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HomeMy WebLinkAboutSchool Comm. 05/23/2023J Approved 06-06-23 Mansfield School Committee Meeting Minutes for Tuesday, May 23, 2023 RECEIVED 1nPerson&Virtual Meeting using GoToWebinar TOWN CLERKS OFFICE 1013 JUN —I A c� 58 An Open Meeting of the Mansfield School Committee was held in person and virtually on Tuesday, May 23, 2023. The open meeting session was called to order by Superintendent T�erdsWf�)(�'P4F(�.1D 6:34p.m. P�AS,",ACIIUSETTS Members Present: Administration Present: Lynn Cavicchi (Chair*) Teresa Murphy, Superintendent Jenn Walsh (Vice Chair*) Michael Connolly, Assistant Superintendent (Teaching / Learning) Steve Schoonveld Ed Donoghue, Assistant Superintendent (Finance/ Operations) Jenifer Sellon Vivian Webster *Positions voted at this mtg. Members Absent: None All members attended in person; roll call votes are not required. As this was the first meeting with the current board members, Superintendent Murphy announced that the first order of business is to complete the annual reorganization. She asked for nominations for a chair and noted that seconds are not required. Jenn Walsh made a motion to nominate Lynn Cavicchi. Ms. Murphy asked if there were any other nominations. There were none. Discussion: Steve Schoonveld mentioned this was likely his 40th reorg meeting in 12 years and stated it is good time to talk about the role of the chair. The personality of the board tends to be the personality of the chair. He noted that the committee is made up of five individuals who are equal. The chair is a community organizer of five. At times a spokesperson for the committee when they have an opinion. He stated it is a good time to discuss as we take a turn and better engage with the public. He invited others to opine and comment on the role of the chair as well. Lynn Cavicchi noted that the chair serves the committee; tries to keep the agenda moving forward, recognizes strengths of members. Jenifer Sellon felt it was the chair's role to keep the committee together / in -line and work as a group. Jenn Walsh noted that the chair does not have a bigger presence than other members. All votes are equal 20% of the total. Vivian Webster noted that the chair is just one vote out of five. With discussions complete, Superintendent Murphy asked for a roll call vote: Steve Schoonveld aye Vivian Webster aye Lynn Cavicchi aye Jenn Walsh aye Jenifer Sellon aye Lynn Cavicchi voted Chair 5 - 0 and will now preside over the meeting. Page 1 of 8 Approved 06-06-23 Mansfield School Committee Meeting Minutes for Tuesday, May 23, 2023 In Person & Virtual Meeting using GoToWebinar Chair Cavicchi asked if there were any nominations for a Vice Chair. Steve Schoonveld made a motion to nominate himself. Lynn Cavicchi made a motion to nominate Jenn Walsh. Chair Cavicchi asked for discussion of which there was none. Ms. Cavicchi asked for a roll call vote. Jenifer Sellon Jenn Walsh Jenn Walsh Jenn Walsh Steve Schoonveld Steve Schoonveld Vivian Webster Steve Schoonveld Lynn Cavicchi Jenn Walsh Jenn Walsh elected Vice Chair 3- 2. Public Speak: None Communications: One letter received by several staff members of the Qualters Middle School regarding a recent reduction in force. Reorganization of Subcommittees: Chair Cavicchi lead discussion among the board to determine members of subcommittees. The following was determined: Budget: Steve Schoonveld and Lynn Cavicchi Facilities: Jenn Walsh and Vivian Webster (It was noted that the upcoming site survey's will play a big part of this subcommittee during the 2023-24 school year. Policy: Lynn Cavicchi and Jenifer Sellon Town of Mansfield Audit: Jenifer Sellon Town of Mansfield CIP: Jenn Walsh and Steve Schoonveld Town of Mansfield DEI: Vivian Webster Negotiations committees: not needed for the 2023-24 school year. Health and Wellness: Vivian Webster (Vivian volunteered to take on this role. Steve Schoonveld motioned to appoint Vivian to the Health and Wellness Committee. Jenn Walsh seconded. Motion Carries 5 - 0. Administrative Reports: Teresa Murphy: As of the May 12th School Choice deadline we received four applicants for grade 6; eight applicants for grade 9; ten applicants for grade 4. On May 17�h acceptance emails were sent to all families. To date only four families have moved forward with the registration process. Kindergarten registrations continue at a pace of approximately twenty fewer students than last year. Steve Schoonveld asked how we projected the total number. Is it based on resident info? Teresa noted that we estimate based on the average number of applicants we receive over the summer plus the number of registrations received to date. The first ever Teacher Signing event occurred at MHS for those seniors planning to major in education. It was a wonderful ceremony with students, their families, staff and school committee members. It is very motivating to see students