Draft: August 22, 2007

Approved: Sept. 19, 2007

School Committee meeting August 22, 2007

Under Report of the Secretary

Business Meeting

Mr. Coyne called the meeting to order at 7 p.m.

Members present: John Coyne-Chair, Peter Eglinton, Robert O’Brien, Benjamin Meiklejohn, Ellen Alcorn, Susan Hopkins, Sarah Thompson, Lori Gramlich, Bennett Gross, Anthony Toppi, Maureen Quinn, Rebecca Minnick

Report of the Chair

Mr. Coyne:

Introduced Ellen Sanborn, Assistant City Finance Director
Susan Hopkins will represent the school committee as the MSBA Delegate to the October 2007 conference
Met today with Bryan Dench, attorney investigating budget deficit. Mr. Coyne is overseeing Mr. Dench and the investigation.
Asked Ms. Whynot-Vickers and Ms. Hart to speak to the Committee regarding open positions. Ms. Whynot-Vickers reviewed process used in looking at current 37.4 open positions.

Questions:

Ms. Thompson:

· Asked if someone left at DHS to have an open athletic director position. Ms. Whynot-Vickers – Gary Groves has accepted another position so this would be a replacement.

· Asked Barbara Dee to speak to learning strategists and sped ed techs. Ms. Dee - Ed Techs are required under IEP’s. Learning strategists are also responsible for special education compliance - federal regulations and state regulations.

· Asked about Grade 4 teacher at Clifford. Ms. Whynot-Vickers - .5 teacher is a job share position.

· Asked about not filling library position. Ms. Whynot-Vickers – librarian resigned and 2 were repositioned and now there are 2.2 librarians at elementary level.

· On 8/1/07 agenda Peaks strategist was listed as learning strategist, but now teaching strategist. Ms. Whynot-Vickers – was a typing error on previous agenda.

· Asked about Spanish teacher. Ms. Whynot-Vickers – same K teacher, but language immersion will also be incorporated.

· Asked about positions that might not be filled and wants to make sure that the hiring process has not been completed.

Mr. Meiklejohn:

· Asked meaning of asterisk. Ms. Whynot-Vickers indicated that the hiring process is complete and folks are waiting to see if the board approves the positions.

· Asked about projections for sped this year. Barbara Dee– at this point projections look good, but you can never tell.

· Regarding consolidation of 5% reduction to sped for next year – does 5% reduction come from the original budgeted amount? Barbara Dee – from original budgeted amount that was passed.

· appreciates staff being proactive especially during current budget situation.

Ms. Quinn:

· Regarding non-classroom teachers what is CTS and NCLB? Ms. Whynot-Vickers – computer technology services and NCLB is paid through a grant to handle title funds.

· Asked about possibly combining CBHS and DHS learning strategist position. Barbara Dee– would be difficult to do that this year, but are looking at various options.

Ms. Gramlich:

· Asked if the EECS is under enrolled. Ms. Whynot-Vickers – there are no students at EECS from outside of Portland.

· Requested information on the number of students from outside Portland on superintendent’s waiver, how much is being received for state subsidy and/or what the amount of tuition is and if any of the students are special ed.

· Also asked about the Director of Finance position. Ms. Whynot-Vickers - $90,000 would be salary and benefits for this position and there is $82,000 in budget for this position.

· Asked about t strategists that were tabled at a recent meeting. Ms. Whynot-Vickers indicated that 1.5 positions were brought to board previously and it was decided not to hire the 2.5. Barbara Dee indicated that she is looking at a long-range plan to change the model of work that would have been done by the 2.5.

· What is difference between learning strategists and ed tech? Barbara Dee – learning strategist is a certified teacher; ed tech is not a certified teacher. Learning strategist is responsible for all sped students in the school. Ed techs work under the supervision of a special educator.

· Asked how many students attending CBHS are from outside of Portland and if any of them require sped services.

Ms. Minnick:

· Asked if there are specific rules regarding student/teacher ratios. Ms. Whynot-Vickers indicated that the district has a plan for student/teacher ratios.

· For positions that are not filled has hiring process taken place? Ms. Whynot-Vickers - yes.

· Asked what the average caseload is for a learning strategists. Barbara Dee– there is no average caseload. Currently learning strategist is responsible for all sped students in the school.

