Draft: November 28, 2007

Approved: December 19, 2007

School Committee meeting November 28, 2007

Under Report of the Secretary

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

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:

• Congratulated DHS on Thanksgiving Day Turkey Bowl Game. Mentioned how nice the Alumni game was that was held recently.
• Recognized outgoing student representatives and presented certificates of appreciation to Anthony Toppi, Maureen Quinn, and Bennett Gross.
• Recognized and thanked Ellen Alcorn and Ben Meiklejohn for their years of service on the Committee.

Ms. Alcorn and Ms. Quinn thanked the Committee and wished everyone the best of luck.

Report of the Superintendent

Interim Superintendent Whynot-Vickers:

• Thanked the outgoing Committee representatives for all of their hard work during their tenure.
• Recognized Lucy Bogdanovich on her recent induction into the Northeast Women’s Hall of Fame.

· Spoke about the consolidation law and the need to submit an alternative plan for reductions in four major areas because the state will be reducing funding in those areas – 5% in special education, 5% in transportation, 5% in facilities and maintenance and 50% in overall administrative costs in the district.

Report of the Secretary

1. Consideration and action to approve the meeting minutes from the November 7, 2007 meeting.

Ms. Thompson moved, seconded Ms. Hopkins and voted unanimously to approve the meeting minutes from the November 7, 2007 meeting.(Students with majority)

Report of Committees

1. Policy Committee – Mr. O’Brien – at the Dec. 5^th meeting there will be a report by administration on weighted grades guidelines and at a future meeting the Committee will take a ratification vote.

2. Finance Committee – Mr. Meiklejohn – Committee met on 11/14 with a presentation by the Multilingual Center. The demand for services by the Multilingual Center has increased greatly over the past 10 years State of Maine is now the fiscal agent for all block grants. Mr. Meiklejohn met with Ms. Chapman, Mr. Coyne, and Ms. Whynot-Vickers regarding finance policies. Financial policies are going to need some serious work and revising. Legal counsel recommends passage of policies up for a first read this evening. Finance Committee met prior to the evening’s meeting to hear a report on TV3’s budget. TV3 is still in analog vs. digital at this time and cable network contract still has not been resolved. Also heard a budget presentation by Adult Education, which is about 1% of total budget and has the second lowest per pupil cost for adult education in the state. Received a financial update on current budget with expenditures currently at approximately 40%. There may be some over expenditures in teacher salary lines and course reimbursements, transportation and special education. Unbudgeted item being charged to school department by city for use of Expo. Reviewed alternative plan. Also reviewed auditor’s report.
3. Legislative Affairs Committee – Ms. Gramlich – no report
4. Elementary Facilities Committee – Ms. Alcorn – 3x3 met last week where they voted to accept architect’s recommendation to build at Baxter. Also passed a number of recommendations – district move forward with 8 mainland, 400 student schools – looking at Lincoln as K-8; school committee to develop redistribution for diversity(economic); Clifford be reserved for before/after school daycare; task force to determine use of West; new school to be a community center and magnet program; school committee to establish a standing committee to engage in long-term facilities planning using 2002 and last EFTF report as a starting point.
5. Portland Education Partnership – no report
6. Other Committees and/or member concerns -

Ms. Hopkins - attended MSMA conference and would like to meet with superintendent. Reviewed various workshops that were held. Discussed professional development opportunities with other school committees across the state. She indicated that Drummond Woodsum would be hosting a bargaining workshop on November 30^th.

Ms. Thompson– attended HCD meeting at Riverton School, District 5. Question was asked about having 3-minute limit and how questions sometimes arise. Ms. Whynot–Vickers – indicated that may possibly have a question/answer page on web site.

Ms. Alcorn – mentioned December 5^th, 5:30 workshop on roles, rules and responsibilities for new committee members with legal counsel. Suggests setting aside time to discuss how the committee might come to some common agreements on how to spend the year working together and possibly holding the retreat.

Ms. Hopkins– concerned about policies up for a first reading. Ms. Whynot-Vickers indicated that there is a policy that does allow other members to bring policies forward.

Consent Items - Ms. Whynot-Vickers reviewed donations and thanked the contributors.

