Regular Meeting of the Board of Trustees
January 3, 2008
Minutes
In attendance:
Kay O’Dwyer, Cynthia Canavan, John Sullivan, John McEnaney, Cathy Vaucher, Pam Wheaton Shorr, Emil Ronchi, Robert Sousa, Christopher Fauci, Nina Cullen-Hamzeh Ms Cullen Hamzeh arrived at 7:15 Dr. Sullivan departed at 7:30.
Also in attendance, Dr. Albert F. Argenziano, Interim Managing Director
Location: Mr. Cronin's 7th Grade Classroom at the
The Chair, Ms Kay O’Dwyer opened the meeting at 7:05 P.M. She began calling for public comment, and noting that there were no individuals wanting to address the Board for public comment at this time.
Decision: Mr. McEnaney moved and Mr. Sousa seconded a motion to approve the minutes of the December 6 Regular Meeting of the Board of Trustees.
Yeas: 7 Nays: 0 Abstain 1 Mr. Fauci did not vote Motion Passes
Decision: Mr. McEnaney moved and Ms. Canavan seconded a motion to approve the minutes of the October 11 Executive Session of the Board of Trustees.
Yeas: 8 Nays: 0 Abstain 0 Mr. Fauci did not vote Motion Passes
The Chair recognized Dr. Sullivan, Treasurer, to provide a Financial Committee update. Mr. Sullivan shared his report, a copy of which is attached. He stated that there was very good news to report. He reminded the board of our initial target of $240,000 savings and revenue for the year to manage our cash flow for next year. He reported that given our additional students, and cost savings, we have reduced that number to approximately only $28,000 remaining to reach that target. He commended the administration for a remarkable recovery from where we were at in the beginning of the year. Additionally, he felt that remaining $28,000 gap could be made up by utilizing the school for revenue enhancing activities held during the February and April vacations, which he and Dr. Argenziano would be reviewing with the Finance Committee at its next meeting, January 7, 2008.
He went on to report that they have begun the process of budget FY 09, and that the approach will be a service funding approach – that is, estimating an expected number of students, and funding services only to those levels. This is in contrast to the level funding approach used in the past. He said that the draft budget would be presented to the Finance Committee at its February meeting, and after that to the Board of Trustees.
Dr. Sullivan also highlighted that he attached the Audit Report (attached) and noted that there were no significant issues identified for concern in the auditor’s report.
Action Item – In accordance with Financial Committee Policies, the Finance Committee will identify and select a new auditor prior to the conducting the next audit.
Action Item – The audit will be completed and be submitted in a timely fashion for board review and acceptance prior to January 1st each year.
Ms Shorr asked what the primary concerns for the coming financial picture were. Dr. Sullivan reported that the biggest concerns were the lack of flexibility in the anticipated budget, and a need to begin to restore the balances of our cash reserves.
Decision: Mr. McEnaney moved and Ms Vaucher seconded that the Board acknowledge receipt of the Draft Audit for FY 07, and acknowledge that it has not yet been adopted by the Board of Trustees.
Yeas: 9 Nays: 0 Abstain 0 Mr. Fauci did not vote Motion Passes
Ms O’Dwyer recognized Ms Cullen Hamzeh, Interim Academic Director, who provided her report, a copy of which is attached. As part of her report, Ms Cullen Hamzeh also provided this month’s Classroom Commentaries, which is included in the attached report.
Ms O’Dwyer recognized Dr. Argenziano, Interim Managing Director for his report. Dr. Argenziano shared his report as well, which is attached.
The Chair recognized Ms Vaucher, Chair of the Governance Committee for her report.
Ms Vaucher began her report by noting that there was one follow on tasks as a result of November’s motion regarding the staggering of trustee terms.
Decision: Ms. Vaucher moved and Mr. Sousa seconded that the Board reappoint Ms. Pamela Wheaton Shorr as a Class A trustee, to fill a three year term commencing at the close of the January 2008 Regular Meeting of the Board of Trustees, and expiring at the close of the January 2011 Regular Meeting of the Board of Trustees.
Yeas: 7 Nays: 0 Abstain 0 Ms Shorr recused herself Mr. Fauci did not vote Motion Passes
Ms. Vaucher reminded the Board that Governance has begun its review of the Charter, and will be presenting more specifics at future meetings. She urged each Trustee to read the Charter themselves in order to familiarize themselves with the document and the potential areas for update.
