs for the end of the 2223 school year that was 31.3% of the discount so disabilities I can understand having a challenge with a test like this yeah the English Learners if this test were given in their native language would they perform better I think they would but they can't take it in their native language they can't take it in their so how are they getting to 10th grade and not functional enough in English to be able to take the test that they're being required to take in order to graduate in the school how are what can we do this oh we um I don't know if there's really anything we can do because we have students who are coming directly over from a country not speaking the language

019that are being you know that are enrolled in 9th grade and 10th grade so they show so they're coming from a country that doesn't speak English today on Tuesday and on Wednesday they're in Merlin or Boon and they're at Tanto and they're being expected to pass the T they are expected to yes essentially um I I believe that there is Wile room with um L students that they don't have to take it immediately that year they can defer it one year but sometimes that's not sufficient time to you know you know I'm imagining that TR to become in a language so I've done that and it's not easy right I agree so it is um you know it is a challenge um I think also to speak to the areas of high needs our largest

020group that is um is increasing is our low socioeconomic group that is increasing at a greater rate than any other group so how is that group defined that was my asked question so it is um defined um through the income level of the household and often times and that's a state you know know State identified um you know people who are usually um identified for low free and reduced lunch in that category is there an issue identifying those particular kids with kids who aren't performing on these tests because I don't personally understand how I understand how the home's income might give you additional advantages but if you're student in the school how does the fact that you have low income at home mean that you can't perform on a test so that's an excellent question

021I think that and you know if you've had these students in your class you can certainly understand stand um sometimes these students are going home and they're working they're working to actually support their family so um some students are working probably 30 to 40 hours a week um on during the school week or on the weekends and and providing support for the family um so they're not able to um maybe do traditional homework or stay after school for after school sessions um sometimes they're going home to to an unstructured environment because parents have to work maybe second or third shift um those shift differentials can make a huge difference in a household income um so you don't have you know it could be a very loving home um but you know students and I think

022there's a very um common misconception that you know we need to stay home with the small children which is important um I know myself that it's important to have structuring guidance for middle school and high school students and when that structure is there it's really easy to get tied up on your phone or on you know online and so all of a sudden I know that I can be online for what appears to be a minute and there's a Time Warp of an hour yeah you know so so I think all of those conditions which are defined by low socio economic so I'm just like I experienced a lot of that stuff myself growing up a lot of what you just oh absolutely and as I did but they're in the school for six hours

023six and a half hours a day there are some people who argue that homework doesn't actually help so how are those six and a half hours in in the day not enough so sometimes people um or not how is it not enough and what can we do through policy budget board superintendent right to change it because to have 30 to 40% of kids not being able to perform at that level because of money at home they're still in the building hours a day I can understand attendance I can understand I I don't I don't I'm sorry I don't need to stop you but I don't know where you're getting 30 to 40% not being able to you're talking about the percent of kids just the high needs or along the whole the whole thing each

024different grade great question I think what frine one of the things that she was talking about the title one work that we do in the school with students has been helpful and also things like she's doing after school additional help I think to being able to do more of that during the day and after school would be really helpful people will fund those opportunities for students to come and get extra help would be huge the other piece that that pleasa didn't mention I think this is really important Jill will speak to something she's going to talk about later exposure of these students to Opportunities outside School exposure to field trips resources going to museums having a chance to to see more of the world and see everything we I used to teach in a district

025where the children had not left that count to come to W I mean sure sure if they can't do that after school because they're G take care of young kids or they gon to go to work whatever so bringing anything like that into it so I think that's an excellent point um I can address also um Sally is um heading a scheduling committee and we're looking at opportunities to adjust our schedule so that there are more opportunities for tier 2 intervention you know tier one intervention is all the intervention that we provide in the classroom um as good Educators um tier three is our more targeted intervention that happens with our IEP special education services that tier two is the kind of money where their kids that might kind of drop through the you know

026the holes and the cracks and so really creating time within the schedule where we can meet those students meets where there's time with in the day to do that because the the you know the 50 minutes of class time is very structured and has to move you know to get this material um and providing extra support and time within the school day this is this is valuable um discussions that we're having in the scheduling committee so I guess I guess my question just the 30 to 40% was just when I looked at your report 8th 10th all the grades anywhere within that range is what was under the meeting expectations that's where I to your point and so so I just also want to add like not meeting doesn't mean that they're not mean like

027that's like your C student it doesn't mean they're failing they're not failing right okay they're just not your a student and not everybody is an student in mathematics I understand I was trying to explain to Mom and Dad why their kids not meeting expectations of what we're going to do to try to help get there but to I guess to Lees the point car point to the budget point that we're talking about later why are we not putting in more more staff more programs more I noticed one of your slides here talks about Delta and what is it Delta Desmos Desmos yeah and I am yeah I'm actually G to get into a little bit more about what you can do for an area of improvement how manys are taking advantage of that can we

028put more of this into the budget are there other programs like that let's do something instead of just talking about well we're having discussions about this and we're planning to plan the next program that's going to plan how to fix the plan so frony would you like to address yes I would like to actually okay so one of the things that we look at in the math department is um scheduling class sizes for RCP classes okay specifically Algebra 1 and geomet R um algebra and geometry are the focus content of the mcast exam we currently have two high school algebra 1 CP courses with 25 students each and in each class approximately half the class are on an IEP a 504 and we have one pair in the class now those numbers are high in

029order to manage students that are high needs and they're struggling having that one parah I mean it's a great help but with that many students on an IEP and those many that many students to service in one class when the entire classroom every seat is filled it's very difficult for any teacher are these numbers typical across the state or I can't are these numbers typical across the state or is our district high or low I think what happened in our district was we need another math teacher we have a math teacher who only teaches three courses because because he's the athletic director okay so when we lost that math teacher we lost point4 of a teacher we lost two classes but since then things have changed okay we currently have multiple teachers teaching six courses

030I'm one of them okay not only am my teaching six I consider myself teaching seven because I have two separate sections of personal finance that I took on this year otherwise the students would not be able to have taken it um we have an grade math elective that we had to cancel because we didn't have a teacher to teach it and financial literacy is going to be required for students graduating 20 or 25 or later we're not going to have a teacher to teach that and right now if you think about it so we lost 04 when we lost um teacher to ad but we also lost the eighth grade class so consider that point six then we also now have this financial literacy class that we have to offer I'm considering that point8 for

031the amount of time and work that has to go into that so we really do need the addition of a math teacher and we've needed that since that position um changed a few years ago when Peter Mackey left the position changed Mr Mackey used to have four classes so when it went down to three classes that made it difficult I'm just losing that one but again the the Dynamics of the school have changed we have more enrollment so we have more students and without that extra math teacher I'm teaching six another math teacher is teaching six we had to get rid of an elective an English teacher is teaching six but we had to change an eighth grade elective to an English elective because they're not a math teacher so if we had this extra

032math teacher we'd have someone who could take on the responsibility of adding something of adding a that's a remediation course like a specific course for these kids that need help and there's many things that we can do but we don't have we don't have the teacher I that teacher and the athletic director is on the plan that's in the budget right right well the the a has to the ad position has to be approved so the ad position is full-time so then we have the full-time Now teach our our typical CP classes back you know in the day before all of this happened in losing a body to help teach usually those classes we were able to keep this at 15 or under typically 12 to 15 students Max in that class and you say

033okay well what's the difference between that and 25 it's a big difference okay it allows that teacher the opportunity to give more one-onone time to every single student in the 48 minutes that they have in the room they get that extra help um and and that's important we have another person who can stay after school and and help with the remed the remediation class so regardless of the size of the classroom it looks like with the IEP students whatever numbers your classes are you G have roughly half class is on an I so in addition to the teacher why not the additional pars if you only have one par professional to go is that per classroom or for that whole class you have one par one teacher in that one class of 25 students all

034right and then they they rotate with another yeah well then there's another there's two algebra one classes at the moment that are both CP classes they both par professional support and they both have one par is it the same are these the same people or are they different Paras um I think she has the same pair not that not that question if we got another teacher and then we split that three classes would we also need additional pairs or again that same person no because the classes would then be smaller and more manageable in order to give the kids the help they need so you wouldn't well you wouldn't have 12 in the class that were high needs you might have you might have five or six you might be able to cut it in

035half you might be able to cut it into two-thirds which is still more manageable so we wouldn't need that yeah so if you if we made a so right now Julie made a good point we have a part-time math teacher yeah that position was full-time would that cover these needs you're talking about or I guess I should ask both of you um Lisa you know would that cover the everything that you're the financial literacy adding with that cover because really we have the budget I think to Julie's point it's not one full-time head it's making that your teacher that you know whatever it's if it's that person or somebody different that role will be full-time so it's actually adding six of a teacher it's not adding a full-time teacher yeah then you're adding the full-time

036athletic it's well then no you add4 you're only add one body six and four is no do you know I know what you're saying absolutely and she say need another body right another body but no you're saying she needs half body we need a full body but that's all we have in the budget is what we have one we have one person doing two jobs we need another person two people two jobs yes yeah but I don't know that's you need to clarify what's in the budget because I don't think that's in the budg full-time math teacher and a full-time athletic no Delta all right we'll go back and look at that I don't think that's what's in the budget right now well teacher budget in a fulltime athletic director um but the money what

037it depends on is who becomes the athletic director right right okay that's that's up to you guys but as far as budget we still have two heads in the budget yes we're adding two heads gotcha I thought we were adding I being add yes yeah yeah I didn't realize that okay fine is that fine no all right oh sorry just what did you say no no we're not we're not adding 1.6 right now we have one person doing two jobs6 athletic and the proposal is that there are two positions now one full-time athletic director one full-time math so instead of teaching three classes they'll be teaching five classes which gives that math teacher the opportunity to teach financial literacy and then maybe another CP because also we also lost a seventh grade math lab that

038was the other class that's in high school now and athletic director in the budget that's the additional fund the Y all right that's what I thought okay all right I just have one quick question on the remediation course if that's a must is that pricy just to the we we P for for the instructor soon okay at all right so every year it's it's in there regardless I don't know where it is in the budget I just know that I I'm asking you to keep it there that's what I'm saying because it really is it really is helpful and I do have a lot of interest in it you know when we start when we do have the opportunity and we know about it ahead of time if we know about it ahead of time

