Agendas & Minutes

Winchester Board of Education
Type of Meeting: Regular BOE Meeting Agenda - Amended
Location:  Town Hall – Hicks Room 
Date: August 13, 2019 @ 7:00 p.m.
 

Meeting Facilitator:    Melony Brady-Shanley, Superintendent
                                    Doug Pfenninger, BOE Chairman

Call to order

Pledge of Allegiance

Roll call

Agenda Review Discussion Possible Action:
a)      Regular Board of Education Agenda:  August 13, 2019

Comments from the Chairman
a)      BOE Retreat
 

Presentations:
a)      Building Work
b)      Back to School Backpack- Summer Learning Passport
c)      New Staff Introductions
 

Public Hearing:
Five minutes allotted to each speaker per Board Policy #9325 No BOE employee, student, or community member should be defamed within a public comment.
 

Consent Agenda Items Discussion Possible Action:
a)      Minutes of Regular BOE Meeting – June 11, 2019
b)      Minutes of Special Meeting – July 22, 2019

Correspondence to the Board:

Superintendent’s Reports & Action Items Discussion Possible Action:

a)      Superintendent’s Report
b)      School Enrollment
c)      Gilbert Enrollment
d)      New Hire
e)      T. Mobile 1:1 Device Program
f)      Student Handbook
g)      Staff Handbook
 

Board Action Items:
a)      Acceptance of Donation from St. Andrews Church Kent, CT for the Critical Needs Fund       
         $300.00
b)      Sole Source – EdAdvance Installation Internet Access Points $2,730.00
c)      Sole Source – Frontier Purchasing / Installation of 35 Phones at Pearson
         $12,083.65
d)      Sole Source – Karpet Partners Painting of Gym $6,050.00
e)      Sole Source – Warehouse Store Fixture Company Refrigerator $5,156.09
f)      Sole Source – AK Athletic Equipment $6,000.00
g)      Approval of Canon Copy contract 1^st year $43,540.00, and 2^nd-5^th year $32,688.00     
 

Unfinished Business:
a)      Fiscal Year 2019 Year End Financial Update           

New Business Discussion and Possible Action:

Adjourn 
 

Winchester Board of Education Type of Meeting: Regular BOE Meeting Agenda
Location:  Pearson School – Library   
Date: September 10, 2019 @ 7:00 p.m.

Meeting Facilitator:    Melony Brady-Shanley, Superintendent
                                    Doug Pfenninger, BOE Chairman

Call to order

Pledge of Allegiance

Roll call

Agenda Review Discussion Possible Action:
a)      Regular Board of Education Agenda:  September 10, 2019

Comments from the Chairman
a)      Update on Result Regarding Hinsdale Referendum

Presentations:
a)      Student Bus Monitor Presentation 
b)      Building Walkthrough to View Improvements
c)      1:1 Technology Initiative

Public Hearing:
Five minutes allotted to each speaker per Board Policy #9325 No BOE employee, student, or community member should be defamed within a public comment.

Consent Agenda Items Discussion Possible Action:
a)      Minutes of Regular BOE Meeting – August 13, 2019
        
Correspondence to the Board:
a)      17/18 District Performance Report

Superintendent’s Reports & Action Items Discussion Possible Action:

a)      Superintendent’s Report
b)      School Enrollment – Staffing Increase 2^nd & 4^th Grade
c)      Chronic Absences
d)      Gilbert Enrollment
e)      New Hire
f)      Gilbert Tuition Increase Impact
g)      Next Steps Regarding Hinsdale Results

Board Action Items:

1.    Acceptance of Empowered Ed 2.0 Grant - $16,000 
    

Unfinished Business:

New Business Discussion and Possible Action:
a)      Policy #6141.327(a) – Electronic Resources 2^nd Read

Adjourn 

Winchester Board of Education
Type of Meeting: Regular BOE Meeting Agenda
Location:  Town Hall – Hicks Room   
Date: October 8, 2019 @ 7:00 p.m.

