Note: These proposed minutes should be considered preliminary until they are approved
by the board at a future meeting.
WINDHAM SOUTHEAST SCHOOL DISTRICT (WSESD) BOARD
TUESDAY AUGUST 27, 2024
REGULAR BOARD MEETING – 6 PM
CUSICK CONFERENCE ROOM, WRCC, BRATTLEBORO
DRAFT MINUTES
Summary
● Two Board members will join the Collective Bargaining team for the upcoming negotiations this year.
● The Board will review the policies to formally identify those that require a report to the Board.
● The Board voted to approve the 24-25 Calendar of Presentations to the Board.
● The Board will review and discuss the CIP goals following the Summit on (sic)
Present
Shaun Murphy (SM), Anne Beekman (AB), Deborah Stanford (DS), Matt Schibley (MS), Kim Price (KP), Colleen Savage (CS) {remote}, Ruby McAdoo (RM), Tim Maciel (TM), Brian Remer (BR), Thea Wepaloki
Absent
Eva Nolan (EN)
WSESD staff and administration present
Mark Speno, Frank Rucker, Julianne Eagan, Brandy Levesque, Jhon Gagnon, Kate Margaitis, Keith Lyman, Mary Kaufmann, Hannah Parker.
Others present in person
BCTV, Martha Noyes, Eileen Hayes Arama
Others present Virtually
Kerry Amidon, Chris Mays, Liz Adams, John’s Iphone, Kelly Young
AGENDA
I. Call to Order
DS CALLED THE WSESD BOARD MEETING TO ORDER AT 6:02 PM
A statement was read regarding the hybrid meeting model being utilized at this meeting.
– If appropriate, every agenda item is subject to Potential Action.
– If any Board Member feels that an item on the Consent Agenda warrants discussion, that item will be removed from the Consent Agenda and will be set aside for discussion. In this way the Consent Agenda will be approved in one motion. That request should be made now, or before the vote on the Consent Agenda.
– Amendments to the Agenda
Minutes from 8/13/24 needs to be updated to reflect:
Nancy Wiese (update name)
Keith Lyman sent out the survey, not Richard Levy
II. Student Matters
No matters were brought forth at this time.
III. Public Comment on Non-Agenda Items
This is a time for the Board to listen and to take notes. It is not a time for the Board to respond to comments or to engage in dialogue with the public. If appropriate – the Board and Administration will work on next steps.
Martha Noyes, Brattleboro resident, asked to have the Board and committees to consider where the school budget could be cut or reduced. See attached written statement.
Eileen Hayes Arama, WSESD social worker, read a statement asking how we are approaching Diversity in our district, specifically inquiring about what the district is doing related to antisemitism. Eileen Hayes Arama noted data related to the rise in antisemitism as well as other antisemitism related statistics.
IV. Board Matters
A.Leadership Council Updates
KP shared that Jon Sessions will be hosting a public meeting to envision the work of the school related to the CIP goals for the 2024-25 school year on 9/11/24 at the Putney Library at 6:30 pm. All are welcome to attend.
Liz Adams, Putney resident, noted that this meeting being hosted by John Sessions is in part a way to connect him with the broader community. Since the merger of the district, there have been fewer opportunities to foster connection between the school and the broader community.
The BUHS LC will be meeting next Tuesday.
B.Board Sub-Committees
The Finance Committee met at 5 pm this evening. The result of the fiscal report from FY24 was favorable. SM recognized the work of Frank Rucker and his team.
C.VSBA Conference 10/24-10/25
Register individually via VSBA website – Deadline 9/13. If you plan to attend, notify Mo Hart (copy D. Stanford) so that all hotel arrangements are made through the Central Office for billing purposes.
D.Collective Bargaining Process
It is a renegotiation year, and upon conferring with legal counsel, it is recommended that representation from all three boards be a part of the Collective Bargaining Process.
RM, KP stepped forward to be involved in the negotiation committee.
E.Policies that mandate reports to the Board
With the many policies (100+), there is an effort to identify those that require reporting to the Board. MS, CS, KP and RM have agreed to review all policies.
F. Proposed Calendar of Presentations for 2024-25
1)Calendar of Presentations
Following the Board/Admin retreat this past June, the Administrative portion of the Board meetings will take on a new format. A proposed calendar has been drafted and is being presented. On the proposed calendar of presentations, the first meeting of the month has an identified presentation topic and then a proposed essential question. The second meeting of the month will have the Administration’s Report to the Board.
Mr. Speno also reviewed the concept of three Summits. The first meeting will be on 9/10/24.
Following a time of eating and connection, the formal meeting will begin at 6 pm. The essential questions for this Summit will be related to the CIP and graduation rates. Subsequent Summits will be held mid year and end of year. Mr. Speno shared his excitement about the innovative approach these Summits would offer to the district and the Boards. The idea is to celebrate successes and also dig deeper into areas where growth is needed.