Old Business - None

New Business

1. Consideration and action to approve an out-of-country field trip for Portland High School students to Costa Rica February 15-24, 2008

Ms. Minnick moved, seconded Ms. Hopkins to approve an out-of-country field trip for Portland High School students to Costa Rica February 15-24, 2008

Suzette Olfasen, PHS, spoke to the Committee regarding this February 2008 trip.

Clarifying questions:

Mr. Coyne – asked about cost, funding and insurance. Ms. Olafsen indicated that students have done fund raising. Costa Rica - cost $2,000 and China is $2800. There is no burden on the local budget. This is all paid for by fund raising, student monies and parental assistance.

Ms. Gramlich –inquired about student/chaperone numbers. Ms. Olafsen - 24 students/12 chaperones for Costa Rica and for China 10 students and 4 chaperones.

Anthony Toppi – fully supports these trips – amazing experience.

Vote: It was voted unanimously to approve an out-of-country field trip for Portland High School students to Costa Rica February 15-24, 2008. (Students voted with majority)

2. Consideration and action to approve an out-of-country field trip for Portland High School students to China April 17-27, 2008.

Mr. Meiklejohn moved, seconded Ms. Thompson and voted_unanimously to approve an out-of-country field trip for Portland High School students to China April 17-27, 2008 (students voting with majority)

3. Consideration and action to approve a contract settlement between the Portland

School Committee and the Portland Administrator’s Association effective July 1, 2007 to June 30, 2008.

Ms. Thompson moved, seconded Ms. Alcorn to approve a contract settlement between the Portland School Committee and the Portland Administrator’s Association effective July 1, 2007 to June 30, 2008.

Joline Hart spoke to the motion.

Clarifying questions:

Mr. Coyne – for this calendar and have budgeted? Ms. Hart – correct.

Public Comment: Steven Scharf spoke to motion.

Vote: It was voted unanimously to approve a contract settlement between the Portland School Committee and the Portland Administrator’s Association effective July 1, 2007 to June 30, 2008. (Students voted with majority)

4. First reading of the following policies
1. BDE Subcommittees, Task Forces, Advisory Groups
2. BEDD Rules of Order
3. DBC Budget Deadlines and Schedules
4. DBG Budget Hearings/Reviews/Adoptions
5. DBI Budget Implementation
6. DI Fiscal Accounting and Reporting
7. DIC Financial Reports and Statements
8. DIF Budget Amendment

Mr. O’Brien indicated that policy comm. has not reviewed these policies, but did meet in spring with finance committee. Could allow review of policies c-h and not policies a and b.

Ms. Minnick – would prefer that policy committee review.

Ms. Hopkins– would like policies reviewed by policy committee.

Mr. Meiklejohn – policies were reviewed/approved by finance committee. School Committee Policy allows policies to be brought to the full committee through a subcommittee other than policy committee. Legal counsel reviewed and indicated that there is a lot of work to be done to get where the school committee needs to be with these. Legal counsel recommends passage recognizing that there is much more work to be done. Policies can be passed on a first read with a two-thirds vote of the full committee. Reviewed additions to the various policies.

Clarifying questions:

Ms. Thompson– asked about consolidation plan and impact on 11 accounts required.

Mr. Meiklejohn– it is implicit that expenditures include 11 accounts as required by law.

Mr. Eglinton– in several policies Director of Business Services has been removed, but in DBE it remains.

Mr. Meiklejohn moved and Ms. Gramlich seconded to consider items C-H.

Vote: 6-3 to consider items C-H. (Students - 2yea-1 nay)

Mr. Coyne– confirmed that these have been reviewed by legal counsel and that it is recommended to approve to strength policies currently.

Mr. O’Brien – vote as a slate or individually? Mr. Coyne – as a slate.

Public comment on policies C-H. Steven Scharf spoke to motion.

Debate:

Mr. O’Brien – feels policies need further review by policy committee before a final vote.

Ms. Minnick – does not support motion.

Ms. Thompson– does not support motion.

Ms. Thompson moved and seconded Ms. Minnick to change item B in DBC to read The School Committee will….

Vote: It was voted unanimously to change item B in DBC to read The School Committee will…. (Students voted with majority)

Ms. Hopkins– school committee has had these now for a while to review and sees no reason not to pass these tonight.