· Asked about custodial positions not being filled. Doug Sherwood indicated 88 current positions and with 2 additional cuts will cause some reshuffling.

Mr. Eglinton:

· Asked what the difference is between learning strategist and teacher strategist. Ms. Whynot-Vickers – learning strategists work with special ed students. Teaching strategists do testing with students, coaching teachers as well as serving as teacher leaders.

· If there are no teaching strategists what would happen? Superintendent O’Connor indicated that when the learning strategist positions were conceived it was that they would go into classrooms where there were sped students present. Due to more rules/regulations the learning strategist’s role has grown, i.e. attending PET meetings, etc.

· The recommended positions come out to about $1.1M. These are all replacements? Ms. Whynot-Vickers – yes. Is there an estimate on what would be saved? Ms. Hart - $91,000.

Ms. Hopkins:

· Referenced recommended to hire positions. What typically happens if classes are larger than recommended? Ms. Whynot-Vickers – look at class sizes with principals and make adjustments accordingly. Ms. Hart – indicated that class sizes are part of the teacher’s contract.

· Asked about ESL facilitators for PHS and ESL teacher at DHS – is this required under LAU Plan? Chris Acker-ESL teacher at DHS spoke to the committee about this position.

Ms. Alcorn:

· Asked about the .5 teacher at CBHS. Superintendent O’Connor indicated that this is a special ed teacher. Indicated that caseloads at DHS and CBHS are being reviewed. Barbara Dee – there is a discrepancy across the district and she is reviewing this.

· Mentioned that other districts don’t have learning strategists. Barbara Dee – all districts do special education differently.

· How many learning strategists in district? Barbara Dee – currently 13.1 FTE. PHS and Reiche (2 positions) and .5 at West she is recommending that these not be filled without jeopardizing services. Superintendent O’Connor – makes sense to consider restructuring of learning strategist positions.

Mr. Coyne:

· Asked if special education ed techs were additional positions. Barbara Dee – already in the budget.

· Asked what would happen if custodian(s) are out sick and how might schools be covered in those types of cases. Doug Sherwood – spoke to this issue and will be discussing with supervisors.

Mr. O’Brien:

· Given difference in workload at DHS vs. CBHS could position be less? Barbara Dee– given the requirements at CBHS this would not be possible.

· Mentioned the need to find 5% efficiencies in sped budget next year and asked how this would be happening. Ms. Whynot-Vickers – indicated that this coming year Barbara Dee will be looking at how to deliver services differently to reach that goal. Superintendent O’Connor – indicated that Barbara Dee has been working with staff to look at ways to become more efficient, i.e. 1:1 ed tech might not always be the answer.

· Asked about grant funding. Ms. Whynot-Vickers – salary is paid for through the grant and is not part of the budget.

· Athletic Director’s position at DHS – athletic participation is roughly 700 students. Could there be an assistant director at PHS who could pick up the duties at Deering instead of having an AD director at Deering?

Report of the Superintendent

Superintendent O’Connor:

Mentioned importance to refocus on the incredible work that has been done by staff over the summer with professional development, which is second to none.
Met today with District Math Coordinator who mentioned a math boot camp for students taking place this week.
Teachers are in and out of buildings getting classrooms ready and are eager and anxious to have the year begin.

· Announced Resignations - Effective 09/01/07

Kathryn Collord PAE

Tom Sammons History/PHS

Amy Sherburne Guidance/PHS

Stephanie McLaughlin Language Arts/Moore Middle School

Alison Scozenski Library Media Specialist/Lyseth

Gary Groves Athletic Director/Deering High School

· Introduced Gary Groves and Rich Drummond who reported on the $103,716 in athletic reductions

Ms. Gramlich:

ice time has increased and asked where teams skate. Gary Groves – teams skate at ice arena.

Mr. Meiklejohn:

Asked if rate for ice time is the same for all teams across the board. Gary Groves and Rich Drummond– believe PPS has a discount and pays $150 vs. $180. Ellen Sanborn addressed questions about ice time fee – PPS does get a discount. She indicated that she could get a rate structure for the committee.

Ms. Thompson:

For specific events – do students pay or is the money allocated in the budget? Are we in Title IX compliance? Asked about concession funds. Gary Groves – the public facilities division have contracted rights to events. For high school events the public facilities division allows the boosters to use concessions. – DHS was looking to go to Texas over holiday break – this would be a fundraiser. Rich Drummond – in compliance with Title IX.

