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Westmoreland School Board Emergency Meeting for Monday, April 13, 2020

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Meeting Date, Time Monday, April 13, 2020 – 4:00 PM Meeting Location The Westmoreland School Board members attended the meeting remotely. The closed captioning is not necessarily reflective of the true words spoken during this meeting.

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all right we're officially recording now and just for the record this is the April meeting of the Westmoreland School Board in attendance this evening we have Dean Michael Kevin and Stuart of the Westmoreland School Board also in attendance at this time is Mark Hayward the principal Westmoreland School of Business West Marine. Lazaro stenographer for the Westmoreland school board and myself Rob the superintendent of school so with that I will go to officially call this meeting to order at 4:07 p.m. and hopefully everybody has looked at or is able to reflect on the agenda for tonight the first order of business is for us to select a board chair so with that I will open up the nomination does anybody want to nominate someone to be the board chair nobody wow I think I would nominate that Maddie does another year we've got an army of Maddie is anybody want to I would say yes if no one else wants to do it say yes to the second Mike Mike seconds at Maddie you accept that nomination I accept that nomination okay are there any other nominations for the position of armchair seeing that I'm going to go ahead and close the nomination and we have to do all votes in this format by roll call so when your name is if you could please indicate there I or nay on the nomination of Maddie for the Westmoreland School Board chair position that will help as Deb record the outcome of the vote Dean Kevin Maddie I like oh and Stewart unanimous 520 Nations Maddie on your election as a board chair the meeting is now yours I might suggest that you go ahead and elect a vice chair at this time I think I would like to suggest being as vice-chair where are we the second by Stuart for vice chair daddy would you like me to facilitate this meeting for you because it is kind of a learning curve it's all so very glitchy I think The Thirst getting in and out if you wouldn't mind that would be great so we have a first of a Dean and II a first by Maddie is second by Stuart Dean do you accept the nomination yes all right are there any other number missions for vice chair of the Westmoreland School Board hearing none I'll call the boat please indicate as you did the last time when your name is called and we'll go reverse order this time Stewart yep yes Mike yes Maddie yes Kevin yes and Dean yes all right we've got a chair and vice-chair the next order of business on the agenda is the board reorganization and what I am going to do is I'm going to attempt to share my screen so we can look at that as we discuss it and becoming much more proficient at doing that narrow Than I Used to Be just give it quick moment all right hopefully you can now see my screen are you able to see my screen so we'll we'll adjust the vice chair position to reflect Dean with regard to the SAU Ward you've been stated that it is the full board that is a part of that which every board does so there's no need to update that with regard to The Advisory Lee alternate has been the vice-chair so we would move Dean into that roll bare a board with. Mike and Maddie unless there's a desire to change that is there any desire to change that now here I hear none so moving down the Ed committee is a full board whoever can make those meetings it's open to all members of the board we're going to need to update the the bills and manifest currently we have Dean will never need to replace my cancer no is there anybody who would be interested in being the prime review person during regular board meetings of the bills and manifest Belong With Me I guess I guess I don't know what that involves so every month we prepare a manifest which shows all of the checks that we write from the West School District to pay vendors to make sure we're paying our bills and we also have a payroll manifest that shows how much we're spending every month on our payroll and so we prepared documents that when we meet on a monthly basis to People review that and then prepare a motion for the board to approve the bills and the mannequin Scott will have to lead Hostess and as the you know if you were willing to take on that responsibility Kevin who is right up the street from me so I just I'm always tired as far as having time to do it but I certainly can try to make that happen if if no one else wants to do that acts early can try to help them do that directions to Kevin moving into that room I think you'd be good at it 407 all right moving down the negotiation we can take that off as you successfully passed a contract and there is no negotiation for the coming year what city is the full board the student attendance staff liaison has been Maddie matting you happy to continue in that role or would you like to see if someone else might want to pick that up if somebody else would like to do it they're welcome to it I've no problem continuing anybody got a burning desire to take that on think I need to get to know the staff first no problem so Maddie why don't we keep you on there the emergency planning committee Stuart Aspen the feeling that you are happy to continue with that Stewart yeah that