Mr. Meiklejohn– finance committee reviewed these policies in July and the school committee as a whole had these for a few months now.

Ms. Thompson– these are a first reading tonight would like to make a motion to table.

Ms. Thompson moved and Ms. Minnick seconded to table to next business meeting on Dec.5^th for a second reading. Vote: 5-4 (2 yea, 1 nay).

5. Consideration and action to submit the Alternative Plan in compliance with the reorganization law to the Maine Department of Education by December 1, 2007

Ms. Minnick moved, seconded Mr. Eglinton to submit the Alternative Plan in compliance with the reorganization law to the Maine Department of Education by December 1, 2007

Interim Superintendent Whynot-Vickers reviewed the major areas of proposed efficiencies outlined in the Alternative Plan – systems administration, transportation, special education, and facilities/maintenance.

Clarifying questions:

Ms. Thompson – asked about budget survey to gather community input. Will it consider community suggestions on cost savings? Ms. Whynot-Vickers indicated that this current plan needs to be submitted by December 1^st. The consolidation law requires a referendum so before that time focus groups will be held to discuss the budget. The survey will provide an opportunity to find out what people want to know about the budget.

Ms. Alcorn– asked about giving more decision-making to each cost center on how to make the necessary reductions. Ms. Whynot-Vickers indicated that there would be the need to have a financial management system to provide oversight on exactly how much funding is available at all times. New chart of accounts will provide a breakdown of everything that pertains to each specific cost center.

Mr. Toppi – can an ed tech replace a learning strategist? Ms. Whynot-Vickers – no, a learning strategist, for instance, handles many federal mandates, which requires special training.

Mr. Coyne– is the alternative plan just a placeholder? What if Augusta denies the alternative plan? Ms. Whynot-Vickers – these are areas that are getting serious attention, but school committee can make decisions in the future around all areas. Augusta may find some areas for change/adjustment then plan would be revised.

Public comment on motion:

Margery Mehler, Ann Grygiel , and Steven Scharf addressed the Committee.

Debate:

Ms. Thompson– spoke to learning strategist positions and plan - will this be a first step or “place card” holder?

Ms. Alcorn– appreciates the superintendent indicating that a new accounting system will allow individual schools to use resources applicable to that particular school.

Ms. Minnick– impressed with creativity involved with the plan.

Mr. Eglinton– supports the submission of alternative plan.

Ms. Hopkins– supports submission of alternative plan and appreciates the effort to find cost savings.

Mr. Coyne– supports with understanding that this is a plan and looks forward to receiving eight page document referenced by a speaker during public comment.

Vote: It was voted unanimously to submit the Alternative Plan in compliance with the reorganization law to the Maine Department of Education by December 1, 2007 (Students voted with majority)

6. Consideration and action to approve the location for Casco Bay High School

Ms. Thompson moved, seconded Ms. Minnick to approve the location for Casco Bay High School

Ms. Whynot-Vickers spoke to motion and referenced the recent workshop held to discuss CBHS. There is incredible work taking place at CBHS with very talented students and teachers.

Derek Pierce, Principal at CBHS, spoke to the motion.

Public Comment: None

Debate:

Ms. Thompson– supports CBHS remaining at PATHS.

Ms. Alcorn – spoke to motion and supports CBHS staying at PATHS. CBHS is a jewel and serves as a model for other schools in the district. PATHS allows CBHS to become a regional school.

Mr. Coyne– supports CBHS remaining at PATHS and becoming a regional high school.

Vote: It was voted unanimously to approve the location for Casco Bay High School

(Students voted with majority)

7. Consideration and action to accept the Resolution regarding the Nathan Clifford project.

Ms. Gramlich moved, seconded Mr. O’Brien to accept the Resolution regarding the Nathan Clifford project.

Mr. Eglinton spoke to motion, which is a non-binding resolution. Indicated that Speaker Cummings has arranged a Dec. 17^th meeting with Sue Gendron regarding her decision not to support renovation of Clifford School. He has also asked the Attorney General to review the rulings.

Public Comment: Seven community members addressed the Committee on this item.

Debate:

Mr. Eglinton moved, seconded Mr. O’Brien to amend resolution.

Mr. Eglinton spoke to amended resolution.