Mr. Toppi:

Does the school dept. pay to use Hadlock Field, Fitzpatrick Stadium, Expo? Gary Groves – school system does not pay a user fee to use Fitzpatrick and this is the same for Hadlock Field. When Expo is used there is a transfer of funds from the school dept. to the city for the use of the building.

Michael McCarthy reviewed the $50,000 in middle school athletic reductions.

Superintendent O’Connor – secondary budget carries $38,000 that is split between the middle schools, which will help accommodate some of the ms reductions. The total athletic budget is just over $1M.

Mr. Coyne:

What are two intramural slots? Michael McCarthy – varies by school.
Is there an ability to have booster clubs at middle schools? Have volunteer coaches come forward to assist? Rich Drummond – boosters are very willing to provide for students as best they can. Gary Groves – there have been some volunteer coaches who did come forward last fall as well as some inquiries being made this year.

Ms. Thompson:

Asked about baseball and softball being eliminated. Michael McCarthy – yes, these are eliminated.
Asked about giving monies back to schools. Superintendent O’Connor – funds are there if a need arises.

Ms. Alcorn:

Way cuts have been made is a great model – that people closest to the situation have done great work.

Ms. Hopkins:

Do middle school reductions meet Title IX requirements? Michael McCarthy – yes.

Mike Johnson – recognized and thanked Rich Drummond and Gary Groves for the hard work and difficult decisions that had to be made.

Mr. Meiklejohn moved to suspend the agenda and consider new business .

New Business

Consideration and action to authorize the superintendent to submit the Notice of Intent by August 31, 2007 to the Commissioner of Education.

Ms. Gramlich moved, seconded Ms. Thompson to authorize the superintendent to submit the Notice of Intent by August 31, 2007 to the Commissioner of Education.

Ms. Gramlich:

Is notice to be in compliance? Superintendent O’Connor – yes.
Asked if this came from DOE as PPS is exempt from consolidating. Superintendent O’Connor – this notice will let the Commissioner know that PPS intends to submit an alternate plan and request a facilitator. Facilitator has been assigned and will work with PPS on collaboration with the city.

Public Comment:

Steven Scharf – spoke to motion.

Ms. Minnick:

Why is there the need to submit an alternative plan? Superintendent O’Connor – only exempt from consolidating, but all districts must show collaboration of some sort.

Mr. Eglinton:

Over last 3 years have attempted to seek efficiencies. What efforts have been made since laws have been passed? Superintendent O’Connor – on September 5^th will be meeting with South Portland to discuss the possibility of South Portland servicing PPS school buses. Barbara Dee has been meeting with regional superintendents to begin thinking about a differentiated approach to special education. Barbara Dee – regional superintendents (South Portland, Falmouth, Cape Elizabeth, and Scarborough) will be meeting in Sept. to continue collaborative discussions.

Debate:

Ms. Gramlich:

When is plan due? Superintendent O’Connor – due in December. Bob Kautz, former superintendent, will be facilitator for Portland.

Vote: It was voted unanimously to authorize the superintendent to submit the Notice of Intent by August 31, 2007 to the Commissioner of Education. (Students voted with majority)

First reading of policy:

BBAB –Student Representation to the School Committee

Mr. O’Brien briefly reviewed policy.

Mr. Meiklejohn – spoke to students voting. Intent was that students could vote in subcommittees where there are also community members also voted.

Report of Committees

1. Policy Committee – no report.

Finance Committee - Mr. Meiklejohn - next meeting will be at 5:30 at City Hall with both city and school finance committees. Committees will look at recommending a budget reduction as a result of positions approved this evening.

3. Leg. Affairs – no report.

4. Riverton – no report

5. Elem. Facilities –Ms. Alcorn – public hearing last evening on architects’ recommendations Next meeting 8/28, 5:30 to vote on whether to renovate or rebuild. Ms. Alcorn suggested a workshop with school committee, 3x3 and architects.