039we're going to get more students on board to come in for it um but they have to know ahead of time it's really hard for them to schedule you know their Sports their lives and and you know Lisa used to do the bio the biology remediation class we would talk to each other about our um schedules and we would try and make sure that we managed it with their sports with all of their activities um and we would pick the best days so we could get the most students to attend and I always made it a point to tell the students that even if they came to one a week or if they came to four out of the 12 it's still benefit official because they're going to learn something that they didn't know previously

040that would be on the test and also a big part of taking this test and the way it's been designed now online the the questions are multiple questions so if you have and it's reading students have to be able to read really well pull apart the question really well and answer the question and I feel like any question that we and we've looked at these questions in the department any question that we ever perform low on at all is usually a question that asks for multiple responses it'll say pick two things out of these five and they pick one and they get the one right but they didn't pick two or they picked one and they got one wrong um also on a lot of the uh a lot of the questions like that if

041you pick one of them right and one of them wrong you get it wrong you don't get it half right you get it wrong it's wrong they don't give you credit for the part that you got right so having the students have the opport opportunity to stay after school and learn how to also use the tools to take it online it's helpful it's a big it's a big deal all right thank you was that everything that was everything thank you I really appreciate you have last question okay on the other end of the for the kids who are performing really well what are there any kids who well right now more challenge or what are we doing I'm giving them challenge I have a class right now of five um there's two girls three boys

042and they are learning multivariable calculus so they've already taken Cal PC um but they want to pursue careers in either physics or U mathematics so I give them the opportunity to you know pick the content it's called applications of calculus and I feel like they are challenged um if you came into my room on any given day in that class you your eyes would glaze over sometimes at the discussions that they're having it's it's pretty fantastic um so I mean we have that opportunity we don't have like courses that they can take besides that like um coming down the road there's an AP pre-calculus course that college board is now offering so an AP pre-calculus course is another course that the math department would really like to add because um when students take an AP

043pre-calculus course will know exactly how prepared they are for taking AP Calculus AB or BC um and it also just gives them more opportunity again because a lot of students when they're leaving High School pre-calculus is the only math class that they do have to take as a as a freshman and then they're done with their mathematics some kids have to leave and they take statistics and they're done with their mathematics it depends depends on what they want to major in but um AP pre-cal is coming down the road that is another class that we would like to offer math team is another opportunity math team is another opport oh math team I have a freshman in a varsity math team I had a varsity math meet a few weeks ago my classroom was full

044I have pictures on my phone I think I had probably 30 kids today for a math meet great I was going to say because through your report here the number of kids exceeding and exceeding level seems like they would want more challenges yeah well they're challenge yeah those are the students that always love to show up for a math yeah to hear there's only five in that class though a little what's that to hear that there's only five in that class that you were mening a little well these are five students that have exhausted the curriculum in the school they take them every AP math class they're done I offer this a lot more that seem like they could handle it yeah but maybe they're into something else or well in order to actually take

045it they have to have completed C BC okay that's kind of like their golden opportunity to further it more but you have to get to that point you know you haven't exhausted the curriculum unless you've taken AP stats and AP BC Cal and to do that you to track early start early yeah yeah and even though and even though we changed the pathway in the middle school so that they're not starting as early as they used to so that we had used to have a lot of sophomores and juniors take the BC exam and those were the students that actually always did the best because um they just had their heart in it whereas the seniors took it because they wanted it on their resume but the sophomores and the Juniors wanted it because they

046really loved math and they really wanted to learn it and they would really do well in the exam those kids now are taking Algebra 1 in the seventh grade but they do have the opportunity to double up so they can double up on a math um they can take geometry and Algebra 2 those are two classes that can be taken together in the same year um because you don't need to have one to take the other so those students that would double up would be the students that would make it to um you know pre-cal honors and then a Ab orc so there is opportunity for those that want to do it it's just a bit of yeah scheding to Tri yeah the scheduling is really hard just because it's a small school and you

047know sometimes if they do that yeah sometimes if they do that they have a really hard time scheduling something else like chemistry or English like it it's just really hard to have that happen in their schedule and if there are sophomore sophomore English just happens to be held on the same time is apal PC so you know they're they're having a hard time with just schedu all right that's great thank you so much I appreciate it and thank thank you for letting me go first all right Emerson do you want to take hi so last time we talked was right before break not as much has happened already very exting things I would say like the talk to the students right now is the new lunchr we everyone's loving it from what I've heard which

048is great which is like bigger portions better quality more off um something that makes it even better is that obviously the Juniors have to do the Civics and Action Project every year for curriculum and I know last year specifically two or three groups that was their main focus the school lunch so everyone's projects kind of everyone was talking about like oh our project actually work but yeah um and then we're doing disenchanted is a music hole that the drama club has been putting on I know every year they try to put on a play but sometimes doesn't t as much attention not as many kids but from what I hear this year it's very big interest in it's singing dancing and acting and I know I think some of them had a little bit to

049do with like picking what musical they were doing which they were all really excited about so of that and then for clubs Ski Club started basketball's been doing very well boys and girls and bomb planning has happened J the chops it in and right great sounds like high school is a l wish I could go back all right thank you very much please feel free to take off if you want thank okay so um Nancy do you want to get set up next yeah I don't oh you that no all right um you know what we skipped my chair report I had one thing I wanted to say to everybody um really quick so the only thing I wanted to update everyone on is that we do have the annual report for the town of

050Boon I don't know does Berlin do one as well I haven't seen that one what yeah I'll have to reach out to them um but it is due on the 15th so I will be working on that and letting you guys it's not anything we need to vote on it's just updating um information it has nothing we vote on it we usually writing super does something there school got an email recently yeah um they said they wanted maybe it's a draft all right I'll get some more information on that if we have to vote then we will vote on it on our February 27th meeting and I will not submit it I'll go back and look at that I remember you asked me for help on it last year but I didn't think we voted

051on it we do we had we had discussion on it for the okay yeah Boon might be different yeah all right okay I've have not heard anything from berin Boon just asked it's and it's just a you know filling in information so I'll look into that and I'll let you guys know for next time and that was all I had all right so Nancy we'll roll to you and then we'll do SUB commmittee updates before we um oh okay do you want do you want are you ready to present or I didn't want to keep hanging here I mean I don't want to you know disrupt the FL anything but he does have two small little on no go ahead so you're presenting on the Canada field trip yes all right so why don't we

052do that now we'll do the boat and that way you can get in here get out of here I appreciate I can appreciate having small kids at home that are not feeling well sorry to be you know it's okay so uh the idea is that um Tonto students would be going on a four-day trip next year uh be over Martin Luther King Jr weekend so they' be missing one day of school unless like this year we have a PD that Friday and students wouldn't be missing any school um but yeah the uh there are two potential itineraries one where they spend four days in Quebec City another where they spend more or less a day and a half in Montreal the rest of the time in Quebec City um so kind of in between those

053two those two options but um yeah Tanto used to have a trip like this annually or by anually um former French teacher and the uh former band director used to have a candidate trip I think every other year um so be great to be able to bring that kind of thing back particularly for the French students um but yeah so the idea is um you know Friday through Monday uh more or less trying to give the overarching goals to give French students uh some you know immersive experience in French speaking culture um you know they they're all sorts of traditional so to speak uh field trip activities like visiting historical sites museums um but also there's a bunch of fun stuff mixed in here like tobing and dog sledding is in the itty as well

054I haven't looked into that too much but it sounds fun you know um taking part in a theater Workshop where they learn about traditional Kev CLA Legends and that kind of thing um so a whole lot of cultural stuff uh but plenty of opportunities for them to use their language as well not just you know through the structured activities but um there's a lot of time for them to explore the city and you know navigate on their own and whatever by lunch um yeah that's more or less the G of the the gist of the trip okay that's awesome sounds awesome does anyone have any questions it was a lot of fun as aband a French teacher was went to a cafe ordered in French and um learned about mle syrup making and that's that's

055also in there yeah yeah and then we yeah learned about like the wars and whatever and then went on a little thing on the the river yeah was a wonderful cultural experience yeah sure and it's really hard to provide that kind of opportunity to uh French students in particular around here um you know Spanish students can find a lot more authentic experiences uh in Massachusetts and yeah got to travel bit to really get that immersive experience with the French who's who is organizing this trip who it uh so this company is called Jump Street um and uh they seem like they they really uh do an excellent job I have a lot of information about insurance and that kind of thing um you know they have on call doctors from John's Hopkins University and stuff

056they got 247 call line they're really on top of you know they thought of every in andout um I believe West Boon uses this company for their Canadian trips that they have for a number of years and that's how I heard about them you plan a drive or a fly uh it be a drive coach bus yeah um and as far as cost goes uh it's variable depending on how many students uh you know sign up at the most expensive it would be $1,400 a student uh if we can get enough students to fill up the bus it would be between 850 and 950 um but that's also a little bit variable depending on you know if we swap a couple activities out some activities are less expensive than others um this my contact with

057this company said the whole trip is customizable can can you know augment what has to be augmented or you know depending what the kids want to do but that's more or less what we're looking at as far as cost is say financial help for on the French students or they going to be fundraising or yeah fundraising uh is definitely part part of the situation um and I woman I've been speaking to of this company said she has all sorts of ideas you know kind prepackaged stuff she could offer uh but we could also you know come up with whatever we want to do at at tono but um yeah and I believe the final payment is due 60 days before the trip begins so that would be mid November um so it's about 10 months

058between now and then so if you know median $1,000 it would work out to be1 bucks a month you know building up to that F payment and what are the ages of the kids is it midd high or just kind so I theoretically just high schoolers um enrolled in so French students I guess would get priority so to speak uh seating you know on the bus on the trip rather um uh I did a rough count of how many were interested and I got like 55 more or less that said they were interested you know preliminarily hadn't talked to their parents about it so that would likely you know diminish as far as as far as French students go um to fill up a bus 40 students I think you know is what we'd be