wanting to enter this difficult profession. Lynn Page 2 of 8 Approved 06-06-23 Mansfield School Committee Meeting Minutes for Tuesday, May 23, 2023 In Person & Virtual Meeting using GoToWebinar Cavicchi and Jenn Walsh both stated how nice of an event it was. Teresa thanked Stacey Gottfried for initiating and planning this event. The MHS Quiz show team lost on Saturday in the State Championship Finals. Our students had to compete and win in many brackets to get to the finals and are so proud of our students and Ken Barrett, MHS teacher. Jackie Collins, MHS Business teacher was awarded the 2023 Career Compass Award from Knowledge Matters software company for her work with students in the marketing field. Our business department was awarded $5000 and Jackie received a new laptop. Michael Connolly: Last week, several grade 11 and 12 students presented their final Applied Learning Projects for evaluation. This is a year -long, hands on course where students master skills such as communication, problem solving, writing, public speaking and project management. Each student chose a topic to work on throughout the year. The student seeks out a community mentor, completes field work, a research paper, digital portfolio and presents to a team of judges. Some examples were: • Child care assistance working with our CHAMPS program • Photography working with the historical society to showcase "then and now' photos • Photography working with a studio on portraits • Fashion design tied in with marine biology • Mental health of our students working with staff at QMS • CPR working with the Mansfield Fire Department • Spinal health working with a local chiropractor and then discussion the impact of student chairs with administration • Community volunteering with Mansfield Youth Baseball • Developing a clothing brand, working with Grogan-Marciano Sporting Goods. Lynn Cavicchi asked that the district complete a summary report of the projects and possibly setup a webpage so we can showcase their work. Mr. Connolly will look into this. Ed Donoghue: Ed reviewed the FY23 3rd quarter financial numbers. As a refresher, these numbers indicate where we stand with our budget based on spending from July 1 through March 31. We are trending favorably with balance concerns in central office due to the unexpected increased assessment from Bristol County Agricultural School. Facilities has exceeded its budget due to the spike in utilities. The district has finally received expected funds of $298,000 from Bristol County. There is a large balance in special education funds primarily due to us paying ahead for some tuitions last year. We intend to do the same thing for next year. Questions/Answers: Steve Schoonveld: Will the Bristol County amount be used to offset the salary and wage cost center? Ed: Yes. Do we have enough money to get through the end of the year? Ed: Yes. Will we prepay tuitions as much as possible? Ed: We hope to prepay close to $1 million. When do we determine how much and when we will return money to the town? Ed works closely with Deb Scott who tracks all line items, spending and encumbrances to determine what is available. This amount will be may be available at the end of June. Lynn Cavicchi noted that each individual school has funds available to spend at the end of the year because we start our year very conservatively. Ed noted that each school holds back 5% of our Page 3 of 8 Approved 06-06-23 Mansfield School Committee Meeting Minutes for Tuesday, May 23, 2023 In Person & Virtual Meeting using GoToWebinar budget line items. Now that we are in the 4th quarter we start to release some of those funds. Schools are directed to make purchases for items needed at the end of the year. Approval of Warrants: Motion to approve the warrant memo dated OS-11-23 by Jenn Walsh / Jenifer Sellon Motion Carries 5 - 0 Goods & Salary & Goods & Salary & Services Wages Services Wages 23040S 2023-21 230042S 2023-20 414123 4/14123 4118123 4128123 General Fund 373,349.36 1,736,744.10 542,831.54 1,695,726.52 Medicare - 2,465.60 - 2,465.60 Capital 6,810.00 - 21,888.07 - Revolving 7,984.27 41,428.79 5,038.13 23,504.84 Food Service 57,876.87 28,224.65 55,776.12 19,791.61 Gifts 624.31 - 88.95 - Student Activity - - - - Grants 1,868.25 57,080.36 18,819.11 59,884.84 Prior Year 11,540.00 - 5,362.64 - $ 8 E 460,053.06 $1,865,943.60 649,804.56 1,801,373.41 Aonroval of Minutes: Date 1st 2nd Discuss Vote Roll Call /comments Y N Open Meeting04-25-23 Jenn Jenifer None 4-0-1 Steve Schoonveld abstained having Walsh Sellon not reviewed the minutes. Open Meeting 05-02-23 Jenn Jenifer None 4-0-1 Steve Schoonveld abstained having Walsh Sellon not reviewed the minutes. Exec Session OS-02-23 Jenn Jenifer None 4-0-1 Steve Schoonveld abstained having Walsh Sellon not reviewed the minutes. Gifts: None Old Business: None New Business: Review of MHS Performing Arts Events for 2023-24. Presenters: Sheila Newton, Justin