May 26, 2005 - # 1321 Return to: Archives Page

                                                                                                          

 

  Mt. Everett Regional School

            Sheffield, MA

   May 26, 2005

                           School Committee Meeting #1,321

 

School Committee Members: Mr. Stevens, Mr. Mielke, Mr. Pollitt, Mr. Tillett, Mr. Abelow, Ms. Silvestri, Mr. Witdorchic, Ms. Maggio, Mr. Ronan

          

Administrators:  Ms. Spriggs, Ms. Brown

 

Press:

 

Others:  Mr. Terry Quinn, UniFund Representative; Paul O’Brien, Terri Licata, Michelle Loubert, Bruce Turner, Linda Higgins

 

Student Representatives:  Arielle VanDeusen

 

1.             Chairman Stevens called the meeting to order at 7:00 p.m.

 

2.      Mr. Tillett moved, seconded by Mr. Witdorchic, to approve the minutes of School Committee Meeting #1,320.  It was so voted.

 

3.      Student Representative Arielle VanDeusen reported that the 9th grade class will sponsor a dance for the 8th graders on June 3.  Also, the 9th graders will hold two car washes in July.

 

4.      Mr. Terry Quinn, UniFund Representative, presented the School Committee with an overview of available modules to upgrade the District’s administrative software package, and he described next steps in the implementation process.  Mr. Quinn estimated that the full project implementation would cost $38,000 to $48,000, including the software, full conversion, training and support.  Once the system was upgraded, the District would pay a yearly maintenance fee, which would cover updates to the software, as well as support services.  Mr. O’Brien assured the Committee that the existing equipment would be sufficient to handle the new software system.   

 

Ms. Maggio arrived at 7:10 p.m.

Mr. Mielke arrived at 7:17 p.m.

Mr. Ronan arrived at 7:25 p.m.

 

In response to other questions, Mr. Quinn reported the following:  1) the changeover would take from 60 to 120 days; technical support would include individual as well as group training (the plan would be based on the needs of the District); At least one parallel warrant would be run to make sure the system matches the old one; all information will be archived.  Mr. Quinn will meet with appropriate personnel soon to work out the details of the proposal with Ms. Brown, who will present the details to the School Committee. 

 

Mr. Ronan and Ms. Maggio excused themselves to attend the Egremont Town meeting at 7:48 p.m.

 

Additional discussion ensued and included questions regarding the need to go out to bid for the software.  Ms. Brown stated that she was unsure of the answer because although the amount of money involved would ordinarily demand such action, she felt that it may not be necessary because the software represents an upgrade and not a new service.  Mr. Quinn noted that if a bid was necessary, the package could be purchased from ASAP Software Company, which sells UniFund software off of the state bid list; however, the price would be slightly higher to include ASAP’s charge. 

 

Following additional discussion, Mr. Tillett moved, seconded by Mr. Mielke, to authorize UniFund to develop a proposal.  Mr. Tillett noted that he wishes to see the cost of training the new business manager factored into the proposal, and Mr. Mielke agreed.  The motion was then approved, unanimously. 

 

In further discussion, it was the consensus of those present to ask Ms. Brown to request that representatives from at least one other company (specifically, Munis) give a similar presentation to the School Committee.  It was agreed not to hold up the proposal from UniFund while waiting for the presentation, however.  The Committee also requested that Ms. Brown check into whether or not upgrading the system will require going out to bid, or requesting three quotes. 

 

5A.    The Committee discussed at length the process for the annual evaluation of the Superintendent of Schools. 

 

Ms. Maggio returned to the meeting at 8:30 p.m.

 

Mr. Ronan returned to the meeting at 8:39 p.m.

 

Mr. Mielke moved to set up an executive evaluation subcommittee.  Mr. Tillett seconded the motion.  Following additional discussion, the motion was approved, unanimously.  Mr. Stevens, Mr. Pollitt, Mr. Tillett, and Ms. Maggio agreed to serve on the Subcommittee.  The Subcommittee will meet as soon as possible to review sample instruments, and then develop and circulate an evaluation document.  A composite will be developed and returned to the School Committee members for review, prior to sharing such with the Superintendent and, finally, in public.

 

5B.    The Committee received a copy of a draft of the District Improvement Plan for 2004-05.  Ms. Spriggs explained that she had pulled it together very quickly for the EQA audit team, at their request, and although the team had already gone through it, she wished to share it with the School Committee.  The Plan will be brought back in final form, and Committee approval will be requested at a later date.

 

5C1.  Mr. Ronan and Superintendent Spriggs updated the Committee regarding the South Berkshire Educational Collaborative.  The Committee received a copy of a job description for the next Director.  Ms. Spriggs noted that the Collaborative members seem to have found EQA audits to be a unifying factor.  She also noted savings derived through the members’ sharing of service providers.  Mr. Ronan said that this will be the final year of allowing the SBEC to lie in “limbo”, and a vote to continue or disband is expected before the end of the 2005-06 school year.

 

5C2.  The Committee discussed Policy BCE, Committees of the School Committee.  No consensus was reached regarding a specific number of members to allow on the Finance Subcommittee; rather, the Committee agreed to discuss the issue again in July, prior to reorganization for 2005-06.  The Committee did agree to follow the provisions of the policy regarding distribution of agendas and minutes of subcommittee meetings to all members.

 

5C3.  The report of the Buildings & Grounds Subcommittee was postponed until the June 9 meeting.

 

5C4.  Regarding the auditors’ recommendation to address the lunchroom account deficit, Mr. Witdorchic moved to:  1) make necessary accounting entries to wipe out the current deficit; and 2) that the School Committee make sufficient contingency funds available so that the Business Manager can make appropriate transfers to balance out the account on an annual basis.  Mr. Pollitt seconded the motion.  In response to Committee members’ requests, Ms. Brown and Ms. Spriggs noted that they concurred with the motion.  The motion was then approved, unanimously.

 

         There were no financial updates or transfer requests.

 

 

 

6.       Communications:

 

·         On behalf of the School Committee, Mr. Stevens presented Ms. Higgins with a gift certificate and card in appreciation for assistance to the Committee.

·         Mr. Mielke introduced Ms. Deborah Mielke and explained that it is anticipated that she will be appointed by the Monterey Select Board to succeed him beginning in July.

·         Mr. Ronan suggested that Eagle Feathers be moved to the beginning of the meeting.  The Committee agreed to try that format.

·         Superintendent Spriggs reviewed the May 26 edition of Eagle Feathers (copy on file with these minutes).

·         Mr. Stevens reminded all that the Agricultural Fair will be held on June 2.

·         Mr. Mielke updated the Committee regarding the spring sports teams.  He reported that the softball, baseball, golf, and boys’ tennis teams will all be involved in Western Massachusetts tournaments.

 

On a motion by Mr. Ronan, seconded by Mr. Abelow, the meeting adjourned at 9:41 p.m.