059looking at to get the the lowest price um so it would likely open up to students outside of you know just uh once we're taking my class but um theoretically this would be more of a high school oriented trip 9 to 12 High School 9 to 12 going up uper level yeah accountability accountability liability reasons like there schedule time to be walking around the city and stuff like that you know um and I do work primarily with the the high school students I know I'm not a person so 's B more trust there not say there isn't with my middle school students but yeah um does that cost include the passports and all that uh passports are not included that cost no and insurance actually is mandatory um I did a a rough quote for

060this trip and depending on you know if you want a a mid-tier package or the deluxe insurance package package both of which are like really comprehensible uh it was like $50 to $75 for insurance R so that would be I guess in addition to passports that would be the only additional cost would be the insurance anyone else just wanted to say thank you for bringing these kinds of build trips back again and proposing them sure it's great to see these ring and that you're willing to take the students sure happy to do asked requested to attend people close I am it's G be very cold I've been up there in the winter yeah when I was in school it'll be fun it'll be a great time it's great thank you sure we're gonna vote we'll

061do your vote so you'll have you'll have your answer all right so could I have did anyone have any other questions or comments for discussion okay I please have a motion to approve the Canada field trip over Martin Luther King weekend in correct second Jess Julie right all in favor I I as well motion passes excent thank you very much thank you sorry all right for real it's your turn now okay and we have yes all right so I'll try to go as quick as I can because I know I have a lot here so couple quick updates first update is I wanted the excess and deficiency filing that has been filing we're filed with the Department avue we're waiting U for it to come back so they're reviewing it the food services update on

062Winston's wison I was very happy to hear Emerson say that they're enjoying the food better portions better quality um when I wrote up this memo we have had them for three days and in the three days um it's been perceived very well they're slowly introducing new items so our food service staff can be trained um they have protein packs in elementary schools they seem to be very popular um and Tanto has the hamburgers pizzas and salads and their daily meals um so they're trying to do a little more for a layout than they currently have overall I think it's progressing in the right direction we have our new food service director Rob he seems wonderful very diligent very on top of things I'm very pleased with him um today I did download the contract through

063witson into the drive I don't know due to it going in today if anyone had a chance to look at it but I wanted you to see it that is des's template um for the non for their simple contract for the drive if we go with them in the future then it'll be a different contract um those are my does anyone have any questions on those two before I move forward question are like I know in the presentation that mentioned that like folks that know to like if they lik it or whatnot is there like an active um seeking the kids opinions on I know like the protein p m School my daughter said she was starting afterwards so I didn't know if there was like a little feedback box that they could write their

064feedback well I I I um all three admins are at every lunch and we were actively like sitting down with the students what do you think what do you think of this are do you feel full you know so it's um not anything formal um but it's been informal data Gathering in as we move about you know you feel like there's larger portions and that's where you know it the feedback has been you know the portion size is better um you know so it's been it's it's been a wonderful opportunity talk Jessica that's a good point because I actually also heard those power packs but again at the end of the day the kids are choosing their lunch like I would be hungry after I had their little sound a little teach and my daughter

065is it's like one cheese stick probably a serving of fruit a serving of granola which isn't a lot and then it's like probably a couple scoops of yogurt in the power pack but there a lunch Lun that's what you can like that's one of the I think the elementary schools I don't know if they have that at Tonto too no yeah so it's I can see because Maddie's fifth grade right that's hard because I think I F A kindergarten or a first grader probably would F fifth grader so so I just curious if there's like a feedback prce from my kids John do you guys get any feedback from the kids at the elementary level yeah kids are thrilled you know they we're not seeing the same change at the elementary level that they saw

066here except for the the power packs which have been super popular um we there's probably 20% of kids are ordering that I have not heard the hry no I don't both yeah both kids came home saying that the first day yeah I was surprised because I kind of had the same reaction but I know that they have you know very specific requirements about what they're supposed to provide measure and Portion somebody cars that is that that's a true Point yeah although it was interesting look at the menu it looked like like a carb card protein protein for different lunch and it would be inter see what the formula was I know very power pack has two carbs and two proteins but they the carb one carb is fruit I think like nap and cheese and

067French fries that and then the next day it was like two proteins interesting the other still getting a little bit they still learning to order how we need what kids make someone look a little more yogurt or a little bit more food I know they plan to do more all our items is in the elementary schools but they're slowly working their way out to it yeah yeah so so that's coming I've only heard posi things about the food myself from kids at school they like but I yeah people are saying yes they like yeah whether it's a different brand or I don't know but yeah regarding the contract I don't know if this is youti Paul for Carol question can we please get an electronic signature program because when I notic the contract it's a

068scan of a document so it's not searchable it's tough to read because it's small the dust on the glass it makes it blurry can we get an electronic but this one didn't come through can't you add any document to Doc sign to add electronic signatures to it because then we can search it it can be searchable on the drive okay absolutely and then what's the other document in there about desie so that's a corrective action plan that we received from Jesse so that is saying that enforcing that we procure a contract for fiscal year 25 and that we have to use their template so the way this all went down it was in within a very short period a very short time frame so in reality you should go out for bid you should get

069your bids in and then you the contract that you should use is a contract from Dy a different contract than from Jesse than what this is the there there's a standard one and that's what they want us to use so the corrective action plan is saying if you continue on this path for fiscal year 25 you are to use that contract not this contract and why was that contract used because it was an emergency procurement because of the time frame so that's the correct emergency contract yes it's the one they allowed us to use because we didn't have time to use the contract the years that all came in on time and everything sorry that all came in on time dessie wasn't on board with that our last yes yeah it was tight so I

070got a verbal approval when was our M last 12 12 so I think I got verbal approval the day before right around there on the 11th and then I got an approval through email shortly after that um so yeah it's officially approved through T give you the ver no I think they sent the day after I notic in here mentions a threshold of 100,000 that we can't use it says something I'm trying to read side here down it says it exceeds the threshold of 100,000 what's that 100,000 refer can you tell me what page you're on yeah it's on that first the second paragraph of that form there correct action plan [Music] oh yeah there we go it says that's just the procurement guidelines it's saying that go over 100,000 if we go out to

071bid for a whole year so there's different just curement guidelines when you go out it will definitely come in over 100,000 for fiscal year 25 it says the SFA which I assume is us the SFA is US y use the small procurement method which involved maining quotes for three vendors that's what we did right now so that's the process resp responsible vendor with the lowest price due to the anticipated value for the contract exceeding 100,000 but I thought that the contract with Woodson was only for a $30,000 paper the contract for their fee is I think 12,000 for one service and 18 for the that's right that's just fee the total the question is based on the fee or you got the fee and then you got the the food they are ordering the food

072so we P right for the so they can mark it up right all right we don't know what they're paying for the food we're they're just saying this is what we're yeah yeah that's how I that's how IED at least on the contract there's three options one was the the guaranteed break even that we went with yes there's one that's also guaranteed Surplus what's that receive Sur why don't we go for that so that sounds like guaranteed we weren't in position to receive a surplus in position to they wer going for a surus so we might try for that next time we could absolutely seems like I think they just had to get help eat wet and see you know and really look at so this spring you're still considering what are you considering for

073the spring after this contract what's being considered for the Food Service here we have lot to put so the idea of Hiring Our Own director to replace L is off the table not necessarily I think we have to look ask yeah I think we have to look at the bids coming out from these vendors whether what we think about w we want stay with them what we can do with our making sure that we secure our staff and that that's all you know would be whoever we choose staff that we have so a lot of considerations about that but we certainly could go out again service director just separate one those contract just see the cost of the two will this is sorry carine this is going to creep up on us yeah doch we

074have to put RFP you adse for position before you go the RF see if you get any decent yeah do what makes sense financially I think as long as you're the goal of food service revolving account is to break even in or a little Surplus so you can buy additional equipment that's needed for the kitchens with this break I like the with the break even and if you're getting good quality food and the kids are liking it I think it's a great option I guaranteed profit might be better option yeah the Surplus might be a great option to look at so long so staff all that you know I think too I was just looking at you ask that question like I would also like if we to go out to hire an individual person

075also I think seeing what we have the possibility to have at this point we would have to see if that person an individual person could create the same kind of environment presentation of options variety for the students and also being mindful of the types of school that's provided to the students of quality health health factor of that is this company it's sometimes it is I can imagine that's a tall task to do tall two to three months yeah it's a t I think that's why this kind of company was attractive to us because we saw what they could do and we wanted to test it out as a possibility it's been difficult to get a food service director um somebody singlehandedly who could do something like this company can do but we also have to

076see if we can financially sustain that's another so you're right it's be it's a quick it's going to be quick come can't I also want to discount if this is a really good food service program for our students eating healthy quality food PRI you might get higher quality food because they're ordering it alll because they're preparing getting ordering food multiple districts so okay all right any more questions about so n you talk about wion and the ex deficiency you going to move into the capital plan now yeah all right so we have developed a 5year capital plan I worked with Dan and Paul and doing this um so I'm going to go over it quickly because you have it all in front of you and hopefully everyone got a chance to read it so I'll

077quickly cover of the changes we have made since the last time um this committee has seen it so for BMS originally we put an additional bus we took that bus out the value of the bus was $59,000 400 we met with our subcommittee and the subcommittee felt that it wasn't a necessary expense at this point um the students are getting to and from school within the legally allowed time without all the additional costs were asking for this wasn't a priority the walkie talkies we took AUD of the capital plan and we added them into all three General B all three schools in the general budget this was recommended when we met with Berlin fincom and it was a good recommendation so we did that the in we removed the intercon system from BMS um because

078it broke and it needed to be fixed immediately so we were fortunate enough that we were able to take the funds this year from the flat roof project because we have remaining funds so we funded that from there for looks like it's going to come in at about 29,000 and it should be completed by Friday because they're working on it right now the last item um there was a line item to refinish the gym floor and we took out that out because that's an expense that's met by the recreation department so that covers BMS be for Boon Elementary we adjusted the update to the bathrooms initially the bathrooms were put in to be gutted and redone and after further conversation with the facility director we decided to keep the tile on the walls and the