Ms. Vaucher updated the Board on Mr. Fauci’s appointment to the Board, having heard from the State Ethics Commission. She reported that the Ethics Commission and the Charter Office of the Department of Education have different opinions on the ability of the Teachers to serve on Charter School Boards of Trustees. She noted that we are the only charter school that is required to seek Ethics Commission approval for our teachers to serve on our Board of Trustees. The Governance Committee is committed to working through these issues because we have a strong commitment to having teachers represented on our Board of Trustees
Ms O’Dwyer recognized Ms Shorr for a Personnel Committee updated. Ms Shorr reported that she and Ms Vaucher met with the Faculty, at their request, to discuss the various leadership models that the Personnel Committee is considering. She reported that there was a lot a concern initially about changing something that was working well now. Ms Shorr said that the faculty liked the model that was currently in place after the turmoil of the past, and felt that in order to maintain continuity; there was no compelling need to change the format at this point. The faculty also had many concerns that there had been no assessment of what was in place now, so it was difficult to be looking towards a new model. Ms Shorr reported that based on the faculty’s feedback, she suggested that we continue for the next school year, the model that we have, understand how we want to assess that model, and more fully explore what model we wanted as a School for the long term. Mr. McEnaney noted that Ms Shorr may want to work with Ms Kathy Cormier of the Community Relations Committee to help shape communications in advance of the Stakeholders Meeting.
The Chair recognized Mr. McEnaney for an update from the Community Relations Committee. Mr. McEnaney provided an update on the planning for the Stakeholder’s meeting. He thanked the Chair for organizing the Board to arrange a date, and that the Stakeholder’s meeting would be held on January 31, 2008. He said that we were still in the process of identifying a moderator, but was confident we would have one within the week or so. He also noted that the committee would begin an aggressive marketing and information campaign this week for the Stakeholders meeting, which included several different communications to stake holders a week between now an the event. Mr. McEnaney also noted that he has heard from at least one additional community member interested in joining the committee and that he would be asking the Chair for a formal appointment next month after our committee has met and discussed this as a committee first.
Ms. O’Dwyer recognized Mr. Ronchi who provided a Foundation Report. He noted that the Foundation is growing in both its membership and its sophistication. He reported that the Board and School need to be aware that not all Foundation funds are unconditionally available to the School for its uses. Any grant of funds from the Foundation to the School need to be voted on by the Foundation Trustees and may or may not have conditions for the funds use attached.
Ms. O’Dwyer reported that she would be attending the PTO meeting on Tuesday, January 8, 2008 and invited other Trustees to attend to help inform the PTO about the importance of the Stakeholders meeting.
Ms O’Dwyer asked that Trustees look at the draft Goals documents that she had previously forwarded to the Board, but she does not intend to hold another Retreat Session this month to formally refine them as a group.
Ms Vaucher encouraged Trustees to forward to the Governance Committee any potential Trustees candidates so that we can continue to have an ongoing and viable Board of Trustees.
Mr. McEnaney asked Dr. Argenziano about his political assessment of a selection of a new Commissioner of Education on the
Mr. Ronchi moved and Ms Shorr seconded a motion to adjourn the meeting.
Yeas: 8 Nays: 0 Abstain 0 Mr. Fauci did not vote Motion Passes
The Chair adjourned the meeting at 9:55
Respectfully Submitted
John T. McEnaney
Clerk
January 3, 2008
Financial Report to the MCCPS Board of Trustees
John D. Sullivan, Ph.D.
Treasurer & Trustee
The school has made a major improvement in its financial condition since the first of the year.
The driving force behind this turnaround has been a direct result of the efforts of the faculty, staff, and community.
Notably, the enrollment has steadily increased from 192 in since September leaving us with 212 current students. We have improved our revenue by approximately $138,729.
The auction was also a great success adding approximately $29,000 to the school's coffers.
On the expense side, the administration has done a good job managing line item costs. Several of these were reduced in areas that would not impact the quality of the classroom. Personnel has been maintained at its current levels with no increases or deductions planned.
A revised budget reflects revenue of $2.045 million with an expense structure for slightly less than full-capacity. On an income statement basis for the revised budget, the school will reflect a loss of approximately $303 thousand.
Commentary
On an income statement basis, the school can be maintained through the fiscal 2007/2008 year. On a cash flow basis, the school is at a break-even point for fiscal 2008/2009. We need to find approximately $5,200 in revenue or savings.
Dr. Al and Nina have made significant improvements in the sources of revenue, primarily through the recruitment of new students to the school. Dr. Al met with the Finance Committee and outlined a general plan that calls for new avenues for revenue. While the details of the plan are not currently ready for disclosure from the Treasurer, the plan is creative. In addition, $15 thousand in non-personnel line item expenses have been targeted for reductions.
The request from the board was to find $240,000 in revenue or savings. In the last month, through revenue and some cuts in expenses, this amount has been reduced from $54,568 to $28,767.
