Draft: November 7, 2007

Approved:November 28, 2007

School Committee meeting November 7, 2007

Under Report of the Secretary

Prior to the evening’s business meeting the Committee met in a workshop session with a representative from Maine School Management Association (MSMA) regarding the superintendent’s search.

Business Meeting

At 7:04pm Mr. Coyne called the business meeting to order.

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

Report of the Chair

Mr. Coyne:

• Indicated that the School Committee met in a workshop session with Ron Barker from MSMA regarding the superintendent’s search process.
• Announced that on Monday night, Nov. 5^th, the City Council voted 8-1 to table indefinitely the recommendation of the architect regarding the Clifford project. On 11/28 the School Committee will consider approving the site selection recommendation of the architects.
• Spoke briefly regarding the importance of hiring a business manager. City staff has been working with the school dept., but there is the need to have the city staff focus on the city’s work.

Report of the Superintendent

Interim Superintendent Ms. Whynot-Vickers:

· Introduced Jim Banks, former SC member and now a member of the State Board of Education who recognized and thanked several individuals for his appointment.

• Introduced Ken Kunin and Tina Mikkelsen along with representations of Lowe’s who presented a check to Deering High School in the amount of $25,000 for renovations to the auditorium.
• Indicated that the Alternative Plan would be reviewed at next Tuesday’s finance committee meeting and the final plan will be coming to the sc on 11/28 for approval
• Spoke briefly about the need for a Business Manager and recognized Ellen Sanborn, Duane Kline, and Anita Lachance for their assistance. There is a need to have an individual on site daily to manage the financial dealings of the school system. With consolidation taking place there will be the potential to attract a business manager from a district. Requested School Committee approval to advertise for this position.

Mr. O’Brien– asked about the integration of staff with financial staff at city. Ms. Whynot-Vickers – staff would be employed by Portland and report to superintendent and there would be an accountability level at both the school and city level with collaboration and conversations between the school dept. and city. Ellen Sanborn also spoke to this position.

Ms. Gramlich – asked if staff in school finance department would be school or city staff? Ms. Whynot-Vickers – they would be school staff.

· Announced – Retirement effective 11/30/07

Mary Bloom Family Literacy/Adult Ed 10 years

· Retirement incentive – Joline Hart spoke to the proposed retirement incentive. Savings with staff retiring results in ample savings.

Ms. Thompson– asked how many might opt for this. Ms. Hart – 180 employees are over the age of 60.

Report of the Secretary

1. Consideration and action to approve the meeting minutes from the October 17, 2007 meeting.

Ms. Thompson moved, seconded Mr. Eglinton and voted unanimously to approve the meeting minutes from the October 17, 2007 meeting. (Students voted with majority)

Report of Committees

1. Policy Committee – Mr. O’Brien – next meeting 11/14, 5:30 to 7pm to discuss busing changes and to review weighted grades proposal with first reading on Dec. 5^th;

Finance Committee – Mr. Meiklejohn –a joint finance committee meeting was held on 10/24 with Bob Kautz where ground rules and communication process were established. Superintendent reported on financial recovery plan, which will be presented at end of Nov. There was an update on 2008 budget - there have been approximately $770,000 in savings. $350,000 of identified costs – sped summer school and $60,000 to $100,000 with bus maintenance. $350,000 additional costs - $125,00 uncollected grant administration and staff is working very hard to get new chart of accounts set up. No over expenditures at this time, but there is a projection to be overspent. Discussed alternative plan to be submitted to state – transportation is part of this plan. Also looking at system-wide administration. Consolidation law requires 50% reduction in administrative costs. Since 2000 administration at Central Office has been reduced by 50%. Reviewed decreases in Facilities Maintenance – looking at closing warehouse and utilizing purchasing cards, which is the purchasing process used at the city. Special Education – continuing to look at efficiencies; looking at opportunities to consolidate with city. FY08 budget is on target at this time. Rigorous timeline has been established for budget presentations by cost center managers, which begins this month. Committee has a plan and protocol for joint finance committees. Legal counsel is completing review of the financial policies. Plan for consolidation of services are adequately addressed in these policies.

2. Legislative Affairs Committee – Ms. Gramlich - no report.
3. Elementary Facilities Committee – Ms. Alcorn – 3x3 met on 10/30 and was to vote on site of new school – Douglass or Baxter site. 3x3 is hoping to meet prior to School Committee meeting on 11/28.
4. Portland Education Partnership – Ms. Thompson – PEP awarded 11 arts grants totaling $5400. Ms. Thompson reviewed some of the projects that will be taking place. Congratulated Beth Arsenault at PHS who authored the first successful DonorsChoose.org award. Portland Education Partnership and Building Bridges group will be hosting a meeting to explore Expeditionary Learning. This meeting will be held at the EECS on 11/29 at 7pm
5. Other Committees and/or member concerns:

Ms. Thompson – spoke briefly on issue of ratification vote and thanked staff at King Middle School and Portland citizens.

Mr. Eglinton– Thanked Ms. Alcorn and Mr. Meiklejohn for their service on the 3x3 committee. Indicated that he is working on a resolution pertaining to Clifford project.

Ms. Minnick – acknowledged that several constituents had contacted her about possibility of redistricting EECS to King.