079floor we're going to power wash them we're going to keep the toilets as they are in good condition and we're recommending that the partitions in the sinks be replaced and this amount went from 157,000 to 75,000 we added more detail also for the playground equipment we I met with Cindy the principal and we are putting in communication board inclusive swings stem playground activity in a sensory panel and the cost has remained the same there were two hot water heaters that we had in the budget and we move upon the um facility director's recommendation we moved this down to fiscal year 27 because the use of Life can last longer we moved the paving of the parking lot to fiscal year 26 and we remove the plumbing repairs in the bathrooms for 7,000 as this is

080an item that we should be able to repair in this year's budget we added a new fence to be installed around the playground for $10,000 this will be needed if we move our preschool program to bees lastly we kind of have an open item right now so it recently came to our attention that we do not have heat in the kitchen we want to be clear that we have heat in the cafeteria this is just the kitchen only we're waiting for a quote to come in for the cost of the project depending on the price this might have to wait to FAL year 25 for now we have we have heaters and the stoves kind of keep it warm so it's reasonably heated that's the in Tonto we took the floor scrubber off we had

081it repaired in a new long new new one is no longer needed we moved the storage unit to fiscal year 26 hbac controls have been added for $55,000 they're outdated and need to be replaced and we added the line item for Athletic Field Renovations so the fields really need to be regraded Bloom heated and the sample needs to be taken the right products are used on these fields the cost is unknown at this time and we hope to have this updated within the next month those are my Capital updates yes yes on the capital does this report relate to the three documents the three other doents and then 5e plans say that again I'm sorry you're reading from your business offic to school yes oh does it relate to these yes it does indivual yes

082it does the BMS one just doesn't have timing on it doesn't have timeline on it I'll fill in the dates see where the Grays are yeah get blanked out the one we looked at at our meeting did yeah because you updated it to say five year one remember it said three and it must have cut that cutes okay either next there's an item in there for Paving the park driveway at BMS or reading through the lease that's going to be on the town so that should come out of there if assuming that get signed as it is we talked about that actually mik we talked about that at our subcommittee meeting where like where is the line between what the town what what should be in our capital budget and what should we go back

083to the town least they said specifically says P Drive yeah I mean I would think the roof should be covered by the the the yeah the the um party that owns the building I there windows and walls but right it's in there it's in there yeah so I mean well we didn't have all these before do well we don't have it yet I agree I think I don't know if it would be something that we would still put in the capital plan because they're still liable you know what I mean if that's a way to track conversation we'd have to have they should put it on their Capital plan right exactly but yeah we are going to have to we have to have a way of telling them like hey we this is what these

084buildings need because they're not going to come and inspect them so yeah it was says they would it's specific have CL that says they will come in and inspect they do they supposed to do they are yeah has that ever happened all right do we have to request it yeah that's that was in the red line version right these are good questions too we can ask and I thinking down the road [Music] well that's the question I want to make sure we get it right we only have a couple months left right and one that we have to for the town like this is your responsibility responsility that would be question was the behind the school paved area they moved it so both the front and the back theot right so they said instead of

085doing one part of it they want to do the whole thing and adding additional spaces at thees but they're not going to be able to do that next fiscal year I think it's in 2020 oh my God I just lost f that's in fiscal 27 or fiscal 26 so that would not be the next year yeah Paving that's fiscal 26 are there Stills there there are so Carol and I had talked about Eder um and Nancy and Julie we kind of started talking about the es and the facility and sure tomorrow is going to be a Telltale sign if that roof leaks again I mean it was repaired right yeah so see two inches of rain supposed to get two inches of rain tonight seems like every time that happens but I think Carol and

086I decid decided we were going to kind of have start having a conversation because we we want to form a committee where the town of oyon has a say and decides or not decides maybe starts talking about do we need a new building or are we just going to invest in this building well speaking of B you also have fense in 10 gr yeah that's if the preschool gets move there I don't know when will that know that um the report will be available um March um of this of this school year with some recommendations that's where we are in terms of the preschool program evaluation um and then it needs to be of course looked at discussed decisions need to be made but we'll have some recommendations around that Mer but so that we

087had talked about that too at our meeting at our subcommittee meeting the playground that's going to get fenced in is the kindergarten playground the big playground at bees is too big for preschool kids I don't know if you're you know about that playground I know Cindy's not here you know what I'm saying John there certain yeah that playground specifically CH you have to be like they don't let the kindergarten go on it's dangerous for young children so my question is it's $10,000 that could be spent on a lot of different things we won't know if we're going to have a preschool until after we're voting on the budget yeah I don't know did Cindy put that request in yeah I wish she was here so that's a question we can ask Cindy I don't know

088why she want she just wanted that as a placeold yeah ,000 get a lot of En programs at BS that currently have is it currently no the playground fence I mean you know there's a big fence that cut no that little section what little section with the sandboxes that's where that's kindergarten playground so that's where they want to put the fence yeah I believe so yeah this is probably required all measure required for a preschool if there's preschool for a kindergarten they don't I mean it's very that's the question if there's not goingon to be a preschool there I agree if there's not GNA be a preschool there I do not think they need funds back thereon we're not know beool this year to this point that's what Cindy asked we probably should move into

089because we don't We're Not Gonna know about the preschool even if we know know about after and is a hot top the budg these when you talking about that big playground I'm like all right all that was my question need to be there do you want me to move it to 26 um I would wait till we talk to Cindy okay but I agree with that I know we had brought that up and I was like you have playground are you fcing in you don't need to F that big playground in but yeah I get if it's that little on the kindergarten W then sure it's like right next to the building it's probably a good idea to fence that little structuring for the preschool but we don't need that to As Long As C's

090okay just mention just the points mik was making before if you just look at Pages three four and five just you'll see those kind of things about $5,000 over what cover responsible it's over 5000 yes dep how it's classified right but I'm curious to know about creating that Capital plan for we have to no cess important yeah having relases is going to be a game changer legal doc saying you guys are responsible this and I know also interested she much wants also this will button up [Music] respons all right does anyone have any other questions on the capital plan okay right so the last thing me is going to talk about no wait you have two more things no one well like one more one more thing my budget rev my quarterly budget review yeah

091sorry and that includes the transfers that we will be voting on yes go ahead so districtwide are spending alignance as to where it should be as of December 2023 each school has some line items that needed budget transfers for yearly adjustments I TR I this committee is used to seeing the transfers at the end of the fiscal year I would like to do it on a quarterly basis I decided to do this for two reasons one for transparency because I think it's important you guys are responsible for the budget and you should see what's happening the one thing that I want you to know though this is always the one that has the most because these are planned trans these are planned transfers when I create the budget sometimes I make placeholders with them when

092I'm expecting to do these transfers after the budget's approved so that's what a lot of these are they have no impact to the total bu budget they total a zero if you take them all you got your ins and you have your outs and at the end of the day there're zero no revenues coming from any other sources it's it's just a wash um but it's something that the committee has to approve but overall we're in a really good position one of the things you also find in the peka is I included the new circuit breaker forecast and I did this because we're having um we've had some movement with our a of District tuitions as you know I can't get into detail due to confidentiality but due to this movement um the expenses slightly

093changed so right now we're forecasting to have approximately 345,000 remaining in circuit breaker at the end of this year um so that that's my update and then the rest of this is all my transfers instead of reading all of them and hopefully you all had time to review them I think I'll open it up to any questions that you have n are you referring to that report or to the spreadsheet both so well what spreadsheet are you talking about uh you got is it the file called vote on year to dat budg transfers it breaks it a districtwide b so I'm referring to that and it has the column with the budget transfers so I I on my memo I more specifically went into the transfers for explanations that's what my question is sure I

094can't call this all and I'm an accountable okay um it's it's I on on your spreadsheet yeah I understand how it Nets yeah okay but these numbers don't match to what's on your memo so I what I did is I took anything that was $5,000 and over so the small ones aren't included where so if you added them all up they do and I I guess I could could in your memo for example yeah um you had all the decreases should equal all the increases right B for BMS on your spreadsheet vote you have 28,000 moving across various buckets two 525 is that correct District yes right and that's coming from there and then being spread across various accounts yeah okay correct but then on your memo you you're detailing what's increasing and decreasing you've

095got almost 300,000 decreasing 276,000 increasing I know you're saying it's only for things over 5,000 but that's a $24,000 difference so I was just having a I was having such a hard time following along with your numbers I can't vote on this without knowing that it ties up I guess I need to find a better way to present this to you so normally let me think I could just give you the line items I mean that was my my other question was when it comes to budgets and numbers us to review things can we get actual spreadsheets like I right here I have every GL with every budget transfer yeah all I did is I took these and I tried to summarize them for you no I get it and I get why it's confusing

096very like I I understand that maybe it would be better for you to receive this where you could just see everything that happens it would be right but even still on the the so if you to vote on yes for BMS so if you look at BMS and you look at the audit District tuitions this is showing you that $ 28,5 125 was transferred out right we started with $624,000 and we went to$ 415,000 on my memo I have $200,000 going now the8 you have 224,000 no that was yeah your memo says oh 224,000 was taken out but see what happens is then then money went in somewhere else at another point in time yeah but I I get that but it just doesn't match because I didn't include all the small ones there's so

097many small ones and I could have kept listing it I think but you're saying in one document 224,000 is coming out of District out of District tuition and a second document that if you want us to vote on you're saying 28,000 I was just asked to summarize it so that's what I did if you wanted to detail we could do it at the next meeting and I could give you the this right here that summarizing I mean summarizing or detailing 224 and 208 don't match see me yeah it's because I did the I didn't go under $5,000 they're all once under $5,000 can I ask something no that doesn't make sense so are you but you list I think part of this is part of the reason why this is you're listing transfers between accounts

098on this memo so your buckets on this memo are are smaller you're listing like when you move things out of different accounts but it might not necessarily mean you moved them out of that bucket on the so you might regardless your out of District let let me try this I took $224,000 out of one out of district line item right and then I added $1 5,916 to another line which comes to your 20852 that's what I was going to say so you're the out of District tuition is the you have stuff might be moving within the same bucket exactly I can't but I can visualize it that's why that's why Str would be I agree with my looking at an act I can't vote I I've never done this in our fincon meeting Carol asking

