DRAFT MARTHA'S VINEYARD REGIONAL HIGH SCHOOL COMMITTEE Monday, June 27, 2016, 7:00PM Martha's Vineyard Regional High School Library Conference Room

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1 DRAFT MARTHA'S VINEYARD REGIONAL HIGH SCHOOL COMMITTEE Monday,, 7:00PM Martha's Vineyard Regional High School Library Conference Room Present: Chair Lisa Reagan, Megan Anderson, Colleen McAndrews, Kelly McCracken, Theresa Manning, Skip Manter, Robert Lionette, Kris O Brien, Others: Future MVRHSC members Amy Houghton, Michael Hoyt, Staff: Interim Principal Margaret Peg Regan, Assist. Prin., - Elliott Bennett, Finance Manager Mark Friedman, Supt.'s Of: Superintendent - Matt D Andrea, Asst. Supt. Richie Smith, Business Affairs - Amy Tierney, IGS: Noli Taylor Fin. Com. Oak Bluffs Kimberly Burke, Maura McGroarty, Press: Vineyard Gazette Heather Hamacek, MVTV Colleen Sutor, Secretary: Marni Lipke *Late arrivals or early departures (see * in text) The meeting of the Martha s Vineyard Regional High School Committee (MVRHSC) was called to order at 7:08PM. Chair Lisa Reagan thanked everyone for coming especially the Finance Committee (FinCom) representatives. Minutes (Agenda Item # I) A. June 6, 2016 MR. ROBERT LIONETTE MOVED TO APPROVE THE JUNE 6, 2016 MINUTES AS AMENDED; MS. COLLEEN MCANDREWS SECONDED; MOTION PASSED UNANIMOUSLY: 8 AYES, 0 NAYS, 0 ABSTENTIONS. Student Report A. No Student Report Student/Department Spotlight A. No Spotlight (Agenda Item # II) (Agenda Item # III) Principal's Report (Agenda Item # V) A. Facilities Update (See documents on file.) Interim Principal Peg Reagan and Facilities Director Mike Taus as well as the Facilities Subcommittee had been working on capital improvement needs with a priority on health and safety. To that end air quality, water quality and asbestos studies were ordered and completed on a Saturday when the building was fairly empty. All results came back in the normal range. - Water samples were taken from: building and field bubblers, greenhouse, culinary, kitchen, etc. - Without requesting anything but a brief moratorium on air fresheners and heavy perfumes, the only room with high CO 2 levels was Culinary due to pilot lights the level dropped as soon as the usual vent fans were activated. Mold (both surface and airborne) counts were satisfactory. Another baseline test would be conducted in the fall at normal occupancy levels.

2 - No asbestos in either tiles or adhesive were found in the new part of the building. The old part of the building had two layers of flooring; the top layer tested similarly negative but the original layer tile tested 2% positive and the adhesive 10% positive. No hazard or action was indicated unless or until the bottom layer was taken up. The MVRHSC thanked the Administration for their actions and reports. The Facilities Subcommittee would meet throughout the summer and members were encouraged to attend as spectators to be informed on budget impacts open meeting law prohibited participation without a full MVRHSC meeting posting. The space needs consultant was still available for questions. - The Capital Needs Assessment list, as differentiated from a Capital Plan, would continue to evolve, and was organized by category. It was listed as separate projects to fix the building as originally designed, but could be implemented differently. The Supt. Shared Services building, Library/Media Center Study results and an athletic fields stabilization fund were included. B. Girls Tennis Team For the second year in a row the undefeated Girls Tennis Team won the State Championships and returning victorious were met at the ferry by over 100 people, six fire engines and lots of celebration. Commendations went to the beaming student athletes and coaches. C. Donation (See documents on file.) MS. MCANDREWS MOVED TO ACCEPT WITH MUCH GRATITUDE THE ANONYMOUS DONATION OF: - A NAUTILUS RACK WITH WEIGHTS VALUED AT $17,900, - A SPORTSARTS ELLIPTICAL VALUED AT $3,899, AND - A SPORTSARTS EXERCISE BIKE VALUED AT $1,990; MS. KRIS O BRIEN SECONDED; MOTION PASSED UNANIMOUSLY: 8 AYES, 0 NAYS, 0 ABSTENTIONS. D. Student Handbook (See 6/6/16 Minutes p.6 #G & documents on file.) All updates had been approved by the School Advisory Council (SAC). - Co-Operative learning for vocational students allowed a further step beyond internship to seasonal hiring and earning in coordination with curriculum. - Infractions had been charted as a matrix for student convenience. - Student Health was now compliant with nurse/provider regulations. - Edline software was no longer well supported and would be replaced by Plus Portals and Google Classroom for easier parent access. Professional Development (PD) time and training would be available for the transition. - Special Education (SpEd) language, guidance and referrals were revised into a separate section. The MVRHSC thanked everyone for their hard work and discussed: - slight improvements in tardiness; and - more consistent teacher curriculum/homework posting for absent students (illness, sports, etc.). E. High School Principal s Report (See documents on file.) A parent comment at Graduation, You graduate great kids, inspired Ms. Reagan as high praise. She outlined three obstacles to MVRHS greatness. 1) Better use of Title One grant and other resources could increase low income student access to honors and advanced courses. 2