Meeting Facilitator:    Melony Brady-Shanley, Superintendent
                                    Doug Pfenninger, BOE Chairman

Call to order

Pledge of Allegiance

Roll call

Agenda Review Discussion Possible Action:
a)      Regular Board of Education Agenda:  October 8, 2019

Comments from the Chairman     

Presentations:
a)      Chronic Absenteeism Report per the State Department of Education
b)      1^st Quarter 2020 Financials
 

Public Hearing:
Five minutes allotted to each speaker per Board Policy #9325 No BOE employee, student, or community member should be defamed within a public comment.

Consent Agenda Items Discussion Possible Action:
a)      Minutes of Regular BOE Meeting – September 10, 2019
b)      Minutes of Special Meeting – September 16, 2019
c)      Minutes of Curriculum Committee Meeting – September 24, 2019
d)      Minutes of Bylaw and Policy Committee Meeting – September 24, 2019
e)      Minutes of Finance Committee Meeting – September 24, 2019
 

Correspondence to the Board:
a)      Resignation from Gilbert School Corp. – M. Hintz

Superintendent’s Reports & Action Items Discussion Possible Action:
a)      Superintendent’s Report
b)      School Enrollment
c)      Chronic Absences
d)      Gilbert Enrollment
 

Board Action Items:
a)      Change Date of BOE Meeting in April from April 14, 2020 to April 7, 2020
b)      Sole Source PowerSchool Hosting    
c)      Discussion of 3-hour delay
d)      Healthy Food Certification
e)      Appointment of member(s) to the Gilbert School Corp
 

Unfinished Business:
a)      Fiscal Year 2019 Update

New Business Discussion and Possible Action:     
a)      Policy #5131.81(a) - Cellular Phones/Electronic Communication Devices – 1^st read
b)      Policy #5132 - Dress and Grooming – 1^st read
c)      Policy # 3281.1 – Crowdfunding – 1^st read   
d)      Michelle Hintz – Update on HSRC 9/30/2019
e)      EFinance Plus Implementation
f)      Adjustment of October Committee Meetings

Executive Session:
a)      Review of School Security Assessment
b)      Discussion of Gilbert Tuition
c)      Discussion of BOE Member experience with designated high school

Adjourn 

Winchester Board of Education

Type of Meeting: Regular BOE Meeting MINUTES

Location:  Town Hall – Hicks Room

Date: August 13, 2019 @ 7:00 p.m.

Meeting Facilitator:     Melony Brady-Shanley, Superintendent

                                    Doug Pfenninger, BOE Chairman

Call to order @ 7:00pm

Pledge of Allegiance

Roll call

Winchester Board of Education:       

S. DeVaux, R. Dutton, C. McGlynn, M. Hintz, N. Mocarski, K. Peterson, D. Pfenninger, A. Propfe, C. Royer (entered excused @ 7:05 pm)

 

            District/Central Office Staff:

M. Brady-Shanley, Superintendent, N. O’Dea-Wyrick, Director of Finance & Business Services, Seamus Cullinan, Director of Student Services, Barbara Silverio, Principal of Pearson School, Rosanne Field, Principal of Batcheller School

 

Agenda Review Discussion Possible Action - None

 

Comments from the Chair

Welcomed new district faculty and staff

Gave an overview of the BOE retreat from July, including a positive performance on standardized testing

BOE goals were discussed including improving communication with BOS and recognized that continuity in the membership of the BOE is important.

BOE expressed its appreciation to the administration of its hard work in turning the district around

We are looking to have more student involvement in BOE meetings including a presentation from students on the school bus monitoring program

And finally, the pictures of Pearson’s improvements to the physical plant look amazing

 

Presentations

            Building work: Pearson building improvements were presented in a PowerPoint presentation

Examples include a new bike rack, new interior, and exterior doors. Standardized size doors installed to reduce costs, thus the transoms, clean freshly painted classrooms, repainted cabinetry, waxed and polished floors, newly painted lockers, new wall pads, repainted walls, and refinished floors in the gym, repainted cafe/stage

Still outstanding: bathroom sinks, plumbing, and faucets. To be fully landscaped prior to the opening of school, risers

Building security has been improved, but specifics will be withheld for obvious reasons

                       

Back to School Backpack:

Passports in reading - completed passport kids got a backpack filled with back to school supplies

Anticipating 200 students will earn this backpack

Note there are backpacks available at the Salvation Army for families in need as well

 

New hires present and introduced

 

Public Hearing - None

 

Consent Agenda Items

            MOTION to accept the minutes from the Regular Winchester BOE Minutes from June 11, 2019

First: R. Dutton, Second: A. Propfe. → 8-0-1

 

Correspondence to the Board - None.

