Official Minutes Approved by the MSAD 6 Board of Directors

Transcription

1 SPECIAL BOARD MEETING MAINE SCHOOL ADMINISTRATIVE DISTRICT NO. 6 BUXTON, MAINE MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS MAY 29, The Board meeting was called to order at 6:04 p.m. by Chairperson Harmon. 2. The roll was called and a quorum was declared. The following Board members were present with a total of 463 votes: CALL TO ORDER DECLARATION OF QUORUM Present: J. Bruni C. Meserve (Arrived Late) R. Deakin J. Moses A. Dube M. Nadeau L. Harmon A. Payeur, Jr. Absent/Excused: R. Bowley N. Carlow C. Libby Z. Sturgeon Others: P. Penna H. Smith 3. Pledge of Allegiance 4. Moved by Mr. Deakin; seconded by Mr. Payeur: To accept the agenda for the May 29, 2018, special Board meeting as presented. Ms. Meserve joined the meeting at 6:06 p.m. bringing the total number of votes present to 540. ACCEPTANCE OF THE AGENDA VOTED: Yes, Unanimously 5. There were no members of the public present who wished to address the Board. 6. The Board held a workshop to conduct a self-evaluation in accordance with Policy Code BBAB. Mr. Harmon distributed the survey results and gave members the opportunity to review the information presented in the document (see attached). The Board conducted a discussion on the self-evaluation as follows: PUBLIC COMMENT BOARD SELF- EVALUATION Section 1: Creates a Vision for Education in MSAD 6 and Monitors Performance Mr. Harmon identified one statement under this section that raised concern. The statement is as follows: The Board reviews a mid-year checkpoint report prepared by the superintendent to stay informed of progress toward defined goals. Discussion: The problem is with the question. What does report mean? There isn t a checklist report. Official Minutes Approved by the MSAD 6 Board of Directors

2 May 29, 2018 Minutes of the MSAD 6 Board of Directors Meeting Page 2 There should be clarification of what mid-year report means and what the Board expectations are around the report. It would be good to have a report that identifies several areas that could be compared from year to year. The report or checklist needs to be two-sided the superintendent should report on what is happening and what measures should the Board employ to support the superintendent s initiatives. BOARD SELF- EVALUATION, CONTINUED Mr. Harmon also noted under this section that one Board member commented, Although we discuss goals annually, we could do a better job with our strategic plan. I would like to see the Board sit with a stakeholders group and revise our strategic plan. Discussion: Who are our stakeholders? Board members, administration, businesses, non-profit organizations, clergy, community, municipal officials, employees, parents, students, etc. Another comment collected in the self-evaluation addressed the following: The Board does not conduct satisfactory mid-year analysis on established goals. The Board conducts its evaluation of the Superintendent; however, this year, it has failed to regularly offer professional assistance to him. Discussion: What does established goals mean? Board policy addresses District and Board goals under Policy Code ADA. Recommendation(s) Under Section 1: Individual stakeholders meeting with the Board regarding the progress on the strategic plan. Section 2: Establishes Policy Mr. Harmon identified two areas of concern here: The Board establishes and maintains a systematic plan for feedback on policies to determine their effectiveness, their importance, and whether they need to be modified, amended, or eliminated, and The Board delegates responsibility for implementing policy to the superintendent and holds him/her accountable. Discussion: Not sure how the Board monitors the superintendent with regard to implementing policy. It is the responsibility of the full Board to establish and gain feedback on policies to determine their effectiveness. It is not the sole responsibility of the Policy Committee. It is unclear how the Policy Committee could be more thorough. Holding the superintendent accountable for each policy is not realistic since it may not be relevant to the policy. Sometimes, it is the Board that is accountable (e.g. Board use). Official Minutes Approved by the MSAD 6 Board of Directors