Following a period of discussion about the presented calendar, a motion was made.
SM MOTIONED THAT THE WSESD BOARD WORK COLLABORATIVE WITH THE ADMINISTRATION TO IMPLEMENT THE 24-25 CALENDAR EVERGREEN DOCUMENT AS PRESENTED. MOTION WAS SECONDED.
Discussion about the calendar, the development of CIP goals, and the thoughts around this process ensued.
RM CALLED THE QUESTION. CALL WAS SECONDED.
AYE NAY ABST
AB X
TM X
RM X
SM X
KP X
BR X
CS X
MS X
DS X
Total 7 2 0
VOTE ON THE MOTION BY SM WAS TAKEN
AYE NAY ABST
AB X
TM X
RM X
SM X
KP X
BR X
CS X
MS X
DS X
Total 8 1 0
MOTION PASSED 8-1
Discussion regarding summits and if those replace the WSESD regular meetings. DS noted that the board can utilize special meetings as needed to address any board business.
Discussion regarding logistics of the summit, including catering, space and what would be conducted during various portions of the summit.
Entered break at 7:40
Rose from break at 7:50
2) Policy G8 Continuous Improvement Plan
A discussion was held about the CIP goal setting process, and presentation of them to the Board.
TM MADE A MOTION THAT THE WSESD BOARD TO VOTE ON THE CIP GOALS FOR THE
DISTRICT ON 9/24/24. MOTION WAS SECONDED.
Following the Summit, and goals are being presented clearly, RM observed that an opportunity for a vote may be able to occur at 9/10/24. TM requested that there be two weeks to consider before voting.
VOTE WAS CALLED. MOTION PASSED UNANIMOUSLY.
G.Other Business
No other business was brought before the board.
V. Administrative Report
– Update on Beginning of the school year
New Hire Orientation was held 8/21 and 8/22/24. Initial feedback has positive and professional. There is a survey currently open to gather feedback. Results will be shared with the Board . First day of school is tomorrow, 8/28/24. The Admin team meets every Tuesday, today was the first meeting of the year. The Special Education department formally met today as well. Systems across the district are beginning to engage. Academic Support Team meetings are also starting up to ensure that supports are getting established. The MLSS coordinators will be meeting on a regular monthly basis. All of these efforts will be working to address the CIP goals.
– Hires, Resignations, Retirements
Annette Wilson, Social Worker is being presented to meet the vacancy due to maternity leave until mid January. Ms. Wilson is a former educator at Dummerston School and has had a variety of other experiences that will be valuable for her to step into this position.
SM MOVED TO APPROVE THE HIRING OF ANETTE WILSON. MOTION SECONDED.
VOTE WAS CALLED. VOTE PASSED UNANIMOUSLY.
VI. Fiscal Report
End-of-Year Fiscal Audit
Frank Rucker shared the overview of the FY24 general ledger outlining the financial state of the district as of 6/30/24. There are amendments to the original budget because of the award of grant funding received. The variance overall was within 1% of the proposed budget.
Beginning on page 3, the information is presented by individual school sites. Most of the schools were able to stay within the 1% variance. Some of the Capital Plan projects could not be completed in FY24, so are pushed into FY25. Soon the planning for FY26 will begin. The resources that have been planned for are in place.
A discussion followed.
VII. Consent Agenda
Approval of Minutes from August 13, 2024, August 20, 2024
AB MOVED TO APPROVE THE 8/13/24 MINUTES WITH THE TWO AMENDMENTS. MOTION SECONDED.
VOTE WAS CALLED. VOTE PASSED UNANIMOUSLY.
AB MOVED TO APPROVE THE 8/20/24 MINUTES. MOTION SECONDED.
VOTE WAS CALLED. VOTE PASSED UNANIMOUSLY.
VIII. New Business
A.Policy & Amendment presents the following for 1st Reading:
• F1 Student Conduct and Discipline
The committee has been working on this policy since July 202. This represents 13 months of work. Appreciation was expressed by board members for the excellent work on this policy.
B.Any Other Topic for New Business
No new business was brought forth to the Board.
IX. Unfinished Business
A.Policy & Amendment presents the following for Re-Adoption:
• D4 Educator Supervision and Evaluation
AB MOVED THAT POLICY D4 BE READOPTED AS WRITTEN. MOTION WAS SECONDED.
VOTE WAS CALLED. VOTE PASSED UNANIMOUSLY.
B.Any Other Topic for Unfinished Business
AB MOVED TO ADJOURN THE WSESD BOARD MEETING. MOTION WAS
SECONDED.
VOTE WAS CALLED. MOTION PASSED UNANIMOUSLY.
The Board was adjourned at 8:28 pm
Minutes submitted by board clerk on 09/01/2024 with special recognition to Board Recorder Tracey Drotts.
A recording of this meeting is available on the WSESU website.