           

Superintendent’s Report & Action Items

            Page 16 read into the record.

            Winchester and Gilbert School enrollments were discussed

Additionally, Melony will be a member of four committees of the State of Connecticut            Superintendent’s Leadership. These include Alliance Grants, Legislative, Small Districts, and Women in Leadership committees.

Formal paperwork on the new hires was noted. The update of the latest hire will be included at the next meeting in September.

T-Mobile 1:1 Device Program was discussed. All 6th graders will have one Chromebook and a hotspot at home for access to the Internet provided by a grant from. T-Mobile. However, all families must attend a workshop on safety and accidents

Student Handbook updated and available

Staff Handbook updated and in line with BOE policy

 

Board Action Items

            MOTION to accept the donation from St. Andrews Church, Kent - $300.00

                        First, M. Hintz, Second: C. McGlynn → U

            MOTION to accept the Sole Source of EdAdvance Installation Internet Access Points - $2730.00.

First: A. Propfe, Second: C. Royer → U

MOTION to accept the Sole Source of Frontier which includes the purchase of 35 phones at Pearson. Rationale: Many rooms did not have phones in Pearson to date. People will be able to dial local numbers only. Classroom to classroom and Central and Main Office calls can be made. The faculty can receive voicemail and phone calls. This system is compatible with what is already installed in the school.

                        First: C. McGlynn, Second: R. Dutton → U

            MOTION to accept the Sole Source of Karpet Partners Painting of Gym - $6,050.00.

Rationale: This Company repaired gym walls and painted gym walls quickly so that other improvements could be accomplished in the short window. This group was already working in the building and was willing to work fast. 

                        First, R. Dutton, Second: C. McGlynn → U

MOTION to accept the Sole Source of Warehouse Store Fixture Company. Note that this does not require competitive bidding because it is already on the state-approved list.

                        First: C. McGlynn, Second: M. Hintz → U

            MOTION to accept the Sole Source of AK Athletic Equipment.

Rationale: This product is of good quality and this vendor was willing to allow us to install the mats ourselves. These mats are Velcro to the wall and therefore, can be replaced easily, one section at a time, if necessary.

            First: S. DeVaux, Second: A. Propfe → U

            MOTION to approve the Canon Copy Contract which was a competitive bid process. We had six bids. 

Rationale: Central Office recommends Canon to the WBOE because our current software that tracks utilization by the person and by machine and can continue to be used. Other copy companies asked for different systems and thus more cost. Canon agreed to install machines two months early and would also relocate copiers throughout the district at no cost. Loaner machines will be provided if they cannot repair a machine. Impact on us is in the current year, July to Oct at the old rate. The new rate starts Nov. 1st. considerably less than what we were paying. Seven machines, different machines. Some color, some black, and white. Leased equipment for five years. Parts included, and no delivery charge for toner. They will charge us for per page use.

                        First: A. Propfe, Second: M. Hintz → U

 

Unfinished Business

Finance update. The 2018-19 school year is not completely closed, but balance is in the black at $99,910. We received many more Medicaid monies. The report was read aloud.

 

New Business and Discussion and Possible Action

Regarding Gilbert's contract negotiations moving forward: As a BOE, we decided we did not want to negotiate with Gilbert so late in the school year. Therefore, a planning session will be scheduled on how to move forward in negotiations with Gilbert. Look for an email from D. Pfenninger asking for who would like to be involved.

 

MOTION to adjourn at 8:30 pm.

First: A. Propfe, Second: S. DeVaux → U.

 

Minutes respectfully submitted by

Nora Mocarski, BOE Secretary.

Winchester Board of Education

Type of Meeting: Regular BOE Meeting MINUTES

Location:  Pearson School Library

Date: September 10, 2019 @ 7:00 p.m.