really over those my plate cruising right down the scholarship is the full board Stewart as Ben the transportation liaison you happy to continue with that too Dean you good with a selectman liaison will have to replace Mike on that one yeah I can continue to see it through all right who would like to replace my gun that as the sort of the backup to Dean I could do that I think that would be really appropriate Maddie so we'll go ahead and Slot you into selectman liaison Stuart Dean you happy to continue on the facilities yeah I'm good with people going on that yes yep and then with the budget Dean you've been doing a great job as the lead on that happy to keep that okay Lake was the alternate on that might I suggest that we make that a full board as they did in Chesterfield yeah I like that alright so we'll go ahead and make that full board to replace Mike alternate there's somebody with somebody Maddie I don't know how you feel about being the liaison for the PTO accurate asked to come off of that I prefer not to have somebody else could do it sister parent teachers organizations that this is a liaison from the board what does that involve going to the monthly meetings reporting to the full any activities what night of those meetings typically Maddie I believe Mark was I want to stay there Tuesday night yep still Tuesday night for the second Tuesday and I usually do it on those it was the one I couldn't make it and if someone could go that be great but making that a full I was just about to say the same thing Rob yeah why don't we go ahead and do that then Safety Committee has been my concern o Stewart would you be happy to take that on yeah that's fine we'll need a backup for Stewart on the Safety Committee I could help him with that I can't really see people's faces so if you could tell me who speaking Kevin that was Kevin so Kevin weeks yeah Millcreek Township all of that I mean knowing that you you haven't really had an opportunity to have a an orientation of any sort will will be able to through all these things I can sign up for a few other things spell peeling potatoes that's that's Top Notch that's what everyone has to do and that's the only other one you know Maddy Maddy Maddy unless you you're really adamant about holding on to that it might be a good opportunity to get someone else involved absolutely I can do it if nobody else wants to thanks Mike you put you down for that and then I think the other two have full board with regard to that so if I could if I could go ahead and get a motion to approve the school board reorganization as discussed I make a motion to approve the reorg has discussed we get a second. Greg Stewart so go ahead and do a roll call vote once again Dean Kevin hi Maddie Michael and Stewart awesome sharing with you the agenda or on item to and hopefully you had the opportunity to be able to review the minutes a special meeting in January that that we never you're actually approve the minutes out as well as the March 9th regular and non-public and the March 13th special meeting minutes my dinner chain a motion to approve them either separately or all together as a make a motion to approve of all three sets of minutes got a first in the second are there any changes that anyone saw that we need to consider or May not hearing any will go ahead and do a roll call vote once again. Kevin Maddie hi hi Stuart Scott I'm going to stop my sharing so that you can go ahead with next couple of items okay got hopefully you didn't fall asleep I forget that like that knowing all the time fair enough so I'm going to share with you a financial report in a second stop for a second are you skipping the bills and manifest Scott I'm actually like no that is next isn't it so did everyone everyone day start see my screen yeah alright I'll just pull this song also received the email about the bills and manifest shared folder yeah yes send everybody got access to view those I did not get my driver I saw your email multi so I can resend a link of that everyone on the board look at that Center Drive take me to drive that shared with you I'm looking to make sure drives yeah I don't see a shared Drive Scott I can tell we're looking at my screen anyway we'll go is my computer being slow all right so I'll pull that up and show you what I'm talking about was this the concept that that Halloween has sent out so we have the watch Homeland the system board meeting in this is owned by Helena and the goal isn't that every month we will provide a folder for that month emergency meeting with all of the documentation in there for the 4th of you and if a new business portion of this meeting if the board passes to Lot 1 two individuals to sign off on the Manifest that individual after approving them can sign the cover sheets and scan them back into me we will mail out the checks for you they will be in the school they're just like this for everyone on the board to view and if you have any questions you can reach out to me directly and I will answer those questions once you're satisfied with everything is on the up-and-up the board can I can just send it to me and we will mail everything out of this screen with that I don't even think I have that all right so this is the Westmoreland manifest AP and payroll owned by Helena lariviere send to her the list of all of the board members names so that she can approve sharing with you I'm not sure she has a prove that request yet if we was waiting till today to do so okay so I just I just type that into my search