Mr. Tillett then moved to amend the motion to approve each set of minutes separately. Mr. Pollitt seconded the amendment, and it was so voted. (Ms. LeGeyt abstained.)

Mr. Mielke moved, seconded by Ms. Tomich, to approve the minutes of School Committee Meeting #1,308. It was so voted. (Ms. LeGeyt abstained.)

Mr. Mielke moved, seconded by Mr. Pollitt, to approve the Executive Session minutes of School Committee #1,307. It was so voted. (Ms. LeGeyt and Mr. Tillett abstained.)

3. Communications:

3A. Mr. Stevens thanked the town of Alford for hosting the meeting. Ms. Ketchen welcomed the School Committee members, on behalf of Mr. Ketchen, Chairman of th e Alford Select Board, explaining that Mr. Ketchen was out of town for the day and was unable to attend the meeting.

Student Representatives: Cody Kern informed the School Committee of a dance that the sophomore class was holding the following evening for grades 7 & 8. He apologized that he needed to excuse himself early, to complete plans for the dance. Mr. Stevens noted that the work of the Student Representatives was very valued by the School Committee. Ms. Spriggs congratulated Cody and the sophomore class for being willing to make changes in their plans in order to attract the middle schoolers. She noted that they had listened to the wishes of their younger peers and responded.

Superintendent Spriggs also thanked Arielle VanDeusen and Emily Hastings, 9^th grade Representatives, for keeping her informed and for attending the meeting.

4A. Discussion: Purpose/Role of School Committee Subcommittees: School Committee members voiced their thoughts and concerns regarding the make-up and operation of School Committee subcommittees. Included in the conversations were the following exchanges:

• Mr. Tillett stated that it seems that often items brought to subcommittee are not forwarded to the full School Committee. Mr. Tillett suggested that perhaps all members of the School Committee could be provided with agendas and minutes of subcommittee meetings in order to keep all informed.
• Mr. Pollitt said that he felt that issues should come to the large group first and then be assigned to subcommittee for study and recommendations, not the other way around. For instance, Mr. Pollitt stated that he thought that the assistant principal positions should have been brought to the full School Committee first and then assigned to a subcommittee. He stated that he felt that the School Committee should direct the subcommittees, not the other way.
• Mr. Mielke stated that it was apparent that some budget requests had not been brought forward to the full School Committee by the finance subcommittee. He said that he would like to see the numbers brought forward and discussed at the regular School Committee meetings in public view.
• Ms. Tomich stated that she was unsure of the purpose and roles of subcommittees.
• Mr. Stevens suggested that the larger School Committee might allow some of the work to happen in smaller subcommittees, with the purpose being to process some of the work and bring the kernels forward to the full Committee. He said that it may be necessary to have standing processes go through subcommittees. Mr. Stevens suggested that setting up the process should go through the Policy Subcommittee and then brought forward.
• Mr. Tillett stated that the subjects to be worked on should be directed by the full School Committee. One problem with subcommittees, he noted, is that a lot of discussion can happen that should be under public scrutiny. People tend to get their information only from the full School Committee.
• Mr. Abelow suggested there were actually two issues: 1) School Committee members are not getting enough information regarding items that go to subcommittees; and 2) information or requests sometimes do not get out of subcommittee. He noted that the assistant principal positions were not a surprise to other Committee members, whether or not the policy subcommittee was the appropriate vehicle for bringing them forward.
• Mr. Abelow further suggested putting the questions back to the Policy Subcommittee to develop a plan for the full School Committee. He also suggested publishing agendas ahead of time for all School Committee members and then having a full report presented in the form of minutes of every subcommittee meeting.
• Ms. Spriggs noted that in reviewing past School Committee meeting minutes, it appeared that the direction was to bring large items through the subcommittees to the full School Committee. She reported that she had consulted with the Massachusetts Association of School Committees, the Massachusetts Association of School Superintendents, and neighboring superintendents on the issue, and it seemed that whatever each school committee was comfortable with was correct.
• Ms. Brown asked how the School Committee would like her to proceed with bus bids, given that in prior years, the finance committee had helped to develop the bid specifications.
• Mr. Mielke suggested asking all administrators to bring specific requests to the School Committee so they can discuss and then send to the specialized subcommittees.
• Mr. Stevens suggested that the Policy Subcommittee might draw up guidelines and then bring them to the full School Committee for approval.