3 May 29, 2018 Minutes of the MSAD 6 Board of Directors Meeting Page 3 How do we make sure that Board members feel empowered to ask questions of the superintendent? The Board doesn t necessarily hold to its own policy. Examples of that are when the Board votes to suspend its policies. One of the comments in this section says that there is administrative lenience in the enforcement of some minor policies, violations thereof made by either students or staff often do not result in action being taken... Is this comment really true? We are unsure what the person was trying to say. Policy guides conversation and decision making. BOARD SELF- EVALUATION, CONTINUED Recommendation(s): Educate the Board on the charge of each Board standing committee. Throughout the year, highlight Board standing committees and District committees during Board meeting. Section 3: Provides Fiscal Oversight and Resource Allocation In completing the survey, four Board members voiced their concern over the following statement: The Board establishes long-term financial goals to supplement its annual budget process that acknowledges vulnerabilities to its long-term revenue sources. Some Board members thought the statement was flawed and believed that it should reflect the following: The Board, working with the Business Manager, will establish long-term financial goals... Recommendation(s): Improvement of statement c under this section. Section 4: Maintains Strong Board and Community Relations The following statement elicited a split response from Board members: The Board keeps the community informed of district performance. Discussion: Should consistent, measurable benchmarks be identified to be reviewed from year to year such as student performance, graduation rate, etc.? There are a number of factors to consider when looking at graduation rates. For example, MSAD 6 has a large number of transient students. In the District, there are homeless students. We cannot compare our results to that of Scarborough, Falmouth, Yarmouth, or Cape Elizabeth, for example, because we do not have the same socio-economic situation. We need to do a better job of promoting our career and technical colleges. Our top 10% Bonny Eagle High School Class of 2018 students are going to some impressive schools. Recommendation(s): None offered at this time. Official Minutes Approved by the MSAD 6 Board of Directors

4 May 29, 2018 Minutes of the MSAD 6 Board of Directors Meeting Page 4 Section 5: Meets All Statutory Responsibilities Operating Legally and Ethically Survey results revealed that several Board members were concerned with the following statement: The Board annually reviews the Duties of School Boards as defined in Maine Statute (Title 20-A, part 2, chapter 101, section 1001). BOARD SELF- EVALUATION, CONTINUED Discussion: As a Board, we don t meet this requirement. With regard to statement b of this section, there was a concern voiced about Board threads that may be considered as a meeting. Recommendation(s): None offered at this time. Section 6: Board Members Act Responsibly to Fulfill Obligations to MSAD 6 Through the survey results, Board members voiced their concern with the following statements: Board members are familiar with school law, regulations, and MSAD 6 policies and administrative procedures, and Board members work harmoniously with other Board members and municipal officials. Discussion: Board members need to do a better job at looking things up. The information is available on the District s website. It is all out there. There needs to be more information given to Board members during the new Board member orientation. Complaints should be handled with one, unified response. Recommendation(s): None offered at this time. Overall Discussion and Recap: How many Board members did not respond to the survey? Only one Board member did not respond. They were out of the country at the time. The survey only allowed for yes and no answers. It may be reasonable to add another category that allows the Board member to say that they did not have enough information or to explain why they responded with a no answer. This is the first year using this instrument. The Board should think carefully about those items that have no s. Perhaps when someone answers no they could expound upon it. All no answers or split responses should be followed up. Official Minutes Approved by the MSAD 6 Board of Directors

5 May 29, 2018 Minutes of the MSAD 6 Board of Directors Meeting Page 5 Educate the Board on the charge of Board standing committees and District committees. Educate the Board on navigating the District s website. Review with the Board Policy Code KE: Parent or Citizen Complaint. Develop meeting norms. The District needs to do a better job of marketing itself. Bring back the Focus on Six newsletter. Meet with stakeholders around the strategic plan. Long term financial planning with the Business Manager. Full Board orientation versus just new Board members. Topics to cover would include roles and responsibilities; Board standing committees; District committees; developing meeting norms; Freedom of Access Act; School Law for Board Members; etc. The District needs a media person and a grant writer. BOARD SELF- EVALUATION, CONTINUED Recommendations for Board Professional Development: Full Board orientation EPS Formula State and Federal Education Law A brief discussion was held around what was being done with the information collected from the Exit Slips that are dispursed at each Board meeting. Ms. Bruni stated that she did not see the necessity of continuing to collect the information if nothing was being done with the data collected. Mr. Harmon announced that Board members would be receiving a link to the superintendent evaluation form within the next few days. He stated that the next Board meeting agenda would contain an executive session for the Board to conduct the evaluation of the superintendent of schools. 7. Mr. Harmon announced the upcoming Board meetings and workshops as follows: Monday, June 4, 2018 (Central Office) ~ Policy Committee Meeting 4:30 PM Library ~ Regular Board Meeting 6:00 PM Conference Room (TELEVISED) All Board and MSAD 6 meetings may be viewed on the District s website at: 8. Moved by Mr. Payeur; seconded by Mr. Deakin: To adjourn the meeting at 8:28 p.m. UPCOMING MEETINGS & WORKSHOPS ADJOURNMENT VOTED: Yes, Unanimously Official Minutes Approved by the MSAD 6 Board of Directors

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