Ultimately, if we can fix the financial problems facing the school currently, I would like to explore possible restructuring with Dr. Al for the Fiscal 2008/2009 budget with the idea of using a pool of dollars saved to improve equity of longer serving teachers at the school. It is ultimately less expensive to reward our high performing teachers than to recruit new personnel.
The audit has also been included in this report. Some of the recommendations are expected and the auditors have noted that these recommendations are in the process of being addressed.
Recommendation
We need to find approximately $28, thousand in net savings or revenue in the budget to ensure financial viability for next year.
No line item expenditure should exceed its current budget.
A service funded budget needs to be created for fiscal 2008/2009. This would be submitted by Dr. Al and Jeff Barry for the February FinCom meeting.
Jeff Barry will create an expense report that will match the budget.
I would like to propose that the current budget be approved by the board.
Report of the Interim Academic Director, January 3 2008
Personnel:
Bill Idell has resigned his position as Nutrition Director due to his increasing responsibilities as an instructor in the
Nina Cullen-Hamzeh was accepted into
Kudos to Mr. Stonecipher for his development and implementation of a New Student Orientation Procedure. This procedure includes a conversation/interview with the child (and parent when possible), academic assessments, enrollment in Enrichment activities, etc. His efforts have provided valuable information to the teachers and has eased the transition of new students.
Facility:
Over the vacation the round tables and some walls were re-painted. Thanks to the Mackay family for the recent donation of 4 gallons of paint and for the time they spent helping over the vacation. No money has been spent on paint so far, because we're using what we have creatively. Donations of latex wall paint are welcome.
We have resorted to locking the dumpsters and our storage area beside Charter Hall, because someone has been filling our dumpster.
A new security code has been applied to our alarm system.
There's a leak in the Community Room ceiling that will cost about $4,000 to fix. The leak in the 5th grade ceiling was caused by a leak in roof above the Sound Down storage area (located above Mrs. Perry's classroom). The cost/responsibility for this repair has yet to be determined.
Enrollment:
211 total
4th Grade - 47
5th Grade - 50
6th Grade - 42
7th Grade - 37
8th Grade - 33
- Thursday, January 10th from 6:30 - 8:00
Open Houses (parents & students)
- Saturdays, January 19th and February 9th from 12:00-2:00
- applications being accepted for 2008-2009 through 2/15
Fundraising:
The Holiday Craft Fair in December was lovely but not very well attended. It will be scheduled during the Christmas Walk next year to take advantage of the trolley service. -
Upcoming: The Jazz Cafe/Winter Social is scheduled for Friday, February 8th.
The response to the new CUE report has been overwhelmingly positive. Both parents and teachers have stated that they are very pleased with the changes that were implemented. One parent's comment: "WOW! That is an incredibly detailed and comprehensive performance assessment of my student...! can only imagine the amount of work it takes to produce it, so thank you. It's much more valuable to me than a standard A/B/C report card."
Accountability Plan
The new MCCPS Accountability Plan for 2007-2010 is data driven. It will be used to report to the DOE regarding progress toward our goals. Much of the necessary data can be collected from the CUE database, and the MCAS and NWEA reports. Some aspects of the old annual report format will be included as additional information in order to provide a fuller picture of who we are as a school. It is due on August 1,2008.
Student Parent Handbook
Now available on line - thanks to Pam Shorr for the help in restructuring/content suggestions
NAEP Test for 9 year olds
January 29th
Extended Day Program
This has been well-received and greatly appreciated by parents. Two more extended days will be offered this term, next Wednesday, January 9 and on Wednesday, February 6. A notice has been posted to the website and an email reminder will be sent out.
Basketball is off to a great start. They will be competing in the Mass
A bus has been booked for a school-wide night-time ski trip on Thursday, Jan 31". The bus will leave school at 2:30 for Pat's Peak in
8th graders are off and running with their 25-hour community-based service projects. Students are volunteering at Campfire
Fourth grade will be working individually and then in groups to create regional flags for the
Sixth grade is beginning a mobile project. They have studied the work of Alexander Calder the inventor of the
For December, the Humanities department determined common factors addressed on all grade level MCAS tests, with a focus on main ideas and supporting details in multiple choice and open response questions. We developed a multi-grade level activity using question types and categories (Main Idea and Detail) to be used a group activity in classrooms.
For January, I just sent out Humanities meeting agendas for the next three meetings, which will pretty much sum up what we will be doing.
Next meeting, 1/2/07 : discuss written monthly curriculum goals for MCAS-oriented support and initiate week by week strategies and activities planned in Teachers Corners lessons. Determine individual students who could benefit from additional support and strategies for supplying that support.
Meeting 1/18/07: Share samples of student writing (exemplary, adequate, needs improvement) from a planned lesson. Discuss strategies for assessing writing assignments. Share recently used or planned rubrics for writing assessments.