Mr. Tillett then moved to direct the Policy Subcommittee to develop a policy for the utilization of subcommittees. Mr. Abelow seconded the motion.

Mr. Mielke asked that the Policy Subcommittee make the issue a priority.

Mr. Abelow moved to amend the motion to state that the Policy Subcommittee will report back at the next meeting. Mr. Pollitt seconded the amendment, and it was so voted, unanimously.

The Committee then voted unanimously to approve the motion to direct the Policy Subcommittee to develop a policy for the utilization of subcommittees.

Chairman Stevens noted that given the feelings of Committee members, if items should surface in the meantime, they should be brought before the full School Committee.

Mr. Pollitt stated that he felt Ms. Brown's question needed to be discussed.

Following brief discussion, Mr. Pollitt moved to direct the Business Manager to take the transportation contracts to the Finance Committee for discussion. Mr. Abelow seconded the motion, and it was so voted, unanimously.

Mr. Stevens noted a desire to develop a regular schedule for subcommittees other than the Policy and the Buildings & Grounds Subcommittees for discussion at the December 16 School Committee meeting.

5A. Ms. Brown explained a revised budget which showed the revisions, per the Cherry Sheet. She noted that all Unit A, D, and E salaries are now in their proper lines. It was noted that the Capital side reflected the refunding of the bonds. Also, the contingency account is currently at approximately $83,000.

5B. Mr. Stevens reported on the recent meeting of the Policy Subcommittee. He said that the main focus of the meeting was dealing with the attendance policy. It had been agreed that the Policy Subcommittee should work in concert with the school councils. There is a March 1 deadline to submit information in advance of the EQA audit.

Ms. Spriggs added that the Policy Subcommittee was continuing work that had begun two years prior in updating the Policy manuals. She noted that the next section to be taken up will be Section J.

5C. Following a brief discussion regarding the request to set the commencement date for the Class of 2005, Ms. Spriggs withdrew the request in order to gather additional information.

Mr. Abelow left the meeting at 7:51 p.m.

5D. Mr. Mielke moved approval of a request for the girls' basketball team to travel to Cape Cod, December 3 through 5, 2004. Mr. Pollitt seconded the motion, and it was so voted, unanimously.

Ms. LeGeyt moved to approve a request for the middle school French class to travel to Quebec, Canada, January 14 through 17, 2005. Ms. Tomich seconded the motion. Mr. Pollitt advised that Ms. Tomich could not vote, as she is directly involved with the trip. Mr. Mielke asked whether he could vote, given that he contributes heavily to the basketball booster club. (It was the consensus of those present that he could.)

Ms. Tomich withdrew her second.

Mr. Mielke seconded the motion, and it was so voted. (Ms. Tomich abstained, but the motion was declared carried by necessity.)

6. COMMUNICATIONS

6A. Ms. Tomich informed the School Committee that there is a group of parents and community members who want to put lights on the soccer field. She questioned how they should go about requesting approval. Following a brief discussion, Ms. Tomich agreed to ask the group to make a presentation to the full School Committee.

6B. Superintendent Spriggs reviewed the Superintendent's Notes (copy on file with these minutes).

6C. Chairman Stevens acknowledged and welcomed Ms. Mary Ann Weinstein, of Kolburn School.

6D. Arielle VanDeusen informed the Committee that approximately 15-20 students will go to Berkshire School on November 22 to participate in a disaster preparedness drill.

6E. Superintendent Spriggs also reminded the Committee of the evacuation drill scheduled for the Undermountain/Mt. Everett campus on November 22.

Mr. Mielke moved, seconded by Mr. Tillett, to adjourn the meeting at 8:18 p.m. It was so voted.