Meeting Facilitator:     Melony Brady-Shanley, Superintendent

                                    Doug Pfenninger, BOE Chairman

 

CALL TO ORDER at 7 pm

Present: Richard Dutton, Cheryl McGlynn, Michelle Hintz (entered 7:23 pm), Nora Mocarski, Kristin Peterson, Doug Pfenninger, Alexandria Propfe, Christina Royer

Absent: Shana DeVaux (Unexcused)

 

District/Central Office Staff:

M. Brady-Shanley, Superintendent, N. O’Dea-Wyrick, Director of Finance & Business Services, Seamus Cullinan, Director of Student Services, Barbara Silverio, Principal of Pearson School, Rosanne Field, Principal of Batcheller School, Kim Roy

 

PLEDGE OF ALLEGIANCE

 

AGENDA REVIEW

            MOTION: to add “SBAC Results” under “PRESENTATIONS”

                        First, Chris Royer, second Cheryl McGlynn → U.

            MOTION: Move student presentation up before “COMMENTS FROM THE CHAIR”

                        First; Cheryl McGlynn, Second Chris Royer → U.

 

PRESENTATION

            Kim Roy presented 6th-grade students who discussed the “Positive Patrol” Program - Bus monitors

 

COMMENTS FROM CHAIR

            Recognition of Nora Mocarski, as Canton Public School’s Teacher of the Year

            Brief discussion of the Hinsdale vote outcome

 

PRESENTATIONS

Chromebook goal/purpose: Every 6th-grade student will receive one. Hotspots will also be available for all students at home. Wrote and received a grant from T-Mobile - “EmpowerEd 16K to pay for hotspots with 4G unlimited data and internet service needed for the home. Hotspots will have filters.

Google Classroom will be used. Expecting to help with communication home via email

Only the Chromebook will be used for the hotspot. No other device will be allowed to use it via restrictions controlled by Winchester Public Schools. Purchasing 100 cases to protect the device. Meetings with parents are planned to educate them on the program.

Ms. Chmura 6th grade teacher - presented information on how the Chromebook will be used in the classroom.

 

Overall SBAC scores were presented [Handout] from assessment this past May 2019.

ELA: Closing the gap for ELA - ELA scores are up 2.4% from last year

Math: growth is exceptional - From 47.7% to 55.10%. Remarkable positive growth.

 

PUBLIC HEARING

            None.

 

CONSENT AGENDA ITEMS

            MOTION: to approve the minutes as written

First: Kristin Peterson, Second: Cheryl McGlynn → U.

 

CORRESPONDENCE TO THE BOARD

State Department of Education’s Special Education Department completes an annual report for whether a district needs help or support to comply with IDEA regulations.

                        We MEET Expectations, Pre-K through 12.

 

SUPERINTENDENT’S REPORT & ACTION ITEMS

Read into the record: Page 9 of BOE Packet with the correction that Superintendent Brady-Shanley did not attend “United Way Breakfast” because of an issue in the District

We hired two additional teachers because of increased enrollment to meet the classroom size maximums in the WEA Teacher’s Contract.

            Grade 2 - Had 29 students in a classroom. Per teachers’ contract: 20 should be the maximum

Grade 4 - Had 24 students. We were at 24 - maxed with three teachers at this point with increasing enrollment. 4 students are pending on entering the district.

We are now within WEA contractual agreements with the new hires

            All movement of assignment of teachers was done in mid-August before the start of school

 

Gilbert enrollment appears to be dropping per their reporting as of September 2019 [page 12]

 

Backpack progress: Approximately 110 were distributed.

 

Impact of Gilbert’s Tuition Increase to the Winchester Board of Education: 

• Cut a Math Coach position ($85,000 - benefits & salary).
• Cut the Special Education Administrator at Gilbert High School.
  • IMPACT: Seamus Cullinan now runs PPTs and conducts testing two times a week in addition to his regular job responsibilities.
  • Superintendent Shanley is up at Gilbert once a week to work with faculty on assessment, instruction, and inclusion.

BOARD ACTION ITEMS

           

            MOTION to accept Empowered Ed 2.0 Grant of $16,000

First: Cheryl McGlynn, Second: Michelle Hintz → U.

           

UNFINISHED BUSINESS

 

Date established for discussion on Gilbert Negotiations - Special Board of Education meeting scheduled for Monday, September 16, 2019, at 6:30 pm regarding Gilbert Negotiations will be at the Town Hall in the 3^rd-floor conference room.