I just like you didn't and I do have something I can come out of God. Does the West payroll for 3:20 in the West Ferry Road 4 for 3 oh beautiful yeah I didn't I couldn't find it on my side I can I can do it later I can send an email after you guys you can see I don't have it either and I make sure that she has approved all of the access access to it as well so here's what I'd like to do with this and then I'm going to let stable any action on the bills and manifest because we might be able to address that differently when we get to the new what there's an object in in which one to try to resolve this now I just don't know how I will be able to marry is this the way it seems like I have it so I can the first sign officer but are you okay with that yeah that's fine awesome so before we take any action let's just table this agenda item until we get to the new business he may be able to address that through your actions under new business chart also stock financial report I need a motion to accept and a second before we start discussion Salmo thank you Michael I'd Scott alright so here is the month of April financial report description is fairly short the revenues are all the same projected course for the end of the year as they were last month and right now student enrollment it hasn't really changed at all the all of the accounts that I have uncovered funds in and remain the same there has been no new major changes in any of the accounts the only change that I made is under transportation services number 2700 ion encumbered field trip money under transportation is am assuming we are not going to be utilizing those at this time good idea so there will be changes coming for there's going to be if I reject auction your transportation cost we have worked out an arrangement with all the transportation providers that they we worst we are still paying them a partial sum up through May four executive order shutdown is going to in return they're giving us a discounted rate and they are providing Services moving meals and supplies to the different families that need that kind of service so that has worked out really well so far Scott do me a favor scroll back to the top of that document just for so we can kind of walk Kevin through this old because they call him titles don't move down with it and Kevin what you'll see is what is a typical monthly financial report that Scott provides to the board members the the majority of the discussion takes place between the far-right two columns when the far-right showing what was available last month and then the one just to the left of that what is Kerr the available so that you can see any changes from a month prior to what we're looking at currently so I just wanted to point that out to you because if you don't see the top of that can become a little confusing and you'll see that very little has changed except for what Scott indicated I mean Building Services changed a little bit but the biggest change was in the transportation services and staff services changed a little bit and then at the bottom of the page age you'll see the difference from one month to the next of what's available on a baseball previous March that's a worthy of the biggest things to understand with this is the we have the far left column is the budget in the middle is what we've actually spent so far and the conference line is stop daylight salaries and benefits that we haven't spent yet but we know we're contractually bound to spend before the end of the year there's also things in their regular instruction for insta covers everything including supplies mileage reimbursement so there's a lot of items in each one of those categories and what I will do is when I'm giving this report don't just say that regular instruction when $30,000 higher than it was last month without explaining in detail what it is they should I pointed out it was the fuel trip line what did ancient and these are projections based on what we know now so the bottom of this paper showing a net available of $14,381 is our best projection of where we're going to end the school year but where's the current situation I'm going to set that comment by saying that we are going to have reduced expenses I can't predict right now in our transportation bill in our electricity use in a woman about their supply lines little things that we're not going to spend as much as we thought we were going to so at the end of the year we should probably be a little bit call Stephen the what this is showing may I ask a question are we anticipating any kind of increase in costs like supplying technology to students that need it or anything like that all right I'll go so there's a couple of things that were working through right now Maddie with regard to that there through the Care Act are there are allocations being made to school districts to help offset any additional expenses that might be occurred or provide additional Revenue that might be useful to make sure that we're able to meet some of those technology needs waiting on those allegations to come in so that we know exactly what it what it will entail what I do know at this point in time is they're using the same disbursement formula that they use for title white but not the same amount have a pot of money in there the same formula for the other thing that's going off right now as well and we're keeping track of any additional unanticipated expenses due to the pandemic so that we can compare and at some point in time will be submitting