099some it so I summarized it we about summarizing it that was on us yeah but summarizing you still need to this is what you should have yes it is yeah and have it well I can give it to you for the next meeting but summarizing I mean you still have to tie up sometimes it says right here burlin Elementary 224 was taken off from L District plan it doesn't say 224s taken out plus a bunch of stuff under 5,000 that I'm not talking about but then on the document you got to vote on it says I do have if you go down below increase to a of District private schools for 16,000 where is this so go down one two three four five six lines down on your memo or on on my memo okay

100six lines one two three four five 16,000 yeah so increase that so if you take the 224 if you do if you do that out you'll get the 208 525 it's just very confusing agree I they do match I see why you're confused I don't know how they've been presented to you in the past I think we're just all learning how to make it so you understand it better I'm fine giving if you want the spreadsheet and I'm fine doing that whatever you find easiest is works for me but it it does tie up like do you see how that ties out I I that's how I why so I guess that brings up question what's the difference between out of District private schools and out of District tuition so you got a private school

101and you have collaboratives one of those line items was a collaborative one of those line items was a private school so why they they should be separate line items huh why are they netted together if they should be separate line items they are separate line items you just said they net to the 208 well they're separate accounts that fall under the but the same GL one GL is collaborative but one GL is private that's different G's okay they all go on to the same on the end of year report it's a very complicated process all right so for BMS for example your decreases and increases from your sheet again go from 300,000 276,000 to 208,000 I I added them all on my own that's what ites I what do you want in your memo if

102you go through each sentence decreases and increases your decreases are 299,00 your increases are 276,000 so that's a difference of 2 ,600 which is your small items okay but we don't have that and then I see the only thing decreasing on the transfers that we're supposed to be voting for is 28,000 I'm not following now are going for the BMS oh I'm sorry I thought we moved on to BMS DMS yes so say that again you're losing the in your memo if you go sentence by sentence adding up all the decreases it's a decrease of 299,000 all your increases add up 276,000 you're saying the difference is the small it okay on the document you are asking us to vote on the only decrease there is 28,000 because it's a net increase the net the

103net is 208 the net here is not 20 it's we could we would be here all night if I like it's just very complicated I think I'm better off waiting to the next one and giving you the sprad to look up the budget transfers okay I think all right so you guys want get this Jess do you have anything to say I'm not trying to single you out I'm just asking I all right Le any thoughts all right so you want to wait till the next meeting and you want to review the spreadsheet yeah I S that all right all right so we'll do that we'll wait is that gonna screw up anything not all right okay all right is there anything else for Nancy before we move on to submit updates okay Jess would

104you like to take it away Student Success in technology subcommittee and then just jump right into superintendent e thank you Jess um so you heard the majority of what we did for the Student Success in technology meeting um through our presentation Lisa and I um for the conference um but the future items we want to talk about is um is that we want to review the handbooks not necessarily changing content but just cleaning things up making it more aesthetically pleasing um confirming through Janelle and the other admins that you know the legal the policies that legally we need to include are on in there um so that's just a future agenda item um also I know the new website was said to be coming out in January um so just making sure that it highlights

105like the blue ribbon achievements um also go back um Britney during one of our meetings had said she could take the chunk of the three-year plan District Improvement plan we from the meeting of November of 22 that you guys have done um to to make people understand more kind of the vision of the district and then and then also was the um the microphone the sound quality too on that that's awesome so um I if everyone's okay with that I'd like to designate the Student Success in technology sub committee um to take on those handbooks if you guys are good with that I think that's a great uh project for you guys and I really appreciate you tackling that and I think that it's a great way to get it streamlined so that next year

106it should be a much easier process for updating you can work with Carol and the principles and that so thank you um and then just like I said I I want to reiterate again I so grateful for the town of Berlin to donate or allow us to use their equipment that's awesome because I know that's a um an issue we have this with the audio so I'll make sure I reply and say thank you to that um Britney but that is greatly appreciated so thanks and we'll figure out next time if we have to vote on that or if we can I think it's a loan so I don't it says with emails alone so I yeah so I think I don't think we have to vote on that so I'll reply but I I

107can double check with C all right thank you uh was there anything else for that subcommittee all right did you want to speak well I wanted to say something about that we have an update from Paul on Carol and I talked have um Janelle Paul Sally every updates and the principles at our February meeting with the budget update so if it's coming out in January will the new website be laed before I I don't know when the website is coming out I know that us tomor to start get train should that's good so then I'll be able to give us like a live update yeah I'm glad they com backbody lot that haven't heard about like on a monthly basis five minutes each we'll try to keep it quick yeah it's tough keep the time

108a lot all right so that's good does anyone have questions for Jess on the Student Success so Jess uh are you comfortable LS please thank you y so um Laur and I meant December 1st um and we' reviewed the superintendent um evaluation um and Lori is going to be color coding it so for her goals versus where the the rubric that we're doing so should be easy to go through um and instead of having the January 24th meeting from nasc there is a pre boed webinar um that Lori put in should be a single document within the drives um to watch just so you're familiar with the process um Lori also put it in the drives too to click through it just so you kind of know what's coming at you um this is true

109also for the self evaluation we went through that as well in that meeting um that's a school committee self evaluation um and there was some areas that we found that perhaps we should alert you know to work on in the coming months um items within that self eval that we didn't you we were addressing um so I encourage you to go over the minutes of that which another meeting that is pretty detailed [Music] um and there was a question of um perhaps a parent survey because parent feedback was also in there but you know didn't want to step in know the superintendent um advisory committee has put one at one point um and so there was just throwing that out um also when you do car your new goals for next year if you can

110color code them um just as a future future goal in the same color cating that we use for the um rub the rubri so we can show you yeah it's easy they made some color coding things the last meeting yeah it will yeah just like when you're so because you were looking I think at the rub when you're developing your go so they when you're creating it be easier to color so just where is that um presentation and maybe we have I'll email it out I'll aski um put it in it might be under the the sube report oh for this meeting this meeting [Music] okay I see Workshop superintendent all right so it's in the for anyone that's interested in in there's a link in a PDF that's called superintendent eval Workshop s PT

111b l workshop for anyone and then you click into it's PDF and there's a link there all right great anything else just ask look at the minutes just to the couple different that you know since we're going to evaluate ourselves coming down the line be nice to know we're evaluating ourselves and maybe the areas we want to improve before that just have a quick question for you so when you left the last meeting said to present in February just my evidence is there a certain way the school commit would like that presented been uploading everything in the drive under the superintendent goals in my different sections but I didn't know it's discussion [Music] specific yeah I think informal so just like so we can see that some of those boxes get in check I know

112you were putting evidence in and I think it's beautiful it's in one place so when we're doing the evaluation it will all be there um I I I know I had found it at one point I think you putting it under each go right you're organizing evidence under each oh no I feel like time is best spent uh if you put the report in the drive time is best spent and here we're letting people ask questions and we don't want obviously no one's going to Blindside you so if we have any major questions that you you know she'd need to look into like oh what are you going to do for this project in March and she just has project in Mar you know we're gonna we're not blind side you but um I think

113the time is best spent answering questions and discussion right all right maybe maybe maybe just a suggestion that that would be helpful if you have a chance before the next meeting to look at what I put in location it under the FY superintendent SCH in yeah it's under yes I noticed that it's in 2023 so we could have [Music] her yeah yeah not yeah we talked about that actually Nancy made that point before she was like why don't we do this this school years I was like I don't know why because we've always done it this way or fiscal years or whatever yeah because the fiscal year is like June 30th which is when we kind of end our school committee year so something to talk about arranging the drive uh for now we've always

114done it this way so like if you need to find the meeting you don't have to click like if we were still like this fiscal year is 2024 but like in July it'll be fiscal year 2025 so to find the July meeting you'd have to clip the 2025 Bolder so that's we talk about that might get confusing so I don't know we can I don't know if anyone has strong feelings about that but the drive is difficulty yeah I mean you already have divided by each so that's so um that's fine all right so is there anything else for uh Jess all right Mike do you wanna um do the policy yeah uh we we haven't had a meeting since our last school committee meeting we are for this month there are several policies that

115were first reads last time that are V so if everybody has any questions when we get to those okay great um so for the budget subcommittee um we did meet and we literally reviewed everything that Nancy just went over we did not have that memo that was actually what we we had the meeting on Friday and Julie and I had asked her for the memo so I do appreciate the hard work on the memo because she did work hopefully to get the memo done I when I saw it this morning I said this is confusing or Monday morning I think whatever day it was um it is confusing so I think once we find Groove um that'll be good but yeah I think the big thing that came out of that budget subcommittee meeting was

116what are we going to do with PS um you know I'm anxious to see what happens tomorrow I think if the roof leaks again we need to have a serious discussion about putting the roof on this year um and Carol and I what what came out of that meeting is I think we decided we were going to try to I know Mike you love this have another subcommittee to have a meeting about meetings about meetings I know no but the the the thing is I think we need to make a decision collectively as a group everyone in this room are we going to move forward and start planning to put up a new Elementary School Regional Elementary School are we going to put a new building in or are we going to invest in our

117current buildings what's the space situation in Berlin what's you know what what down the road Nancy has this 5year Capital plan what are we we going to do and what else do we need to do if we want to keep bees for another 20 years if that's what we decide to do but I I think that those are kind of questions looming and that was kind of what we talked about at our subcommittee meeting Nobody Knows the answer I don't think anyone wants to say a make a decision on it on their own there any progress in town on setting no so I think Carol and I are gonna try to spearhead that we had talked about that and then we got super busy this month but I think you know that's your answer that's

118exactly what we need to do Michael said we want you know someone from the select board someone from the planning board April needs to be involved Matt's ke Matt absolutely is he's actually been he's been really helpful with a lot of things so um you know talk Carol you talked about the SRO Forum coming up we've been working on that so I think maybe once that's behind us then we can start focusing on this um so yeah that's where we we're at and Carol and I talked about yeah we want somebody needs to put that together so no we have not heard from the town and and maybe either the bu budget facilities that subcommittee can be part of that and we got to figure it out just another thing on the list to do