3 2) Time restrictions forced a fast paced day that contributed to student stress. Dr. Munn s chemistry class devised a double advisory period everyday before lunch to allow students to pause, find tutoring, complete make-up work, etc. 3) A constant turnover in principals had taken a toll on staff and reduced school-wide collaboration and vision. It was hoped the new leadership would make strides in this area. The MVRHSC thanked Prin. Reagan for her service and State of the School report with prolonged applause. Financial Report (Agenda Item # VI) A. Year-End Financials (See documents on file.) In the final Expenditure Report of Fiscal Year 2016 (FY16): - Supt. Shared Services at 10% under budget; - Substitute lines as trended re: long-term SpEd and English/Language Arts (E/LA) absences; - some unbudgeted retirement expenses; - SpEd and non-sped tutoring deficits (see 9/8/14 Minutes p. 2 #V A) mildly moderated by Plato software; now proposing use of more cost effective MVRHS (versus hospital) tutors; - Career Technical Education (CTE), Athletics and Maintenance Depts. within budget; - higher than expected insurance costs; - Transportation deficit due to more field trips than projected, unexpected maintenance issues on 2008 Thomas buses, and increased SpEd student transport. There were some unpleasant surprises in State revenue information; - Town assessments as budgeted; - Chapter 71 Transportation $40,000 deficit partly in lost depreciation costs; - Charter School tuition $153,000 higher than anticipated expected to carry over into FY17; - Chapter 70 reimbursement $93,000 more than projected; - for a total of about $90,000 under-budgeted revenues, mostly driven by Charter School overage. Substitute trending was reviewed showing a steep rise in FY15 and FY16 due to extraordinary sick bank authorization (see 3/7/16 Minutes p. 7 #IX A). State mandates had more than doubled Tutoring expenses (see above). Cafeteria usage (reimbursable meals & a la carte items) showed a steady rise. The Revolving Fund should come close to breaking even. The complexity of State bureaucracies resulted in a loss in reimbursements and free and reduced revenues. Scheduling was a significant issue for breakfast participation. - Ms. Reagan suggested a simpler less cumbersome lunch program (less, but healthier choices) that could reduce paperwork expenses and failings. MS. MCANDREWS MOVED TO APPROVE THE MARTHA S VINEYARD REGIONAL HIGH SCHOOL FISCAL YEAR 2016 TOTAL TRANSFERS AS RECOMMENDED AND NOTED IN THE DOCUMENT ON FILE: - $423, OF GENERAL FUND TRANSFERS, AND - $4, FROM THE GENERAL FUND TO THE CAFETERIA REVOLVING FUND; MR. LIONETTE SECONDED; MOTION PASSED: 7 AYES, 1 NAY MR. SKIPPER MANTER, 0 ABSTENTIONS. Mr. Manter felt closer monitoring was needed. 3

4 Public Comment (See documents on file.) (Agenda Item # IV) This was the first year of a full time Island Grown Schools (IGS) staff at the MVRHS. Curriculum and other IGS support included: - more classes and collaboration for student jobs, - after school garden club, - school composting system for cafeteria waste; - Portuguese language program and Brazilian crops; - drafting state legislation and student testimony on farm to school facilitation; - culinary arts and garden club winter fundraiser; - student internship and mentoring by a local landscape designer; - nutrition workshop and Harvest of the Month; - Wellness Committee and Principal coffee participation. Ms. Noli Taylor thanked the MVRHSC for including funding in the Budget but noted that in view of this nine year old program private donations were flagging. IGS was recommending 25% school funding ($8,654) to 75% private funding for the coming fiscal years. The MVRHSC praised the program and staff. Everyone exchanged thanks and the MVRHSC applauded Ms. Taylor. Financial Report (Agenda Item # VI) A. Year-End Financials (See documents on file & 6/6/16 Minutes p.3-4 #V B.) This continued the previous discussion on proposed summer repair work and authorization of Excess & Deficiency (E & D) expenditures, with the addition of past cafeteria revolving fund deficits. Mr. Taus reduced the ventilation request to $84,000 (plus 15% unexpected issues contingency): - cafeteria air exhaust fans; - cafeteria/kitchen unit to condition air to 50-60ºF; - gymnasium motors and valves repair; - Culinary Arts fan rewiring (now coupled with activating the heating unit); - CTE woodshop and automotive air handling units, louvers, and louver controls (currently opening the garage door for fresh air). - He hoped to cover the other ten operating units within the FY17 budget. The audit noted a cafeteria deficit from two to three years of changes starting with the Up Island Regional School shift to its own lunch program (see 6/25/15 Minutes p.2 #D). - There was a request to shift the cafeteria debt into the FY17 budget. It could be technically implemented but as a one-time expense the Auditors recommended it be rectified this year. A request to commit the remaining E & D funds to the Other Post Employee Benefits (OPEB) liability was discussed at length (see 3/7/16 Minutes p. 4 # VIII A). - Mr. Manter considered E & D over taxation and noted it could not be spent after July 1st, and proposed a budgeted reserve fund. - E & D funds if not appropriated were rolled over into the next fiscal year. - The FY16 Budget was very tight and consequently would add very little to E & D. Facility needs were urgent and costly. In addition the Fund was at its lowest in many years. 4