that to see if we'll be able to get any type of reimbursement on those type of expenses as well I don't want to make any weed any any pretense that we're going to get reimbursed for those monies but we are collecting that information and we're going to provide that so that if in fact there is any type of reimbursement that we will have our ducks in a row great thank you are there any other questions on the financial report I had a question on the transportation Milford with the negotiated terms of the Year whatever are I have been thinking in my head. I know they have to get paid to pay their bills and I understand the only they're not spending money on fuel and I didn't know if if they could just reduce the fuel out of their budget in or some portion of their fuel that's not being used every just an idea that's exactly what we're doing store and we've already received reduced billing for the month month of March basically it's a fuel surcharge they were I'm getting charged because they're not driving as many miles but it goes beyond the fuel surcharge right cuz we have a fuel surcharge on our times. a decrease the bill based on the fact that they're not spending as much money because their bosses are doing very little running around for our lunches and your deliveries of supplies Atkins or what not okay one more thing I know this is a silly question but there's got to be a more cost-effective way do. Why we should give me the bus correct yeah we had three runs all with one bus which actually she goes to that that's cuz when I do one every other week or so I know she's been going to the high school weekly to make run for that she just uses a minivan excellent so shoot me a big package multiple grade so she took the the bus and we had a staff member or I really only had a couple staff members who helped out so that way the bus is kind of that room and try to maintain the distance better to any other she's on the financial report yeah I guess some you know I was thinking that this would be a lot more saving but maybe not so help me understand what I know we had our big meeting this thing off and I've been paying attention to your emails Rob but as of thing continues I would have to believe that there's some staff members that the one I'm thinking about like speech services stuff like that or we were sharing some of the services with other Schools are they keeping up with the same hours or how how does that work with with our new remote learning plan and I guess the other question I was going to ask is are the other folks that would volunteer either either to take their time or only a part-timer that they would just say go off hard questions to ask from my perspective to see my kids in school yes all those teacher there are still involved in some way shape or form helping out directions to the special ed services sign of it I met with both Liz and Doctor Maddie and Tim Graham Jackie from Keene and we went through every single child in SAU 29 that's receiving services and went through their list on which services are still being provided remotely which service is not being provided in made sure that we were not getting charged for a single service on a single kid that was not being provided remotely with some kind of substitute service copy that makes sense and then just in general the facilitation of kids at the school other staff it was it was there any volunteers Mark that has today you know what I'll just I don't need to be involved in this or how hot is it out of that work Bob one staff that basically stepped it down as one of the kitchen assistant step down is going to just take unemployment for the remainder of the year but everybody else is on board still copies that work for you Dean no I just know I'm in the food service business for the whole country and it just seems another I don't know what the unemployment is over what is ugly rating I just thought I'd just anticipate a lot of folks asking us some hard questions in a month if this thing goes on for another month a lot of folks are going to be unemployed asking a lot of questions so that's all I'm saying yep that's a reality that we're faced with and we've seen a lot of activity where we're labor unions have been demanding that that school Des maintain levels of employment for all staff were also seeing in this will be part of the larger discussion on Wednesday with the SAU board we're also seeing that the benefits that people are able to participated far exceed what they would be getting me if they were being employed at different districts and so wild only one board in this essay you is made any type of emotion to continue finding alternative work for hourly staff that might actually be preventing them from availing themselves of other benefits that they would be able to because that motion prevents them from being furloughed or or temporarily let go so that's going to be a larger discussion on when play when we have all the boards together copy any other questions on the financial report hearing nothing that I I'll roll call once again motion is to accept the financial report. Kevin is muted does mute button on Kevin Automotion what's going on with Maddie Michael Stewart another bite at the Apple are you there can you hear me Kevin Kevin reading driving can you type in the chat is I just got a text from he can hear you you click on the chat you can you can give us your boat that way as well I just texted him and asked him if he can unmute are you go we got a 5-0 vote Kevin