119right just another thing yes so obviously we'll be monitoring the roof of PS tomorrow too that's another all right so that was it for Budget we're all out with policy any questions thus far because then we're going to roll it to Carol and then the votes all right so one other Carol had left a document in the drive that was marked confidential it's about the security plan just so everyone knows we're only supposed to be discussing the school security plan in executive session she wanted to give you guys an update on what's going on are they able to ask questions on that okay all right so that was just like a for read just an FYI so if anyone has questions on that you can email me and we can get okay so we're not

120you're not going to discuss that at all okay just want to double check thank you all right go ahead sorry so um I wanted to go over a couple of um pieces with all of you get your feedback on them um in my report the draft letter to broland finance committee this was a request from the town of broland to respond to the to the um level service budget without the above level service why not they wanted us to give that to them they've been asking about that um I receiv see emails from kisten Ruben the town administrative about that she and I spoke on the phone and she said what I explained to her she said IE you could just do a little letter to us to let us understand um and that's what

121I tried to do explaining to them that it's not that we are not we're just trying to hold back on that for just to hold back on it that we have a strategic way of doing the budget process this year based on our work with Mar as I explained that M Association Regional School and rather than give them something that keeps changing that keep moving before we vote on the final budget that we wanted to rate on that until we had better more better information um so I drafted this letter I shared it with Megan um obviously she put it in the drive and I told that if you were comfortable with it you a change I would send whatever back to them tomorrow for one of their meetings I also do want to mention

122in that I know that the group that was here for Mar we working on that report about the TOs for us that are analizing that should be sending to us with next week talk to St about that yesterday but I also talked to she about that last week so they're getting fin num so that'll be interesting for us to look at against the num we putting for our budget so I think we're just doing strategic I wanted them to know that it wasn't ill intent it was strategically smart so I don't know if I have a letter here did you have anything you wanted to change or did you are you comfortable having me send you to say something yeah this is just something like that's really picky but when I was reading it I

123was just confused when it said hold our preliminary level service budget from distribution I mean would it be better to just say delay or hold back or something like that because I was a you know I wasn't sure what that meant exactly which you tell me which I just want to change it 1 two three third paragraph down third line I can I [Music] can anyone else thank you for doing that oh yeah as Valley collaborative every year they send us a copy of their audit report as one of four reports they send us during the year to take a look at I think the most important thing so every all there were no findings in the report and this what struck me in my first year with as valy collaborative and the board that

124sits there is how this was presented um about the collaborative this just shows from the the Auditors that everything has been monitored fiscally for the collaborative that all the books show you know transparency and what's being presented but what it was most impressed with is was the fact that they have the auditor come and present to the board or the superintends in the area so we have just gotten um have just signed off on them our Auditors finishing up their report they're sending us shortly the final audit and I reached out to our Auditors and invited them to come to our February meeting the the name auditor um to go over what the audit means I don't think we've ever had that before explain what the audit is about the key points of it and

125also any kind of we didn't have any fun things in in the audit there was some there are some recommendations one in particular that I thought would be important for us to look at is school committee as school department so they said that they would come go over that with us and I think we can have robust conversation with them and ask questions so and I can get the report to you early on so you can review it and just see if there anything you wanted to learn more about so that's that's that's a this report from collaborative that spear handed that conversation for us [Music] was so also you see the community dates set by superintendent if you can put those in your calendar I'd love to have you join me let me know

126if you're coming or not I'm be happy to see you there was already at Team Carter um this past week and that was delightful and looking forward to as well so I'm going to try to be at all of the morning ones the afternoon ones are hard I might try to stop in I'm going to try to get to as many as I can the Berlin Library um I can probably go you know write at two and same thing with the boyon library so if anyone else is around wants to come that would be great and even if you just come for like 30 minutes and just show face and meet people yeah we did a lot last year we actually we all did a lot last year um you know 19 Carter and the

127other thing I was G to mention with that is I think I sent all of you sheco had compiled all the dates of all the town meetings as well the finance communes the select board includ and then there's mind so you can use you can use that we don't have to all to you know when they are next one feary keep track thank you for men the tabs yeah it takes me a while those two those spreadsheets but I just I do want to make sure that you chance to look at those you do want to mention the the SCH resource officer Forum that is January 22nd that's Monday Chief John an and I will be presenting that Tanto Auditorium from 5 to 700 p.m. we have invited the bin police department and all of

128the town finance committee the for from both towns because does have a stake in hiring of that police officer and we've we're encouraging we' have put on the town websites should also have added to the em and we mentioned about last week that we're going be adding that again and we're also looking for a way in addition to having um the last week I'll have in my newsletters all the principles put it in there if there any questions from the public um that they can email the call ahead of time so that we have questions from from Community as well we're still trying to figure out a way that folks can email or ask question if they're live streaming the event that's working on see if we can do that we'll [Music] have um and

129also the snow day we did talk about that last if it doesn't work the 22nd for sow to the 2th that going forward that so that's going to be a posted meeting uh just in case we have quum it would be great if everyone on the school committee could come I know it's not a scheduled meeting but I don't anticipate that we would vote but there might be questions we're thinking the school committee will sit in the front row and Carol and John will be on stage so it's not like we'll have to be on stage but it'll be good if everyone's present and like I said we are gonna I believe the select boards are both I know boil in select boards planning on coming and they were saying they were going to post

130the meeting as well so it will be posted meeting in the event there's uh Liberation or whatever but I I don't anticipate us taking the vote at the time so three so I we're definitely I'm definitely hosting it as a meeting the agenda will go out so I'm hoping everyone can come I acknowledge that it's not a date we're all busy so if it's poses an issue for anybody obviously don't worry about it but it would be great to have everyone there I heard from Boon fincom all plans to attend I know the Boon select board is going to be there April's going to be there Kristen got back to me today the Berlin folks are planning to come as well so oh yeah oh I don't know about the I don't know about the

131um select board I got back from Christ yeah later [Music] start well share her presentation I think her John are only presenting for what like 30 40 minutes talks so we're hoping to answer questions so if we don't have any more questions then we will end but it's gonna end we put together a very brief power point that Megan had a chance to andil on this past M yeah it's like six or seven slides so they gave us critiqued it they gave us some more to add to take out so um it's it's brief I think that John will do most of the speaking about the position itself the cost and so on and I'll speak to it from why we feel that that is important from the school school district is the job description

132like a state job description yes in fact we're making 40 hard copies of those things on that the as well and then we're going to posting it on the website so people have access to and to put all that stuff in the drive we have a ton of John had a ton of paperwork was hard copies so we can maybe uh yeah Nicole would be um able to put some I can email her too [Music] our all right I don't know those off the top all right I'll have to look into the policies John had a ton of um documentation he did a lot of research on it so um yeah I know there's one policy that says to arrest well state law yeah yeah there's yeah there's like state law he printed out for

133us [Music] um yep so we get access before the meeting would be great yes yeah yeah yeah all right so we'll try to get that drive I I can look into the policies to just I don't know like you know that SRO policies which one he said just just just said that there was uh SRO policies relating to um there policy about whether or not a cop can come into the school to do any criminal investigation or anything like that policy updated2 yeah I believe was I have it written down somewhere but I mean if you just Google I mean I search search it all right so I'll make sure we put that policy in the drive policy off okay okay so the last pieces I wanted to share with you was the BMS lease

134um it was sent right before Christmas I sent it out to our attorney and she had the real real estate attorney go through this very carefully I sent both both copies the red line copies you see the changes they made um and also the cleaned up copy of this I don't the qu what I would say to you is if there were questions at this point you had that I could direct to our attorney before we sent this to that's what I would want to know there's one area in particular I think if we look in particular um I think in particular and based on our conversations the last meeting if we look at section four I want you to be able to see that one because I think that that that clarifies for us

135right what do what the building intention is according to the town when school is not in session I really like that piece I didn't know if you want to add anything further into that um Char you're you're good with that section 4 say that to me you're okay with that section 4 I I I I would prefer if we somehow said to the town I mean I think if they have control over how that how that space is rented out and and it's not even just you know good basketball could be so they want the town rented for a Halloween party for long or something like that that it takes the owners off of us as far as controlling the renting of that space or what they expect from it I don't know I mean

136if if the school committee wants to put in there that we would recommend that they have for those opportunities or we want to say they don't have a f basketball but they have it for other kind of events so I want would ask you to think about that I just from that perspective think about if they have an event there that's going on the skeps mared on Saturday if we don't have the custodian there not being familiar with the building perhaps and they it's not cleaned up that that calls on our custodians to come back on Monday to have to clean Scouts part of town or are they their own organization but the town they could go to the town and say we want to use this on weekend and the town could say okay

137I'll rent it to you and that's the school's not using it the way this agreement reads is school's not using it town can do whatever they want with that space they can rent it out they can have whoever they want we get the first we get first preference for that to events not for some third party no they can do does say tolin events sanctioned events that do not inter F SCH School usage way I read it is yeah Scouts want to and the town wants to support Scouts they do if the town wants to should something like that but yeah like or like the L of Halloween party like you said something like that or I don't know I don't know I would say the town will probably add on to that for because

138that was not in there originally that me shared use the original one is that right no the original one did have a shared use CLA this did not have this different it's more specific yes yes yes yeah this is way more specific the other one was no the original one is not in the drive have you guys seen that though so it's hard to I I don't I would say the town would would take that and add to it then you're saying that this is more detailed than what the town it's not this is what our attorneys recommended I can just it seems reasonable to me I think so too there's an email from that specific attorney that just said um attach by the red line most of the substance substan changes concerning maintenance and

139repair issues we see that in there while the initial draft was not expressed inconsistent with the regional agreement he was looking at against Regional agreement the responsibility for payment and performance of repairs over 5,000 ambiguous this redraft attempts to clarify those matters the initial draft also provided both parties with the right to terminate thease at any time which he struck and then he just wanted to know if there are any changes comments so like they said we can go back if you have questions concerns I can go back to the attorne have going to give it to the count now to look at and see what their comments are as far as the changes because it looks you you look at the red line draft L moding to to so if they look at it