De]oy and Gail Columbo. The performing arts staff reviewed the cost associated with activities most likely to occur during the 23-24 school year. The events were broken down into groups (Band/Color Guard; choir; Dance; Orchestra and Theater. Due to the desire for the performing arts department to go to Disney in April of 2024, several activities were Page 4 of 8 Approved 06-06-23 Mansfield School Committee Meeting Minutes for Tuesday, May 23, 2023 In Person & Virtual Meeting using GoToWebinar removed or scaled back. For example, there will not be a trip to Dayton, OH or NYC and the MetLife Stadium trip will be one overnight rather than two. Justin noted that 60% of our in -school concert band also participate in Marching Band or Percussion while 40% participate in Color Guard. Lynn Cavicchi asked if the noted costs already take into consideration amounts subsidized by the band parents. Justin noted that they do. Steve Schoonveld asked what the average cost per student per year would be. Justin noted that it is difficult to pinpoint since the combinations of activities as well as the level of involvement in fundraising varies by student. Teresa noted that the dollar amounts indicate family commitment levels. Gail Colombo reviewed the orchestra events. Jenifer Sellon asked if students perform at events like the Bruins game? Yes, students perform at almost every event they attend. Lynn asked if we still have an after -school choir. Yes, we do. Jenn Walsh asked how many performing arts fees are paid per year for theater students. Typically, students will pay per production so twice per year. Steve Schoonveld asked how much comes out of our budget and what the expected out of pocket costs would annually be for a performing arts student. Justin noted that the average family would pay $600 per student per year after fundraising. This does not include Disney. Teresa noted that the District typically does not budget for most of these events as they are paid for by student activity accounts, Band Parents Association and families. Are families informed of these costs up front? Yes, and then again as we focus on each activity. He asked if there are other items not on these lists that are free. Yes, there are 7 - 8 competitions or events that are free. Lynn Cavicchi noted that it is a very nuanced distinction between courses for credits where there may be some costs associated with our budget and after school activities which are considered extracurricular. She thanked the Performing Arts team for putting this together recognizing that forecasting out is difficult. Justin noted that concert band CP is day/in class only. Students who also participate in Marching Band are considered concert band honors class. Vivian Webster asked for some additional information on fundraising efforts. Justin and Gail noted the following: calendar raffle, Krispy Kreme donut sales, Gillette Stadium volunteer booth, hypnotist night, cookie dough sales, ticket concession sales to home show, concerts and theater programs. Consideration of MHS Performing Arts field trip to Disney (FL). Having reviewed the high-level plans for the school year, Teresa Murphy introduced the Performing Arts field trip for April of 2024. She supports this trip having made the trip herself as a high school student in color guard. Sheila Newton reviewed the proposal with the committee. The trip will take place during April vacation of 2024. Various groups of performing arts students (Band, Choir, Orchestra, Dance, Color Guard, Theater and Theater tech will attend.) The band and color guard will participate in one of Disney's daily parades. The Orchestra will attend a workshop and perform in front of judges. The choir, theater and crew will audition for and hope to perform as part of one of the many cabarets. Additionally, students will choose one of three workshops to attend: Soundtrack Sessions for Instruments; Disney Broadway Magic; Science & Technology of Disney Parks. Page 5 of 8 Approved 06-06-23 Mansfield School Committee Meeting Minutes for Tuesday, May 23, 2023 In Person & Virtual Meeting using GoToWebinar Questions/Answers Lynn Cavicchi: When the Orchestra performs at Disney is it just the Mansfield group or do they participate in a larger ensemble? Gail: it is just our group; we need a minimum of 20 performers. We expect to meet this but in case we do not, members of our percussion group will step in. Students will prepare a number and then perform in front of a panel who will critique their performance. Jenifer Sellon: How many chaperones are attending the trip? Sheila: The cost of 8 chaperones is built into the trip cost. This will cover 2 truck drivers, 4 directors and 2 parent volunteers. An additional 4 chaperones will attend per ratio requirements. They will pay at a discounted rate. Vivian Webster: She had a similar experience as a drummer in high school and is very supportive of this trip. Steve