vote on accepting the financial report all right we have no old business on the agenda unless somebody has some old business that they want to have addressed at this point in time the only thing that I had but Mark got back to me just on Miss Pat is retiring and where we stand with hiring but Mark answer my question earlier today he said they're still accepting applications until the 24th and Move On hiring in some way shape or form yep that's kind of the challenge for all the districts everywhere right now might be able to fill vacancies through remote interviewing it's not ideal and you know we're going to we're going to navigate through that the best we can as you probably know we are trying to navigate through the hiring of a principal at the high school Dennis avner and it's really not ideal but we are trying to make it work the best that we're able to do so Stuart did you get your application in for that job yeah I know yet so we've got a few items on their new business quite a few items under new business I'll go ahead and start facilitating that the first one is the school board meeting calendar for next school year it was loaded into your drive hopefully you had the opportunity to go ahead and look at it we didn't change anything really still on the second Monday of the month and if everyone is satisfied with that if we could get a motion to approve the school board meeting calendar for 2020 May 21 emotions meme. B21 all right so I did Michael made the motion Maddie I'm going to accept your input as the second if that's okay with you sounds good any discussion on that calendar for next year aggressive toward our meetings are solar second Monday at 6:30 is that it is a second Monday yep yeah so Stewart that I know I think that's a challenge for you sometimes I think it's been working out in general I think stuff for you guys to double up with Chesterfield but seems like that is working out really well for you guys right it's been it's been a huge game changer for us to be quite Frank been very pleased with that does Chesterfield still okay with the second Monday at 5 we'll find out 15 minutes you guys beat him this month as long as it works I think it's good to get some synergies for you guys then just feels so ago I would say move forward as opposed thank you Dean appreciate that feedback let's go ahead and call that vote Dean Kevin if you can't speak if you could type it that would be great. Of Kevin thank you Maddie Mike Awesome scholarship I don't think that there's any action that we can take it this time the high school from as I understand it have extended the application process so we're going to have to that on hold until that they come to a close with the application. I'll have them and they're supposed to be back to our score for May 1st awesome so we won't take any action on that tonight only because the applications are coming forth everyone all right with that what you said Robert Knight what I said was on item 6B or not going to take any action here today because the the application. Has been extended and Deb's reached out to all the folks and they're due back on May 1st so we won't take any action on the scholarship agenda item tonight because we want the key to be able to okay baby thank you next one next to next to our what we have been recommending to our boards during this time of remote instruction is the same authorization that are made to the superintendent during the summer and just extending it from this. On so that we don't have needs to call any special meetings outside of what we normally would it most actually all of the boys have been supportive of this so far and we put it out there for the consideration of the Westmoreland School Board as well to authorizes superintendent to and spend the budget and you hiring accept resignation as you typically do in the summer if you feel inclined I would love to entertain a motion for both of those two items Elmo thank you is there a second any discussion on those items Tucson hiring as well rob it was I really like the idea with this position the science positions that come available for Middle School colors if we could continue with a hiring committee Maddie I think you're confusing the the process which is what Mark does with a committee as opposed to the approval of hires so I guess what I'm trying to understand is worst 7 normal meeting on this day why is it an emergency if you know what's different between us after the normal meetings versus what we typically do on a summer we don't meet for 2 months you cannot meet this way unless it is an emergency meeting the only way you can have a full remote meeting as if it is a an Emergency meeting that's the guidelines that have come out from the governor's office as well as the different organization such as the secretary of state that have said if you're born remove remotely you need to call it an emergency meeting so that's why we're meeting in this format are they going to are they going to move to make adjustments on that in the future because this may not be the only time you got to do this so so if we do need to call any type of emergency meeting or another meeting the board this is how we would do it we would call it an emergency meeting until the stay-at-home order has been lifted and folks are able to get back into the same meeting room The Good Bean Beanie Boo I'm here so it's my question is wait so you're saying we can't do that business with this emergency give you the authorization to do that next