140they say okay we agree with this but we want to know about something else in here then they'll come back to us again can I ask uh John if we say this already to go into effect this change the way you operate I'm actually not aware the in the years past it doesn't really change at least my experience of being in Memorial um but we coordinated with the towns we coordinated the LI Club come use the cafeteria they came use the cafeteria folks clean up the best that they could um but again I think I think webly in my time we had the custodian there like we had the custodian there the Red Cross for example came did a block Drive the custodians were there um so that's the only piece again that I would

141suggest we add in there we just leave it to the town I would say the town probably if they're going to be responsible for it there'll be a process that they have I don't think we need to add it because I think it's I think it's a blanket thing then for any group that comes in there the schools require this at that point it's no longer school so yeah so I would say defer that in my my opinion I say that should be deferred to the town and as long as it is because they may have their own they may bring their own contract with people in to to do thean right during that time period and not utilize our school folks if it's not working out we probably have to go back andit this

142there's a problem yes before you bring it you say hey for the lease agreement you know you're responsible for the building during this time we came here as a huge mess they I think they're gonna have a blood need a custodian there so and I would say I also think too as as we're going through this my recommendation would be to send this to them now have them look at it and then they come back with any questions I don't think we should finalize it but would sign it at this point no I would just say see what they have to say now let them bring it back to us and then we can consider those possibilities and see they have to say the this came from the town initially the original one curious like

143when they were here doing that we we asked to send us Poli I that was a regional agreement we asked them to send this is a agreement for the inter Regional District trans yeah this is a lease agreement sure was the lease agreement because we didn't have one and we wanted examples of on from Regional Schools I don't the only reason I bring it up is because maybe there's something in those lease agreements that we would have we can still send this to this did come from myo I would assume they would use no he redlined it yeah so I would assume he yeah they used all whatever Regional you know what I'm saying whatever Massachusetts law template and again this I mean this is what we're paying for this was great we could never

144do this on our own I think that if we they did a ton of work once we solidify this as I said earlier with brinon wants to look at that they're smart they're waiting for us to do the work with first and then they'll take it and then make their adjustments and I think that will be move much more quickly with them but I also want to be respectful of the time with this to get it back's asking about this as well in some form yeah no that's great all right so we want to vote on this we do need to vote to um Kim had recommended that we is this not on the agenda it's on the agenda to vote on so that's the last thing well I'm gonna talk about the Hy field

145Tri Lisa is gonna present on that but I wanted while this is all fresh in her head I want to just vote but I'm not seeing it on the agenda myter right I'm on the wrong agenda my bad my computer died sorry okay here it is all right so I have a motion to approve the redline version of the Berlin lease agreement that will go back to our or that will go back to the town attorneys for review not don't you they should be the same all right yeah so let me rephrase that all right so I could I please have a motion to approve the vote version of the Berlin lease agreement draft that will go back to the town of Berlin for review meaning this is not a final lease that is going

146to be signed Julie Jess any discussion right all in favor I'm an i as well all right so that motion passes so that will get sent back car we'll send that back yep awesome all right Lisa do you want to give us like 3 second version of this hyenas student council field trip and the uh afternoon chess club so we can vote on those two things yes um so the um the tono field trip is something that actually I participated in it's the um the student council Massachusetts Association of student council state conference at hyanis um It's a Wonderful opportunity um last year the high school student council received the masc gold Council aard and because of that they have the privilege of bringing 16 students to the conference with a representation of um all

147four um purpose purpose of this trip is to support our Tonto high school student council and attending the State Conference during this time at the conference student Representatives will engaging leadership skill development workshops Regional meetings listen to motivational speakers participate in um masc student elections and network with Stud students from across the Commonwealth um we have had students um recently who have served at the state level which is very impressive for our small school with an increasingly active Council this trip has become an invaluable experience for our student leaders both in fostering their skills as well as giving them inspiration um an extra note too has had representation at this conference for over 10 years running um this trip um will happen March 6 through um March 8th of this year and this trip is

148funded um by family and student council student council is very active in fundraising so you cost is normal does anyone have any questions about that trip I just have one question I was just looking at the the documentation in here and for the requesting of the bus I think the date might have been problem so we um because they're um they're still trying to get um all information I don't know what you have uploaded to be honest with you I I I don't know what you uploaded but um well it just said it said February 6 instead of March 6 it's the highend field trip Pia right the bus doesn't show up or you know shows up the wrong day I don't 3 and then just scroll down to nrt it's because it's Emily McCarthy's

149report it's page six oh yeah day and date requested for February 6th that's a tyo Emily so Emily we have to make sure that that y I'll sure yeah yeah I I usually don't get the nrt in like that's a separate request so I wouldn't miss that cat thank you all right any other questions on that sounds that's great I love these field trips opportunities for these kids all right let's vote on that um so sorry I'm working okay so could I please have a motion to approve the hyas student council field trip for March 6th through March 8th Julie yes any discussion okay all in favor all right I'm up an ey as well that motion passes all right Lisa did you want to talk quickly or briefly about the um toono after school

150chess evening game club yes that Sally no sorry that's you yes um so that um so this this really is um a curtsy um because it really is not doesn't involve any funding so so this you know so just an opportunity for you to here that um a parent came to me um and we already are funding an after school chess club um with um students participating in so many sports there was a parent who was actually hosting chess club at home um for students who were also involved in sports and just couldn't and we really interested in doing that um she was feeling as though she wanted to make it um more inclusive by not having it at her home to make it a more comfortable space so she um just wanted to know

151if she could um she could host it in the cafe area outside of the library um she's donating her time um if the kids want to have a snack they bring a snack um she would have them sign in uh with an emergency contact you know she's not asking for anything she just wants to move it from her home so it's just more accessible um and more space providing it you know more opportunity so you know we just I thought I you know share this with student I mean um so um if you have any questions she was uh she's been cored and fingerprinted so she has all that there is already a custodian um you know in place during the time you know for the evening um run you know six 6 to8 a

152couple hours you know on Friday nights um no Fridays during vacation you know well I cons doents have sometimes here but we can't guarantee that um if there was Inc weather it would happen I love it that's great that's so great that trying to accommodate more kids and I love healthy fun activity on Friday night yeah anyone have questions so mentioned she's we require more than that isn't there another report re it was the fingerprinting I think yeah so she's fingered all right great anything else all right I have a motion to approve the Tanto after school chess evening game [Music] club yes and um any discussion on that all in favor I I I as while that motion passes great thank you Sally last but not least before we vote on all these policies

153um do you want to just briefly speak about that um the $500 donation from unib Bank sure I was um given a contact from UN Bank in lville um saying that they often times will donate funds to school systems um if they you know feel that what you're doing is something that they stand behind and so um I spoke to her and for um funds to cover the costs of food and materials for the monthly portrait of graduate meetings that we have here um and they donated $500 so ask me for it's greates anyone have any questions I know so they can have like snacks and meals as we know I'm sure just to feed that group of people one time is $500 so yeah that's great um did anyone have any questions about that

154donation do we have any documentation on this that we're supposed to have for cash donations I I have a letter that we re wrote to them in the proposal and also that states exactly what we're using for but do we have anything from them uh just saying donating you mean yeah is this not I have an email confirmation and then I then they send it I just don't see it so what are we voting on this is the same this is the same cash donation conversation we have every time we need with the template we should have the check she she already got the check so that should be in the something from the donor saying what they're donating why they're donating it what they want so that we don't have a company like we've

155had in the past come back three years later to say I want my donation because you didn't use it I thought I can email and get it to for the next I it's 500 bucks but 500 bucks 500 bucks so I think do what they want I would say we can still vote on it so you can use the money now and then could you put that or have Nicole get that email in the drive tomorrow are you okay with that no all right what does everyone else think I see your point I'm just trying to be by the book I I don't know I know I know but I feel like we we talk about it but people don't know about it no everyone in this room knows about it yeah I think this

156is a nice donation to be put toward that I think I agree with my fault it's my fault she had a template she did a write write up so I see the letter I see the s in addition to the write up we need something from the donor moving forward all right meting in a row we' had this conversation so there's a disconnect somewhere well I think there's we've been trying so what Carol and I talked about is we tried to streamline it by making a template and what we forgot about that temp template is putting the actual documentation from the donor so Sally wrote a report and then we're like no we got to do this template and I don't know did I I can't remember if I saw you're saying they sent an

157email yeah so that was that was my bad I have an email I just didn't yeah so email exist I think we're fine to the D right now yeah like we can do other votes all right we can do policy votes thank you Sally I mean so that be updated say additional papers required sorry I'm learning this stuff myself yep yep um I vaguely remember what happened last year but I was not really involved in it I heard about it but yes so under I as an excellent point and we also have a copy of the check I remember last year seeing copies of checks in the drive we could black out people's account number and put the check copy in there as well so we can see all right the funds were received sometimes

158they write on the check what for but we should have a letter of intent from the donor or at least some type of documentation from the donor so in addition of the template for donations we need something maybe we can add that somewhere on our website tab for donations great idea want I such a dister because I just wasn't involved in it so it slips my mind everybody in this room was involved everyone in this room was involved I was so determined to put make sure everything was organized and everybody had the same consistent way ofing information yeah sorry know you're right I can't say I can't say you're wrong I all I can say is I'm sorry and soltion for the template so there was a template but the last thing all we added

159the template at the bottom of the template remember to attach disted them to the principl the princip all right let's vote on these policies and then we'll vote on the last thing to specify like what donor intent yeah it's like Sally's letter that she wrote in there just from them right I'll have to get I'm GNA have to contact her because I have an email from her but it's got a whole bunch of other things and things that they didn't like about things they like it doesn't straight out say so like I'll have to get that perhaps there's a way to streamline the process is to create a form so the donors can just build the form that way it addresses I know yeah we got make it easy because if it's too difficult then