Vote on amend: It was voted unanimously to amend resolution (Students voted with majority)

Back to main motion as amended.

Debate:

Ms. Thompson– thanked Mr. Eglinton. Does not want to give false hope to folks that this resolution indicates that Nathan Clifford would be renovated. Does not favor renovation of Nathan Clifford.

Ms. Hopkins - located an article on a renovated historic building, but it does not fit the Nathan Clifford situation.

Mr. Meiklejohn – spoke to resolution. Process is never perfect and does not satisfy all. Process has been two years in the making, was extremely exhaustive, and is as good as it gets.

Ms. Alcorn – spoke to amended resolution and is not able to support it.

Ms. Alcorn moved, seconded Mr. Meiklejohn and voted unanimously to change wording “in order”

Back to main motion as amended.

Vote: It was voted 7-2 to accept the on Resolution as amended (Students: 2yea, 1 nay)

8. Consideration and action to approve the architect’s site selection

recommendation.

Mr. Meiklejohn moved, seconded Ms. Alcorn to approve the architect’s site selection recommendation.

Mike Johanning, WBRC architect, spoke to the motion.

Clarifying questions:

Mr. Meiklejohn– asked about peer review of renovation. Mike Johanning addressed the inquiry.

Ms. Thompson– asked about processes used to look at Douglass St. and Baxter sites. Mike Johanning – there was a survey done at Baxter but not Doherty Field since one was already available. Ann Archino-Howe, WBRC Engineer, also addressed the question.

Ms. Hopkins– asked what would happen to time line if this motion was tabled until after the December 17^th meeting with the Commissioner. what if site is approved, but energy requirements relaxed would renovation again be considered per vote taken in Sept? Mike Johanning – indicated that time line has already been compressed and WBRC is now trying to get in front of State Board in January 2008. It could be turned around to go in renovation direction, but there is a very tight time line with state.

Mr. Eglinton– concerns have been discussed regarding Doherty Field with landfill, etc. With Baxter site there would be 3-4 schools near each other. Mike Johanning – there is no clear delineation of where landfill lines are.

Ms. Alcorn – K-8 option with Lincoln possibly being a K-8 was discussed. Too many unknowns associated with Doherty Field. Will need to look at a creative re-districting plan.. Mr. Meiklejohn – proximity to other schools was discussed. Committee isn’t conclusive on 8 as a final number. Possibility of relocating West School needs to be considered. K-8 option may need to be considered.

Ms. Gramlich – asked about conversations that Ms. Alcorn may have had. Ms. Alcorn indicated that DOE and others are skeptical about Doherty Field, but folks were not always willing to come forward and “take a stand”.

Mr. Coyne – what would cost be to do that work on Doherty Field? Mike Johanning – current estimate is about $20,000.

Doug Sherwood spoke to the system in place at West to dispel any type of methane gases.

Public Comment: Seven community members addressed the Committee on this item.

Debate:

Mr. O’Brien moved, seconded Ms. Minnick to table the motion

Mr. O’Brien spoke to motion and would like committee to wait until the December 17^th meeting with Commissioner

Vote: It was voted 4-5 to table the motion. (Students - 2 yea, 1 nay) – Motion fails

Back to main motion.

Mr. Meiklejohn– spoke about Douglass Field issue and the cost of having to possibly do more testing on that area.

Ms. Alcorn– clarified that DOE could have been more transparent.

Mr. Eglinton– there may be potential extra costs at Baxter, i.e. ledge, wetland, and traffic flow. Ann Archino-Howe – goal would be to stay away from wetlands. Would attempt to stay in area of site that is already developed. Geotechnical analysis indicates there might be ledge about 8’ down and water table would not be a major issue.

Mr. Coyne – supports motion.

Vote: It was voted 7-2 to approve the architect’s site selection recommendation.

(Students with majority)

9. Consideration and action to petition the city council to include school committee

stipend cost of living increases in all motions that increase city council stipends.

Mr. Meiklejohn moved, seconded Ms. Minnick to petition the city council to include school committee stipend cost of living increases in all motions that increase city council stipends.

Mr. Meiklejohn – spoke to motion.

Ms. Minnick– supports motion.

Ms. Thompson – spoke to motion.