6. Portland Education Partnership – no report.

7. Other Committees and/or member concerns :

Ms. Gramlich - asked how many teachers have applied for a lane change and total cost and any estimate of how many might come forward this year with projection of costs; would like organizational chart, job description, what duties are, cost of program, classroom hours and non-classroom hours, i.e. going to homes; West school – number of attendees, from each district and how are they being mainstreamed.

Mr. Meiklejohn – concerned about parliamentary procedures, i.e. last meeting motions being made when not appropriate. Wants copies of Roberts Rules for all members.

Consent Items - None

Personnel

1. Consideration and action to remove an item from the table.

Ms. Hopkins moved, seconded Ms. Alcorn and voted unanimously to remove an item from the table.(Students voted 2 yea, 1 nay)

2. Consideration and action to approve three non-mandated, non-classroom instructional positions.

Ms. Alcorn - spoke about taking each position individually and that it does not seem a reasonable way to go about this.

Election: Effective 9/1/07 Contract: Probationary 1

Maura McDermott Learning Strategist/Deering Lane 3/Step 5 $55,243

MA in Education – UMO

Kathleen Panaccione SPED/Learning Strategist/Casco Bay Lane 4/Step 2 $ 59,847

MA in Education – Anna Maria College

Gwen Smith .4 Teaching Strategist /Peaks & Cliff Island Lane 3/Step 4 $21,589.20

MS in Education - UNE

Clarifyig questions:

Ms. Thompson:

· Learning strategists are for regulatory purposes and these are non-mandated. Ms. Whynot-Vickers – need to meet the letter of the law and these positions allow for meeting the mandates.

Ms. Gramlich:

· All of these individuals have been offered a position? Ms. Whynot-Vickers– yes

Mr. Eglinton:

· Was there a specific dollar amount when reviewing positions or just looked at position by position? Ms. Whynot-Vickers – looked through positions that might be covered in a limited way with current staff. Does not preclude looking at positions as more arise.

Debate:

Ms. Alcorn:

· Struggled with this. Learning strategists are used to meet needs and make things more efficient. Stressed moving forward to continue to scrutinize learning strategists and possibly eliminate positions over time.

Ms. Gramlich:

· Commitments have been made to these three individuals and need to honor that.

Ms. Hopkins:

· Disagree about not splitting motion. Prefers to see only hiring mandated positions. Asked that in the future hiring be subject to school committee approval.

Vote: It was voted unanimously to approve three non-mandated, non-classroom instructional positions. (Students 2 yea – 1 nay)

Addendum:

Mr. Meiklejohn moved, seconded Ms. Alcorn to approve the personnel items as listed.

Election: Effective 9/1/07 One Year Only Contract: Probationary 1

Nancy Hart .5 Kindergarten/Clifford Lane 2/Step 5 $23,415

MS in Education – Fitchburg State College

Election: Effective 9/1/07 Contract: Probationary 1

Kerry Champeau Social Worker/Deering Lane 1/Step 6 $39,686

MSW – UNE

Stephanie Doyle .5 Guidance/PHS Lane 1/Step 4 $18,573

MA in guidance counseling – Goddard College

Justo Estevez Spanish/King Lane 1/Step 1 $33,336

BA of Arts – USM

Juanita Feijoo-Dewitt 1.0 Kindergarten Spanish Immersion/Clifford Lane 1/Step 1 $33,336

BA in English – McGill University

Christian Perry Health-PE/King Lane 1/Step 1 $33,336

BA in Youth and Community Work – University of Wales

Katherine Porter .5 Family Consumer Science/PHS Lane 3/Step 6 $28,256.50

BS in Home Economics Education – UMF

Katie Small Social Worker/PHS Lane 2/Step 4 $45, 560

MS in Social Work – USM

Re-Election: Effective 9/1/07 Contract: Probationary 2

Erica Ray Math/Moore Lane 1/Step 3 $35,876

BA in Philosophy – USM

Tracy McGhie .5 Grade 4/Clifford Lane 2/Step 3 $22,145

BA in Elem. Ed. – Marietta College

Re-Election: Effective 9/1/07 Contract: 1^st Continuing Contract

Christine Acker ESL/DHS Lane 4/Step 2 $59,847

MS in Education – USM

Barbara Ardito Grade 1-2/Longfellow Lane 3/Step 1 $50,163

BS in Elem. Ed. - USM

Re-Election: Effective 9/1/07 Contract: 1^st Continuing Contract – One Year Only

Olga LaPlante Technology Integrater /CTS Lane 2/Step 4 $45,560

Non-Bargaining – Effective 8/16/07

Katherine Theriault NCLB Coordinator Range 15/Step 4 $59,338

MS in Educational Policy – University of Pennsylvania

Clarifying questions:

Mr. Meiklejohn: are any positions listed in recommendation? Ms. Whynot-Vickers– positions match asterisked items.