160people are I don't want never mind tell you something they give you a check like surely there's a letter [Music] or app for GR is like a so you applied for a grant so they don't have an approval letter that they it's not a grant it was just donation it wasn't like a yeah somebody told me I could call this person because they were willing to give out and originally we were trying to get it for more but then there Parts they okay so she wrote me back and said you know we'll approve the 500 for supplies and materials I have an email that said but it's amidst a lot of other things I'll get I can get you an official okay and then send it to Nicole and then we'll get another Drive who's

161gonna make the form we already have no no no this is toally for the donor the donor say donating $500 for okay because sometimes people are like yeah I'm not going to write a letter right no it just has to be yes so we just need the purpose of the amount I mean for money laundering 101 yeah need something yeah so it's just amount purpose of donation yeah something very simple find it Well or at least Sally and the principal everybody that getting these donations can find it so you because it should also be downloadable some people like I don't want to go on your website if somebody comes to John and says I want to make $5,000 donation sure let me just forward you this form it's a two second form you just got

162to fill out so we have the intent of donation on on in writing or sure here's the link on our website if you prefer to download it and do it yourself or fill it out electronically yeah we'll need Paul though good St good all right that's good I still said are you guys do you still want to vote on this $500 you could vote now but I think we should still vote Lisa how do you feel I'm okay Jess so that they can use it for their next meeting because we're not meeting again till the 27th really love it if you approve this because been buying this stuff myself or we've been asking the school the PTO y one of funds F yeah to BU dinner yeah all right can I have a motion sorry

163this time around yep could I have a motion to approve the UniBank donation of $500 put towards materials and supplies for our Competency Based education and portrait of a graduate initiatives Julie second Lisa all in favor I any opposed okay I'm an i as well so that's for that motion passes guys it's 7:30 central office at 10 a.m. okay all right guys so we have one two three four five six seven policies so I'm gonna does anyone have any questions on any of these policies Janelle did you um I there a couple that I just have comments on okay all right um so going in order that they appear um so my first one is um on ihba Lori and I had exchanged some emails and I just provided the information that fits under that

164last line 504 note districts to reflect local configuration so it had like basically we went back I Lori and I communicated she went back to Mas to ask them what they intended there they were basically looking for who in the district was responsible for Section 504 um and so that listed my name John's name the principal's name the 504 coordinator so I just I don't know if you want to have that included that was something that Laur and I communicated I don't know the answer to that so that's just my note on if you want to have that included in that Poli [Music] M I think that's what they're asking for right there they're asking for exactly what she said it isn't it's not in there it's not what it was was printed off of

165the drive Lor does have the I did share the language with Lor so just some feedback on that and then I have another one um do you want G to move on yes so ibf homebound instruction my suggestion um is to specifically reference the Desy form that is required um which there's a a title for it it's Physicians affirmation of Need for temporary home or hospital education for medically necessary reasons um it's des's expectation that in order for us to implement um homebound instruction home or hospital that a physician would fill out that specific form I think it would be helpful for it to be reflected in the policy okay like a hyperlink to that policy yeah um and the form is available um even available online it could be hyperlink to the form it's

166a readily available form and I think it's well known but it would be a good idea to reference it hyperlink might be good in okay all right so do you guys so Mike I'm asking you because L's not here do you want to K wait on voting on those to and we can vote on it as is amended by okay perfect all right so I'll do each one separately then oh was there any more Janelle sorry no those are my suggestions for um added language okay so we're g to amend so for ihba um amended with um name um right right sorry names and Y it's it's really just who oversees the 504 program for the district that was ihb and then IHF is going to be um amended to include hyperlink for a physician's

167form sure so we know that we can access hyperlinks from the school committee online policy I honestly don't know all right so it's to be amended to add a hyperlink to include a physician's form what is that requir y I mean there's a technical name form but I think if you call it Physicians form we call the required Physicians form yep okay all right so any Le you had a question for ihba under the legal isn't this straight fromion is it like just a typo do you want to wait or do you want think it's okay M we amend it with whatever the M yeah whatever they say it is I have take it out get some funky things going on here I can't get to but is there a way for us to approve

168it with the amendment of to correct section for the yeah this is just a really annoying style thing but why is all the body text holded in these just seems like I know they copy it fromc question don't know all right anything else okay could I have a motion to approve policy IGA curriculum development so Julie Jess any discussion all in favor I'm an i as well that motion passes I have a motion to approve policy jj- E-1 educational field trip application Julie Lisa any discussion all in favor M and I as well that motion passes okay so oh yeah can I have a motion to approve policy igb Support Services programs any discussion all in favor I'm and I as well that motion passes I have a motion to approv policy ihba programs for

169students with disabilities amended to to include the names of the district Personnel who oversees the 504 plans which would be jelle and principles and also amended to include the correct formatting based on the masc guidelines the legal reference section number the legal reference section number amended to include the masc legal reference section number so all right Julie yes all in favor I I'm an i as well that motion passes but I have a motion to approve policy IHF homebound instruction with the amendment to include a hyperlink for the required Physicians form juliean Jess any discussion all in favor okay I'm as well that motion passes I have a motion to approve ibh alternative school programs Jess second Julie any discussion on that all in favor I'm and I as well that motion passes last one

170could I have a motion to approve policy J J instructional materials so Julie Lisa I need stop all in favor okay I'm as well that motion passes all right future agenda items we we talked about the Student Success committee handling the handbooks we talked about Carol's midyear report is going to be at our next meeting we're going to have another lengthy meeting um only that's funny Carol laugh um so we we do need to talk about a survey it's come up a few times I'm inclined to kick that back to the Student Success sub committee L's not here to speak on behalf of the superintendent eval committee so we can do you want to talk about that next time when she's here and see if she wants your that sub commmittee to do it or

171if you want to KCK student sucess you want say something just because we right at the tip of Danto sending out student parent survey and school climate they created it I had a chance to look at it actually on tomorrow at our P meeting and I think right behind the elementary one so if you are comfortable with going in that direction created by the schools for the students and the parents that's happening unless you wanted to send a whole blanket to district one no I think it was motivated by the sub item you know supposed be B from parents so I think certainly that's great love that well Tri element but it's going googleing Google more so in the past we've had trouble with those people answering multiple times doing different things you can do

172settings yeah you can make sure that happens yeah that was my feedback to that form because for example if a parent had multiple students in the in the school did they want to have individual surveys that's what our conversation tomorrow was on our agenda to discuss to fill out they have to send out individual one each stud yeah because there that that issue is issue of other people answering it that don't are connected to the schools but they somehow get hold of it you know the Google forms are just they're easy we talked about maybe having some type of surveying so I think surve monkey Survey Monkey is free right but I thought okay I don't know if that's enough not talk about that tomorrow if somebody is interested in transferring it transferring the content

173to Survey Monkey they absolutely more welcome to do that this just matter put all all the work into it it doesn't come back with accurate results but yeah this is the tool that it's not Google Docs is not Anonymous it comes from so you should be able to see who's answering twice it's just yeah you have to you could do the settings on it it's just it's not Anonymous Survey Monkey can be anonymous but I think for Survey Monkey you can fill them out multiple times I thought we had said right so I think you have make it clear like are you doing it first student like one surve for student yeah only fill this yeah just have good instructions I think it's great that you're doing everybody follows the instructions no but then all

174you can do is try all you do is try you such a troublemaker it's true we people BR about it oh I screwed with the results because I responded multiple times we we've had this I did hear that we've had this but you can see who did that see an email address well here's the problem if you point if you have people put their email address and they're not because now it's not an anonymous form but it's not for Google Docs you have no you don't are you it's part of the settings okay so you can you can set it to be anonymous or not to be anonymous i' I've had really excellent results with collecting emails so not Anonymous right not on this I think you know you know it depends on how okay

175well that's great that that's in the works thank you for working on that I think that's great I Like It Is there is there like an open section like a fre respons and did anyone have anything else they wanted to um put on for future agenda items I feel like we have a lot of stuff working but if there's anything else I always want to hear about it my is um that the program studies will be upcoming um for the high school and um for scheduling purposes so it's right now all of the staff is putting edits to the programming studies so I'm hoping that that would move forward for the February meeting so then it will be approved so then can okay okay the program STS all right we are going to have a

176very long yeah you know what I've for studies it's so helpful choosing classes for the kids and the parents but combining the right I separated Well Done Right so it it has been separated yeah I saw it was very so we'll have that to read for the next meeting and we're working on thear oh yeah we usually vote on that March we have a zoom meeting in March we could do it yeah I would say Mar so much on thatal we have to go with [Music] the have the budg of transfers we'll have yeah we're gonna have a lot of stuff in Mar I mean in that February no we got to do the vote earlier right calar C yes people need to know when school starts yeah yeah yeah no she's right U we

177should probably do a first read in February just so people know first or no we have two meetings in March don't we we have a zoom meeting and then we have the the budget the final budget form so we can do a first read on the zoom meeting and then we can vote on it at the budget the public I just don't want to thought we didn't have a lot this meeting and we're almost three hours in so tough time could it be could it be list a future agenda item like just so it's there you mean so you can see it but see it then it's this discussion that takes the time so I I'm reluctant to put it on put it in the drive and because then people are gonna have questions on

178it well it's just a toss people are gonna have questions or not or we're going to fly through it so that's my only thing it's definitely going to be a future agenda item there's no question about that it's just do we actually put it in the drive and have be a first reading and actually start talking about it in February or do we do you want soon the better all right you want to do that I agree I know people have already asked me and I'm just like all right fine we We'll add that in there just plan that's gonna be a three- hour meeting so put that on for February yeah Megan from March just as it heads up um we have to write a report called for the student the act and we

179have to submit it for April 1 but they appr by school committee first okay so we'll have we just were on a great okay all right so we we can add that onto our Zoom one maybe okay okay all right all right so we talked about we have the SRO Forum Monday January 22nd it would be great if everyone come and then our next meeting is Tuesday February 27th at 5:00 P pm and plan 5 and there snow date forl the snow date is the 24th thank you just thank you and hopefully we don't meet it all right could I have a motion to adjourn the meeting Julie and Jess did you say second all right roll call right we do roll call Lisa we do roll call all in favor hi I I I

180as well all right no let