Consent Items - None

Old Business - None

New Business

1. Consideration and action to approve a retirement incentive effective July 1, 2008.

Ms. Alcorn moved, seconded Ms. Minnick to approve a retirement incentive effective July 1, 2008

Clarifying questions:

Ms. Gramlich – asked about the number of people over 60 and if there was any calculation on cost? Ms. Hart – 55% of health benefit of approximately $3,000 each x 20 people

Ms. Alcorn – what was saved last year ? Ms. Hart- $500,000 was saved by utilizing a retirement incentive.

Ms. Minnick – is this any different than last year? Ms. Hart indicated that it is the same.

Public Comment:

Steven Scharf – spoke to motion.

Kathleen Casasa – spoke to motion.

Debate:

Ms. Thompson –asked what the deadline would be. Ms. Hart– indicated that employees have to be return notification of intent to retire by 12/21/07.

Vote: It was voted unanimously to approve a retirement incentive effective July 1, 2008

(Students voted with majority)

Personnel

1. Consideration and action to approve the personnel item(s) listed:

a. Change in Degree:

Regina Dibella ESL/Riverton $ 3,810

MA in Education – University of Michigan

Ms. Thompson moved, seconded Mr. O’Brien and voted 8-1 to approve the personnel item(s) listed(Students voted with majority)

2. Consideration and action to the authorize the hiring process to begin for the vacancies listed:

Position	FTE	Location	Annual Salary	Funding Source	Rationale
Ed Tech III– Media	1	Hall	$14,553	Local	Required to fill in for librarian who only works 2 days per week.
Ed Tech III	1	Spring Harbor	$14,553	Grant	Developmental day treatment program for severely disabled students.
Business Manager	1	Central Office	Approx.$86,000* (*TBD)	Local	Oversight of $85M budget and realignment of finance system
Ed Tech – Title 1	.4	Presumpscot	$4,746	Grant	this person will support students grades 3-5 in reading and math
Parent/Community Specialist (Acholi Sudanese)	.8	Multilingual	$10,828.80	50 % local 50% grant	Acholi speakers are the largest group of Sudanese. We need to cover Parent Teacher conferences, PETs, discipline hearings and major communications to the parents. It is mandated and necessary for equal access to education.

Ms. Alcorn moved, seconded Mr. O’Brien to authorize the hiring process to begin for the vacancies listed.

Ms. Gramlich – asked if this was already in budget. Ms. Whynot-Vickers – indicated that it is.

Mr. O’Brien- asked for confirmation that 50% of multilingual was on local side.

Mr. Eglinton– asked about librarian at Hall. Also asked about public comment on these positions. Ms. Whynot-Vickers – indicated that now that elementary librarians have been reduced there is a need to have an individual open/close library each day.

Mr. Coyne – indicated that legal counsel advised these positions are appropriate under personnel. He also asked if the business manager would be a newly created position? Ms. Whynot-Vickers indicated that funds were held to cover this position, which would be for one-half year.

Ms. Alcorn – asked if the city staff still going to be assisting. Ellen Sanborn indicated that there is a definite need for a business manager at the school dept.

Mr. Meiklejohn – wanted to confirm that none of these positions are part of the $500,000 that School Committee chose not to fill. Ms. Whynot-Vickers – indicated that he was correct.

School Committee agreed to open up this item to public comment:

Steven Scharf – spoke to motion.

Bill Weber – spoke to motion.

Margie MacDonald – spoke to motion regarding Multilingual position.

Debate:

Mr. Eglinton– thanked chairperson for allowing public comment.

Vote: It was voted unanimously to authorize the hiring process to begin for the vacancies listed. (Students voted with majority)

Committee Focus on Educational Issues - None

Public Comment Prior to 11:00 PM on any items not on the evening’s agenda

Fifteen citizens addressed committee regarding ratification vote concerning KMS.

Mary Gross – mentioned that CBHS parent/teacher conferences were taking place during the School Committee meeting. Discussed DonorsChoose.org and suggested that folks check out this site. Interested in what may be coming forward regarding the 3x3 and elementary education. CBHS will be hosting a craft fair at PATHS on Nov. 17 and 18 from 9 to 3pm

Public Comment was closed at 8:47

At 8:48 p.m. the Committee voted unanimously to recess for 5 minutes.

Meeting was called back to order at 8:55 p.m.

Executive Session

Consideration and action to move into Executive Session to discuss negotiations

with B.A.S.E., Portland Administrators’ Association, Ed. Tech/Language

Facilitators, pursuant to 1 MRSA § 405(6)(D)

At 8:59 pm Mr. Meiklejohn moved, seconded Ms. Alcorn and voted unanimously to

move into Executive Session to discuss negotiations with B.A.S.E., Portland

Administrators’ Association, Ed. Tech/Language Facilitators, pursuant to 1 MRSA §

405(6)(D)

At 9:47 p.m. Ms. Alcorn moved, seconded Mr. Meiklejohn and voted unanimously to come out of Executive Session

Adjournment

Mr. Meiklejohn moved, seconded Ms. Alcorn and voted unanimously to adjourn the business meeting at 9:48 p.m.

Respectfully submitted,

Jeanne Whynot-Vickers

Interim Superintendent of Schools