couple well that's what that's what other other school boards have opted to do so that they don't have to meet monthly during this time they're just extending this but different thing okay so now I understand it a little differently okay the worst thing is that we're not going to meet monthly like we would normally eat in this format right but we will meet in May to discuss the scholarships so and it would have to be called an emergency meeting okay any other questions on that motion in particular no, right let's Go reverse order Stewart yes Mike I Maddie Kevin Ivan thank you Dean alright a couple other items nest though the school district attorney Upton & Hatfield we don't have a district position and the attendance officer has been the county sheriff's office would love to have a motion to appeal write them for the 2020-2021 school year I'm lost in to approve them for the 2021 school year do we have a second all second thank you Michael any discussion on those positions for the district on behalf of the district so what I'll do is we'll go through roll call once again Stewart yes alright whatever you like they both work Stewart thank you Maddie Kevin this is that this is why I was suggesting we maybe table the bills and Manifest this is something that you do every summer to allow a board member to approve the bills and manifest on behalf of the entire board last year you approved three members of the board which were like a sir no Maddie and Dean and any one of them could come in sign what I would recommend. That you'll be coming in but we will send you an electronic version of being billed and manifest the review and I would recommend you approve the full board wear anyone or if you prefer to members to be able to approve that electronically or remotely during this time I think it makes sense to have the full Ford have access yep now. Do you want one or two to be able to facilitate that oh I guess be okay with just the two that are on our reassignment well if you're improving the full board and it can be any any two of the five okay I got you than any two of the five wood would make sense okay that sounds like a good motion thanks Mike do we have a second second thank you Maddie any other thoughts on that all right let's go top to bottom at least how it appears on my screen Dean yep was that a yes yes Okay Kevin. Michael Stewart the only other motion that we do annually in this is just a real formation of all policies as you know any change in policy we bring before the full board during the course of the school year so this is just reaffirming the policies that we already have in place not to make any changes to them unless they come to the full board you know at a future date so we'll be happy to take a motion to reaffirm all the policies somos thank you and II thank you any other discussion on that all right here we go Stuart Starry Night by Maddie Maddie Kevin spy and Dean let us through all of our business is any other new buildings Ain't No Other new business I don't have any non-public Mark do you have any non public Mark a word sorry Mike will be no nonpublic hopefully next time we meet maybe we'll have a few no candidate to the science teacher hiring committee by then what's the Seattle Ghost awesome anything else for the good of the order folks everyone I am going to leave now and head to the Chesterfield meeting but it was nice talking to Nutrishop any questions feel free to let me know thanks Scott awesome Maddie anything else nothing else anybody else have anything just a reminder you and I'll send a calendar invite for Wednesday night's full SAU board meeting there is actually for consideration a opportunity to concur with an amicus brief with regard to the conval lawsuit about adequate funding for for education and we'll make sure that that is inside of the SIU board packet for everyone to read ahead of time as long as we have a quorum of each board they'll be able to determine whether or not they want to go ahead forward with joining that please know that there is no Financial concert download or expected in the future it is more or less the same manner of a matter of saying yes we agree that the funding for adequate education for the State of New Hampshire is insufficient at $600 per student in very short version of it I told you when conval first filed that it didn't make sense to financially contribute to their lawsuit that was based on an attorney's input the same attorney has come back and said this is this is a much safer route for districts to go to be on board with this and so it would be my recommendation Amicus brief on Wednesday when we get together as the SAU board no hopefully I know Stewart is already said he'll be there hopefully we'll get at least two others from the Westmoreland School for that can be there so we can at least have a quorum from the Westmorland board so that you can make a decision for your District if you want to sign on to that break for not I believe we set that hang on Maddie I'm going to double-check it is at 4 p.m. okay 4 p.m. on Wednesday invite but that's part of the emergency board meeting so you already have your invite okay great all right so it's there is no other business then I would recommend to the chair that we accept a motion to adjourn Elmo was going to be your emotion all right recording now

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Westmoreland School Board Emergency Meeting for Monday, April 13, 2020

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