Ms. Thompson - voting as a whole instead of individually? Concerned about numbers, but jobs have been offered to individuals.

Ms. Gramlich – are each of the dollar amounts in budget? Ms. Whynot-Vickers– in budget. Also asked about lane placement . Superintendent O’Connor - placed depending on their experience.

Mr. Eglinton - asked what happens with asterisked positions since school is starting in eight days. Ms. Whynot-Vickers– looking for direction from board.

Ms. Alcorn - asked what total amount of positions is? Ms. Hart - $665,106.70

Ms. Hopkins moved, seconded Ms. Thompson to split the items.

Vote: It was voted 3-5 to split the items. (Students voted with majority). Motion fails.

Back to main motion.

Vote: It was voted 8-1to approve the personnel items listed. (Students voted with majority)

3. Consideration and action to declare a hiring freeze for all non-mandated, non-classroom instructional personnel.

Mr. Meiklejohn moved, seconded Ms. Hopkins to declare a hiring freeze for all non-mandated, non-classroom instructional personnel.

Mr. Meiklejohn– spoke to motion to set tone of district for perspective employees.

Clarifying questions:

Ms. Thompson: what are non-mandated? Superintendent O’Connor - Guidance, Social Workers, teacher leader positions, sex ed teachers

Ms. Alcorn – what about athletic director at Deering? Need to understand the current budget implications and repayment.

Superintendent O’Connor - an athletic director for 1300 students would be necessary. Was asked by both finance committee to have something in place by Sept. Over the past month have put in place some short-term plans and more long-term plans would be set in Sept. If there is a compelling need to bring a non-mandated personnel position to the school committee it would be an exception to the hiring freeze.

Ms. Whynot-Vickers – asked about when someone resigns/retires and then would need to advertise the position, if there is a freeze would the school committee need to grant permission to start the advertising/hiring process?

Ms. Hopkins – asked if Mr. Meiklejohn, as he was a member of the USM Board of Trustees, had any thoughts on how USM hiring freeze and might mirror what he is attempting to do here? Mr. Meiklejohn– every position that opened up received scrutiny by the President so when he went to the board of trustees he would provide compelling rationale to fill the position.

Ellen Sanborn – the payback amount plan will be in Sept., but in conjunction need to consider consolidation law, overall budgetary issues. This becomes a non-definitive plan at this time. Should continue with these positions. Superintendent O’Connor – wants to be practical about this. It would be the exception rather than the rule if a teacher went out on maternity leave.

Ms. Thompson – asked about changing wording from “freeze” - seems too restricting.

Ms. Hopkins– offered a friendly amendment after the word “ personnel”, subject to exceptions as determined by the school committee.

Public comment:

Steven Scharf – change to complete hiring freeze.

Eli Small – spoke to motion – disagrees with hiring freeze.

Debate:

Ms. Hopkins moved, seconded Ms. Gramlich to require preauthorization from the school committee before advertising any non-mandated,, non-classroom instructional positions.

Mr. Meiklejohn – are there ever positions that might not be advertised?

Ms. Gramlich – will this also include internal positions? Superintendent O’Connor– yes.

Ms. Quinn– could wording be changed to “beginning of the hiring process”?

Vote on amendment: It was voted unanimously to require preauthorization from the school committee before advertising any non-mandated,, non-classroom instructional positions. (Students 2 yea, 1 nay)

Back to main motion: c/a to require author from sc before advertising for any non-man, non-class, instructional position.

Mr. Eglinton - offered an amendment to strike non-mandated, non-classroom, instructional and have the motion read: Consideration and action to require authorization from the school committee before advertising any position.

Ms. Alcorn – any negative consequences of bringing every position to school committee? Ms. Whynot-Vickers – there would be a substitute until process is approved.

Ms. Minnick– asked about substitute teachers. Superintendent O’Connor – have a lengthy list of substitutes to call upon.