Community Partnership Coordinator - Deb Galiel
The Winter Enrichment program is in its 4th week and students are engaged in over 75 activities. A total of 22 Eighth grade students have contributed to the program this Term, offering 8 different Enrichments, including: Garage Band, Fun Winter Sports, "Dance, Dance Revolution" and Jeopardy Game Show.
Many, many thanks to all the parents who continue to volunteer their time and energy instructing students in the "Saving the World Enrichment". This program not only educates our students about recycling and environmental awareness, but also assists our Nutrition Department with much needed help in the daily kitchen duties. Many other dedicated parents and faculty offer the most innovative and creative classes for students.
Thanks to Kathy Cormier, Heather Martin, Suzanne Wright and students, the Happy Ducky Store had a successful Holiday Sale before the
One of our biggest challenges right now is hosting smaller, individual/one-time rentals. Our insurance carrier just informed us that ALL renters are required to provide their own liability insurance. We are researching this and discussing potential solutions.
I want to thank members of the Board for giving me the opportunity to serve the
This month, I have met with John McGinn, Marblehead Town Accountant and at a second meeting, provided John with a tour of our school and set up a meeting for he and Jeff Barry to set up a relationship that should take place on a regular basis.
Our standard monthly get together took place on December 12, 2007. At that time Tony Sasso, Marblehead Town Manager, Dr. Paul Dulac, Superintendent of Schools and myself met to discuss mutual issues and concerns. These type of meetings assist us in having positive relations with the town.
December 12, 17, 2007, two meetings were held with nine parents to discuss the feasibility of having a pre kindergarten as the potential feeder program to a kindergarten program. As we establish a Dashboard of issues, including, regionalization, change to grade structure, increasing enrollment and opening our school more for the community, more of these meetings are necessary.
December 12, 2007, a meeting was held with the staff to discuss future leadership models for our school. Three members of the trustees were present. I have attached a Leadership Profile Assessment form that I have used to gather information at numerous focus groups regarding leadership searches conducted for schools.
Monday, December 17, 2007, I was able to secure use of the Marblehead Recreation for a home game for our basketball team. Present conditions of our Gymnasium floor does not allow us to have home games.
Under separate cover, I sent each member information on legislation as it pertains to Charter Schools.
In closing, I wish each member a restful, relaxing holiday break. Also, I feel 2008 will better year for all members of the MCCPS family.
LEADERSHIP PROFILE ASESSMENT
Your response to the following questions will help the Board develop a profile of leadership qualities for the new Head of School.
PLEASE CIRCLE THE GROUP YOU REPRESENT:
Administrator Board Community Faculty Parent Student Support Staff
1. What do you consider to be two or three most significant strengths of the School?
2. What do you consider to be the two or three most important challenges or issues facing this school?
3. Please share two or three characteristics, which you would like to see in the new Head of School?
4. Based on your perceptions of the needs of the district, please rank the following characteristics/skills in order of importance from 1-14 with 1 being the most important.
______Ability and willingness to deal directly and fairly with faculty, staff, students
______Accountable, and holds everyone in the organization accountable for his/her respective area of responsibility.
______Awareness of instructional and administrative applications of technology
______Belief in data based decision-making that focuses on the individual needs of students
______Collaborative
______Decisive
______Effective communication skills: verbal, written and listening
______Experience as a Head of School
______Experience in a multi-cultural environment
______Fiscal management expertise
______Knowledge of emerging research and best-practice in the area of curriculum/instructional design and implementation
______Organizational/management skills
______Personal interest and involvement in the community
______Understands the respective, yet complementary, roles of the Board
5. Please share any additional thoughts below or on an additional sheet of paper:
PREPARED FOR BOARD OF TRUSTEES BY Dr. Albert F. Argenziano
LEADERSHIP MODEL 2007-2008
Restore public trust, confidence and respect in the Board of Trustees and the school.
Student needs are our number one priority.
Retain quality staff and introduce support for professional development.
A culture of professionalism has been created with the Board of Trustees.
Support an education model that serves the full spectrum of students.
Develop a sustainable budget that restores needed educational services, and provides for new program development, and has the full support of the Board of Trustees.
Continue to meet with officials of towns represented to restore credibility and trust.
Decision on Grade Structure, Present 4 thru 8 with an expansion to three sections per grade or future K thru 8 by adding a grade level per year.
Approve a sustainable budget for FY 09
Continue restoration of public trust in Board of Trustees and the school.
Trustee development (so that citizens and stakeholders will want to serve).
Support new programs ( more Science and Technology).
Support an educational model based on what is best for our students.
Support non traditional students.
Develop a three year fiscal plan for FY 09,010,011
Retain highly effective teachers and administrators.