 

NEW BUSINESS DISCUSSION AND POSSIBLE ACTION

           

            MOTION to accept Policy # 6141.327a

First: Alex Propfe, Second: Richard Dutton → U.

ADJOURN

            MOTION adjourn 8:27 pm.

First: Cheryl McGlynn, Second: Michelle Hintz → U.

 

 

Minutes submitted by Nora Mocarski

Winchester Board of Education

Type of Meeting: Regular BOE Meeting MINUTES

Location:  Town Hall – Hicks Room  

Date: October 8, 2019 @ 7:00 p.m.

Meeting Facilitator:     Melony Brady-Shanley, Superintendent & Doug Pfenninger, BOE Chairman

 

Call to order @ 7:00pm

Pledge of Allegiance

Roll call

Winchester Board of Education:       

S. DeVaux, R. Dutton, C. McGlynn, M. Hintz, N. Mocarski, K. Peterson,  A. Propfe, C. Royer, and Doug Pfenninger.

District/Central Office Staff:

M. Brady-Shanley, Superintendent, N. O’Dea-Wyrick, Director of Finance & Business Services, Seamus Cullinan, Director of Student Services, Barbara Silverio, Principal of Pearson School, Rosanne Field, Principal of Batcheller School

 

Agenda Review Discussion Possible Action:

a)      Regular Board of Education Agenda:  October 8, 2019

                     MOTION to delete “Healthy Food Certification” from under “Board Action Items.”

First: C. Royer, Second: R. Dutton → U

MOTION to add a “Letter from Avon Plumbing & Heating” under “Correspondence to the Board.” 

            First: C. Royer, Second: C. McGlynn → U. 

Comments from the Chairman

Chairman D. Pfenninger mentioned that K. Petersen and N. Mocarski would be replacing M. Hintz and D. Pfenninger respectfully as members of the Gilbert School Corporation Board.     

 

Presentations:

a)      Chronic Absenteeism Report per the State Department of Education

Superintendent Brady-Shanley happily reported that district chronic absenteeism, collectively, is well within the state target. Specifically, Pearson is within the goal, and Batcheller is within striking distance.

b)      1st Quarter 2020 Financials

                     N. O’Dea-Wyrick presented the district financials [pp. 7-10].

 

Public Hearing:

Five minutes allotted to each speaker per Board Policy #9325 No BOE employee, student, or community member should be defamed within a public comment.

Winchester resident MaryEllen Valyo to express her appreciation to the public for Board of Education member Christine Royer and her 14 years of service for the Winchester Public Schools as Board of Education member.

Winchester resident Tara Sunday was welcomed as an audience member who will be the Winchester Board of Education’s newest member after the close of election day in November as she is running unopposed.

 

Consent Agenda Items Discussion Possible Action:

a)      Minutes of Regular BOE Meeting – September 10, 2019

b)      Minutes of Special Meeting – September 16, 2019

c)      Minutes of Curriculum Committee Meeting – September 24, 2019

d)      Minutes of Bylaw and Policy Committee Meeting – September 24, 2019

e)      Minutes of the Finance Committee Meeting – September 24, 2019

 

                     MOTION to accept the minutes of the meetings above (a-e) as presented:

First: C. Royer, Second; R. Dutton → U

 

Correspondence to the Board:

a)      Resignation from Gilbert School Corp. – M. Hintz resigned from the Gilbert School Corp. Board.

b)      Letter from Avon Plumbing and Heating was read into the record and recognized the professionalism of N. O’Dea-Wyrick during the project. They look forward to working with the Winchester Public Schools again.

 

Superintendent’s Reports & Action Items Discussion Possible Action:

a)      Superintendent’s Report - Superintendent M. Brady-Shanley read p. 22 into the record.

b)      School Enrollment - School enrollment increased by seven students. Special Education increased by 11 students in part because several students moved into the district, and PreK students have rolled into Kindergarten.

c)      Chronic Absences - statistics on page 24 was reviewed

d)      Gilbert Enrollment -

Winchester students dropped by one student to 437 as of October 2019

International students stand at 29 as of October 2019

Tuition stands at $15,099 per pupil for 459.8 students

 

Board Action Items:

a)      Change Date of BOE Meeting in April from April 14, 2020, to April 7, 2020

                     MOTION: to change the BOE Meeting date from April 14 to April 7, 2020

                                 First: M. Hintz, Second: C. McGlynn → 8-0-1.

b)      Sole Source PowerSchool Hosting - Page 26 was read into the record, and rationale was explained. This is also considered an “add-on” service to services already provided.