Vote on amendment: It was voted 8-1 to require authorization from the school committee before advertising any position. (Students voted 2 yea, 1 nay)

Back to main motion: c/a to require author. From sc before advertising for any positions.

Vote on main motion: It was voted 8-1 to require authorization from the school committee before advertising any position. (Students 2 yea, 1 nay)

Mr. Coyne – what is in process stays in process, but anything else needs to come before the committee.

Report of the Secretary

Consideration and action to approve the meeting minutes of the August 1, 2007 and August 15, 2007 meetings.

Mr. O’Brien moved, seconded Ms. Minnick and voted unanimously to approve the meeting minutes of the August 1, 2007 and August 15, 2007 meetings. (Students voted with majority)

Consent Items - None

Old Business

Consideration and action to remove an item from the table.

Ms. Hopkins moved, seconded Mr. Eglinton and voted 5-3 to remove an item from the table.(Students voted with majority)

2.Consideration and action to approve the following policies:

a. EEA – Transportation

Policy still needs a correction. No action at this time.

b. EBCF –AED policy

Mr. O’Brien moved, seconded Ms. Minnick to approve policy EBCF – AED policy.

Vote: It was voted unanimously to approve policy EBCF – AED policy. (Students voted with majority)

c. GCOA-Supervision and Evaluation of Professional Staff

Mr. O’Brien moved, seconded Ms. Thompson to approve policy GCOA-Supervision and Evaluation of Professional Staff

Ms. Gramlich – ask that language be crafted regarding evaluation and supervision of the superintendent be taken up by the policy comm.

Vote: It was voted unanimously to approve policy GCOA-Supervision and Evaluation of Professional Staff (Students voted with majority)

d. IMB - Controversial issues

Mr. O’Brien moved, seconded Ms. Hopkins to approve policy IMB- Controversial issues

Vote: It was voted unanimously to approve policy IMB- Controversial issues (students voted with majority)

3. Consideration and action to approve the following policies:

ECC – Energy policy

Mr. O’Brien moved, seconded Ms. Thompson to approve policy ECC – Energy Policy

Mr. Meiklejohn – asked if this was a new policy.

Ms. Hopkins– thanked Mr. Al Padula for his work

Ms. Alcorn – asked about an energy program. Mr. O’Brien – guidelines are with policy

Mr. Meiklejohn – suggestion from a constituent – do away with electronic pencil sharpeners across the board and go back to hand pencil sharpeners. Wants this added into energy conversation policy.

Mr. O’Brien– plug in appliances, etc have been audited and some have been eliminated.

Vote: It was voted unanimously to approve policy ECC – Energy Policy

b. EHB – school records retention policy

Mr. O’Brien moved, seconded Ms. Minnick to approve policy EHB– school records retention policy

Vote: It was voted unanimously to approve policy EHB– school records retention policy.(Students voted with majority)

Public Comment Prior to 11:00 PM

Eileen Brown – spoke about athletic reductions.

Sue Russo – spoke about two positions – Guidance position at PHS and .5 guidance counselor approved at PHS – it is a Gear Up advisor and grant funded. Also addressed athletic reductions.

Joan Gildart – asked that specific athletic reduction details be placed on the web site.

Sarah Thompson requested that the superintendent have the athletic director’s provide the specific information for posting on the web site.

Lisa Sprague – spoke about athletic reductions. Working to have a PHS/DHS Alumni Dance to help subsidize reductions – Friday after Thanksgiving.

Steven Scharf – spoke about doing away with electric pencil sharpeners. Executive Session held in July court has declared that was illegal. Hope there is not appeal for the suit. Wants to know cost of suit that was lost. Lori Gramlich asked for a list of students who attend school in Portland who do not live in the city. Mr. Scharf requested this be posted. Asked that PHS Athletic Director also cover the DHS position.

Barbie Weed – spoke about how the people need to take charge of what has been put on public blogs that is hate speech towards students. Requested that sc construct a strategic long-term plan to prevent what is currently happening publicly.

Susan Hopkins – addressed commentary about executive session

Ms. Gramlich moved, seconded Ms. Minnick and voted unanimously to adjourn the meeting at 10:43pm

Respectfully submitted,

Mary Jo O’Connor

Superintendent of Schools