5 - The State allowed and recommended a 5% reserve as did the Auditors and bonding agents. - The funds were used as part of the MVRHSC cash flow, for example, to prevent having to borrow to meet payroll expenses). - The MVRHSC budgeted annually increasing contributions to OPEB. MR. MANTER MOVED TO AUTHORIZE EXCESS AND DEFICIENCY EXPENDITURE: - $96,600 FOR HEATING/VENTILATION/AIR CONDITIONING AIR HANDLING UNIT RENOVATIONS; AND - $27, FOR CAFETERIA REVOLVING PRIOR YEARS OPERATING DEBT; MR. LIONETTE SECONDED; MOTION PASSED: 7 AYES, 1 NAY MR. MANTER, 0 ABSTENTIONS. Superintendent's Report (Agenda Item # VII) A. Superintendent Evaluation This year s evaluation was on how Supt. D Andrea set goals, and the second year of the cycle would be about achieving them. D ANDREA WAS ON TARGET FOR THE PROFESSIONAL PRACTICE GOAL OF STRATEGIC ENTRY PLANNING. D ANDREA WAS ON TARGET FOR THE STUDENT LEARNING GOAL OF GRADE ONE THROUGH EIGHT COMMON INFORMATIONAL WRITING AND SCORING RUBRIC. The MVRHSC noted that although the evidence was strong, this goal was only marginally relevant to the MVRHS. D ANDREA WAS ON TARGET FOR THE STANDARD ONE E TWO OF DATA INFORMED DECISION MAKING. D ANDREA WAS ON TARGET FOR THE STANDARD TWO E ONE OF FISCAL SYSTEMS ON STRETCHING EXISTING SPENDING. The MVRHSC thanked Kris O Brien for her work as Chair of the All Island School Committee (AISC) Personnel Subcommittee. 5 Personnel A. No Items (Agenda Item # VIII) Old/New Business (Agenda Item # IX) A. Reorganization The MVRHSC saluted the Superintendent team for their honesty, kindness and hard work, and outgoing Chair Lisa Reagan, who would be leaving the MVRHSC. MS. MCANDREWS NOMINATED MR. LIONETTE AS CHAIR AND MS. O BRIEN AS VICE CHAIR; MR. MANTER SECONDED; MOTION PASSED UNANIMOUSLY: 8 AYES, 0 NAYS, 0 ABSTENTIONS

6 Executive Session Not needed. (Agenda Item # X) 6 Adjournment (Agenda Item # XI) MS. O BRIEN MOVED TO ADJOURN 9:07PM; MS. MCANDREWS SECONDED; MOTION PASSED UNANIMOUSLY: 8 AYES, 0 NAYS, 0 ABSTENTIONS Appendix A - Meetings MVRHSC 7:00PM, Monday, September 12, 2016 at MVRHS AISC - 7:00PM, Thursday, September 29, 2016 at MVRHS AISC - 7:00PM, Thursday, October 13, 2016 at MVRHS Appendix B - Agreed Upon Tasks Mr. Taus send MVRHSC normal water, air & mold ranges. Administration consider simpler lunch program when Chartwell contract expires. MVRHSC consider MVRHSC representative for Wellness Committee. MVRHSC consider $8,653 IGS FY18 IGS funding. MVRHSC consider MVRHSC FY18 budgeted reserve fund. Appendix C - Documents on File: Agenda 6/27/16 Sign In Sheet 6/27/16 Dieb/UEC cover letter & report re: Water Sampling, Martha's Vineyard Regional High School, Oak Bluffs, MA (6 p.) 6/15/16 Report for Indoor Air Quality Student at the Martha's Vineyard Regional High School, Oak Bluffs, MA (3 p.) 6/11/16 Dieb/UEC cover letter & report re: Asbestos Bulk Sampling Martha's Vineyard Regional High School, Oak Bluffs, MA (11 p.) 6/15/16 Consequences for Infractions Handbook excerpts (7 p.) State of the Regional High School (2 p.) 6/27/16 Gym Equipment Donation MVRHS General Fund Expenditures Fiscal Year (13 p.) 6/27/16 MVRHS General Fund Revenues Fiscal Year /27/16 MVRHS Cafeteria Usage Data* FY14, FY15, FY16 MVRHS Substitute Expenses* Tutoring Expenses, FY12-FY16 (Year to Date) MVRHS FY16 Year End MVRHS Requested Budget Transfers & Actual Transfer 6/27/16 Martha's Vineyard Regional High School Requested Excess & Deficiency Appropriations June 6, 2016 & MVRHS Capital Needs Assessment DRAFT FY (3 p.) 6/6/16 Island Grown Schools at MVRHS School Year Minutes approved 9/12/16