Ms. Alcorn – spoke to motion, does not support. Asked if student reps received a stipend.

Ms. Hopkins – supports motion.

Mr. Eglinton –does not support motion.

Ms. Gramlich – does not support motion.

Mr. Coyne – does not support at this time.

Vote: It was voted 5-4 to petition the city council to include school committee stipend cost of living increases in all motions that increase city council stipends. (Students voted with minority)

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

Position	FTE	Location	Annual Salary*Pro Rated	Funding Source	Rationale
Ed Tech III-Sped	1	PHS	12,717.60	Local	Meet Individualized Educational Program (IEP) requirements
Building Custodian	2	Lyseth/Presumpscot (split shift) Lincoln	15,017.60 for each	Local	clean and maintain building
Adult Ed Family Literacy Teacher	.5	Adult Ed – West	9,153.75	Grant	Federal Even Start program of family literacy for Portland’s “most in need” families. Failure to fill this position would prevent the Even Start team from accomplishing the stated goals and outcomes of this project.
Cafeteria Worker I	.25	Longfellow	2,896.80	Local	Over the years we have combined and reduced positions to a point where we need each position we have.
Cafeteria Worker II	.5	PHS	6,542.40	Local
Receptionist	.5	PATHS	6,345.60	Local	This position is necessary as the responsibilities are multiple. In particular, the person in this position is first in line to answer the phone as well as meet/greet people coming to PATHS. Also, the individual handles all of the attendance- tardies, dismissals, excused absences etc. The person handles our "Visitor" process, which involves regular contact with 23 sending schools as well as coordinating our staff schedules to insure that the process runs smoothly.

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

Ms. Gramlich moved, seconded Ms. Minnick to table to the next business meeting.

Vote: It was voted 4-5 to table to the next business meeting. Motion fails. (Students voted with majority)

Ms. Whynot-Vickers spoke to motion.

Public comment: Steven Scharf spoke to motion.

Vote: It was voted 7-0 to authorize the hiring process to begin for the vacancies listed.

(Students voted with majority)

Committee Focus on Educational Issues - None

Mr. Meiklejohn – spoke to policy book being posted on web. Spoke about his six -year experience on the sc.

Public Comment Prior to 11:00 PM on any items not on the evening’s agenda – At this point in the meeting it was after 11 pm so public comment did not take place.

Adjournment

Ms. Minnick moved, seconded Mr. Meiklejohn and voted unanimously to adjourn the business meeting at 11:51pm

At the conclusion of the business meeting the Committee moved to Caucus.

Caucus

Purpose of the caucus is selecting the 2007-2008 School Committee Chairperson.

Members Present:

Rebecca Minnick __x__ Susan Hopkins__x__ Sarah Thompson___x__

Peter Eglinton___x__ John Coyne__x___ Ellen Alcorn _x____

Ben Meiklejohn__x___ Lori Gramlich__x___ Jaimey Caron_x____

Robert O’Brien___x__ Kate Snyder__x__

At 11:55pm Ms. Thompson moved, seconded Ms. Minnick and voted unanimously to go into caucus session.

Ms. Thompson nominated Robert O’Brien as the 2007-2008 School Committee Chairperson. Mr. O’Brien declined.

Ms. Gramlich nominated John Coyne as the 2007-2008 School Committee Chairperson

Ms. Hopkins seconded the nomination of John Coyne as the 2007-2008 School Committee Chairperson.

Ms. Gramlich moved, seconded Ms. Hopkins and voted 9-0 to cease nomination.

Committee voted 9-0 to appoint John Coyne as the 2007-2008 School Committee Chairperson.

Ms. Gramlich nominated Peter Eglinton as the 2007-2008 Finance Committee Chairperson.

Mr. O’Brien seconded the nomination of Peter Eglinton as the 2007-2008 Finance Committee Chairperson.

Ms. Gramlich moved, seconded Ms. Minnick and voted 9-0 to cease nomination.

Committee voted 9-0 to appoint Peter Eglinton as the 2007-2008 Finance Committee Chairperson.

At 11:59 p.m. Ms. Minnick moved, seconded Mr. Coyne and voted 9-0 to adjourn the caucus session.

Respectfully submitted,

Jeanne Whynot-Vickers

Interim Superintendent of Schools