….
Windham Southeast School District
Finance Committee Meeting – Tuesday August 27, 2024
5:00pm @ Cusick Conference Room @ BUHS
Present: Shaun Murphy – Chairperson, Kim Price, Ruby McAdoo,
Absent: Eva Nolan
Agenda
SN CALLED THE WSESD FINANCE COMMITTEE MEETING TO ORDER AT
5:04 PM
1. Approval of Minutes
KP MADE A MOTION TO ACCEPT THE MINUTES OF 6/3/24. MOTION WAS
SECONDED. VOTE WAS CALLED. VOTE PASSED UNANIMOUSLY.
SM recapped the minutes from the previous meeting.
2. FY24 Fiscal Year Overview, Financial Statement update
Frank Rucker distributed the Financial Statement overview of the financial situation through close of fiscal year 24 (6/30/24). The original adopted budget was $ 62.7 million. Federal grants brought in more income, so the year ended at $64.3 million in expenditures. The final expenditure shows that the variance ended up at 1%, making this a favorable year. On the revenue side, the variance for the year was slightly less favorable. The change in fund balance resulted in the actual result of $934,000 refund, which is slightly less favorable than was planned.
On page 2, the function spending and the object spending information required by the State of Vermont is shown. Summary:
Salaries – nearly exactly what was planned
Benefits – nearly exactly what was planned
Of note regarding variances, the Professional Services had a larger budget than was spent.
Places less spent was the Board’s legal fees, the Asian Studies program due to a change in staffing, in the regular education services due to less need for contracted outside service.
Other favorable categories were in the maintenance object area (light snow this year so expenses were not as high) and capital plan projects that were not undertaken for a variety of reasons. On the flip side, there were higher expenses in supplies. Examples of this are: purchases of cameras; rebranding of the High School to the Bears which had expenses in uniforms, mascot costume and around the building images to reflect the new mascot.
Starting on page 3, the budget glimpse is set out by school. Below is a summary result:
Academy, Green Street, Dummerston, Putney, BUHS and BAMS all were within 1% of the budget plan
Oak Grove had a more favorable variance (impacted by the capital project spanning into the FY25). They also had new teachers replacing higher paid teachers who retired so their salary expense was less.
Guilford School lost Title I funding, which was then distributed to Academy, Green and Oak Grove
Tools and internal controls are set into place to ensure the district remains fiscally responsible. The way the financial information is managed makes it easy to report to the various agencies from the State.
SM asked for further information related to the fund balance and how that will be utilized and or considered related to future budgets and RM asked for clarification on the plan to infuse monies from the fund balance discussed at the Annual Meeting. Mr. Rucker provided explanations.
3. Capital Project Implementation updates
BUHS – plan was $1.6 million in FY24. Roughly $1.1 million was spent on HVAC control
systems, roofing, field maintenance and locker room upgrades. Projects at Tenney Field and Natowich Field will be paid in FY25. The Grandstand project is being deferred due to exorbitant bid submissions. The ESSER funding that was not able to be used at BUHS has been reallocated to the Heat Pump project at Oak Grove.
A discussion ensued related to the Grandstand Project and the challenges that have arisen.
The costs related to the expenses and workforce for steel work and concrete have negatively impacted the ability to proceed with this project at this time. The district is committed to continuing to work towards realizing this project.
Green Street – major portion of the roof replacement was completed. There remains a section to replace in the future.
Oak Grove – The Heat Pump replacement system is in process. The accomplishment this summer has been fantastic. This project is on schedule. The heating is fully functional, however there is still some work to be done with new units that will be installed next summer.
A discussion was had regarding the heating/cooling systems at other schools and if there is a possibility in the future.
Academy – The renovation that has been occurring in the past several years is 100% complete.
Canal Street – Pre K classroom will be opening this school year. There have been many projects undertaken to prepare that building for this classroom. Capital Plans will be put into place for this building, including addressing the issue of parking.
Dummerston – Heating Retrofit project was completed. There is some remediation work to be done, which is being planned for along with the assistance of consultants.
Guilford – removed old oil boilers and retrofitted portions of the school with a window upgrade (ESSER project)
Putney – Roofing project has been completed, playground expansion is in process. The ventilation system and flooring systems are on the docket for being assessed and addressed.
The final ESSER funds should be disbursed at the end of September.
4. Recommendation to Board to Approve Warrants and Payrolls
5. Other
The Finance Committee meeting will return to Monday at 1 pm in advance of the first WSESD Board meeting of the month.
KP MOTIONED TO ADJOURN THE WSESD FINANCE COMMITTEE MEETING. MOTION WAS SECONDED.
VOTE WAS CALLED. VOTE PASSED UNANIMOUSLY.
Meeting is scheduled to adjourn at 5:58 pm
Cc.SM, MH 8.21.24
Submitted by Board Recorder, Tracey Drotts