Schoonveld asked for details on the cancellation policy. What happens if an individual cancels? Sheila noted that there is a $75 non-refundable deposit but is not clear on various refund amounts based on any kind of timeline. She will notify parents that the district is not responsible for any refunds to parents. Do families pay a lump sum or over a time period? Sheila: over a time period. Lynn Cavicchi: Are you working with a tour company? Sheila: Yes. Who contracts with the tour company, the district or each student? Sheila: Students pay directly to the tour company. The tour guide will be with us the entire time. Who books the flights? Sheila: The tour guide. How do fundraising efforts get factored in? Sheila: The tour company sets up accounts with students. The Band Parents and students can pay into these accounts. Did we look into liability insurance for the trucks? This would need to cover the drivers and contents of the truck. At a minimum the instruments, costumes, etc. will be on the truck. There is some discussion that student luggage will also be on the truck. Teresa added that we have done this for other trips such as the golf trip to Florida. Jenn Walsh believe that the band parents association's insurance will cover the truck, driver, equipment and contents. Lynn asked if someone could clarify exactly what the coverage entails. Sheila Newton noted that the luggage does not have to go on the truck. It was a recommendation by the tour guide to save on baggage fees. Jenn Walsh noted that the group may need to look into a bigger truck. Lynn recommended that we get clarity on these details. It is a complicated mix of the tour company, airlines, Disney, students, District and Band Parents. Who takes care of what and how is insurance covered is important noting that everyone is always happy with these field trips until they are not. Lynn asked about nursing coverage given that over 100 students are travelling. Teresa noted that nursing has been resolved but citing student privacy could not go into all of the details. Lynn also asked for a timeline of payments and refunds. Jenn Walsh noted that the World Travel club did something similar for their trips. Sheila Newton will discuss payments, refunds and insurance (coverage and cost) with the tour director. What is the deadline to get back to the tour guide? Sheila noted that air travel is typically priced and booked 300 days out which would be coming up in June. She would really like to start the detailed planning before students leave for the summer. Page 6 of 8 Approved 06-06-23 Mansfield School Committee Meeting Minutes for Tuesday, May 23, 2023 In Person & Virtual Meeting using GoToWebinar Lynn also expressed the need to set parent expectations that a trip this size would happen only every 3 - 4 years allowing high school students to make the trip once. Steve Schoonveld asked if we have experience with this tour company. Sheila noted that we have travelled to NYC with them. Chair Cavicchi recommended that no motion is made tonight. The next meeting will be held on June 6, 2023. School Committee Business: Discussion on upcoming meeting dates. The next meeting is June 6ch which will include recognition for retirees. School Improvement Plans will be reviewed June 13th. Lynn asked the committee to send vacation dates to Diane Nugent for summer meeting planning. Steve noted that we need to add approval of town meeting warrant articles to an upcoming agenda. Discussion held as to whether all articles are voted upon or just those related to the schools. Steve suggested adding all articles to the agenda and then discuss which should be voted on. Lynn noted that past practice dictated we only voted on school related items. No final decision made. District will watch for the release of the article list. Other- Items not anticipated by the Chair 48 hours prior to this meeting: None Documents Referenced: List of Sub Committees Letter from QMS staff YTD Financial Report Q3 Warrant 2023-2024 Performing Arts activities Disney Field Trip Motion to adjourn: At 8:23 p.m., Lynn Cavicchi asked for a motion to adjourn to enter executive session Under Exception No. 3. To discuss strategy with respect to collective bargaining or litigation if an open meeting may have a detrimental effect on the bargaining or litigating position of the public body and the chair so declares to discuss negotiations for Mansfield Educators and Special Education Bus Drivers Motion to enter executive session, not to return to open session by Steve Schoonveld and Jenn Walsh. Steve Schoonveld aye Vivian Webster aye Lynn Cavicchi aye Jenn Walsh aye Jenifer Sellon aye Motion carries 5-0 Page 7 of 8 Approved 06-06-23 Mansfield School Committee Meeting Minutes for Tuesday, May 23, 2023 In Person & Virtual Meeting using GoToWebinar Respectfully Submitted, Diane Nugent, Administrative Assistant to Superintendent & School Committee Page 8 of 8