                     MOTION to accept PowerSchool as the Sole Source

                                 First: C. McGlynn, Second: M. Hintz → U.

c)      Discussion of 3-hour delay - to be used only if necessary.

                     MOTION for a 3-hour delay

                                 First: C. Royer, Second: C. McGlynn → U.

d)      Appointment of member(s) to the Gilbert School Corp

MOTION to accept Kristin Peterson to replace Michelle Hintz on the Gilbert School Corporation Board

                                 First: C. McGlynn, Second: M. Hintz → 8 - 0 - 1

 

Unfinished Business:

a)      Fiscal Year 2019 Update - N. O’Dea-Wyrick reports that while we are waiting for the bills on a few classroom collaborative tables and chairs, we should close the year in the black by approximately $2000.00. This will be applied to the non-lapsing fund. Also, note that the non-lapsing fund allowable went up to 2% from 1%. A question was asked about the purpose of the non-lapsing fund that would have been available if we did not have to use it to pay the excess tuition charge by Gilbert. The answer: We would have left the monies alone had we not had to pay Gilbert to have on hand to take care of emergencies that might arise such as a roof repair.

 

New Business Discussion and Possible Action:    

a)      Policy #5131.81(a) - Cellular Phones/Electronic Communication Devices – 1st read

                     Policy shared and discussed. No action needed at this time. Will be voted on in November.

b)      Policy #5132 - Dress and Grooming – 1st read

                     Policy shared and discussed. No action needed at this time. Will be voted on in November.

c)      Policy # 3281.1 – Crowdfunding – 1st read  

                     Policy shared and discussed. No action needed at this time. Will be voted on in November.

d)      Michelle Hintz – Update on HSRC 9/30/2019

Hinsdale School - We received information that we will be recommended to be placed upon the “priority list” for funding of the renovations in Hinsdale School. This does not mean we have received funds. We have not at this time. It was discussed and recognized that there will be no movement on the project from the Board of Selectman until the Town has received funding from the State of Connecticut. Question was asked if Representative Jay Case can “fast-track” this work. The goal is to occupy a newly renovated Hinsdale by the Fall of 2022.

e)      EFinance Plus Implementation - pp. 40-41 was reviewed and will go “live” in January of 2020.

f)      Adjustment of October Committee Meetings

MOTION to move Winchester BOE Committee Meetings to October 22, 2019, from October 29, 2019, because of a conflict with a community fundraiser on 10/29/19.

                                 First: C. McGlynn, Second: M. Hintz → U.

 

Executive Session:

a)      Discussion of Gilbert Tuition

MOTION to invite Superintendent M. Brady-Shanley and N. O’Dea-Wyrick to go into Executive Session to discuss Gilbert Tuition at 8:30 pm

First:  M. Hintz, Second: C. McGlynn → U.

MOTION to come out of Executive Session at 9:17 pm

         First: C. McGlynn, Second: C. Royer → U.

 

b)      Review of School Security Assessment

MOTION to invite Superintendent M. Brady-Shanley and N. O’Dea-Wyrick to go into Executive Session to review school security at 9:17 pm

                                 First: C. McGlynn, Second: C. Royer → U

                                             S. DeVaux left Executive Session at 9:20pm.

                        MOTION to come out of Executive Session at 9:39 pm.

                                 First: C. McGlynn, Second: C. Royer → U

                    

c)      Discussion of a Winchester student

                     MOTION to discuss a Winchester student inviting no one at 9:39 pm

                                 First: C. McGlynn, Second: C. Royer → U.

                     MOTION to adjourn out of Executive Session at 9:57 pm.

                                 First: C. McGlynn, Second: M. Hintz → U.

Adjourn

         MOTION to adjourn the meeting at 9:59 pm

                     First: C. McGlynn, Second: M. Hintz → U.