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Marlborough School Board Emergency Meeting for September 28, 2020

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Meeting Date, Time: Monday, September 28, 2020 – 6:00 PM Meeting Location: The Marlborough School Board members attended the meeting remotely. The closed captioning is not necessarily reflective of the true words spoken during this meeting.

Show Transcript

Mueller thank you thank you superintendent Malay and thank you to the members of the public who have joined where it's trying a little bit of an experiment tonight to Spirit of the hybrid program to see if we can have our usual emergency format that allows us to meet remotely but still allow some Public Access so we're going to experiment with that and have public input a bit later in the meeting and I'd also like to thank superintendent Malay who has the unenviable task of managing all the squares on the screen as we go along I have no idea how you're going to be able to wave your arms wildly if you want to give up public input when we get there but we will figure it out as long as we all go forward in the same spirit so the meeting was especially cold to order as soon as I started speaking the first item on the agenda is approval of minutes we have a set of minutes to approve including some Normal public sessions as well as non public sessions dating back to early August I would propose that we approve those as a group however we can take them out a by exception if anyone has a Corrections or additions to suggest for any of those so I would entertain a motion to approve the minutes as listed on the agenda from one of the board members I move we approve is listing and I would understand a second from Andy or Mark okay is there any is there any discussion of any of those minutes prior to voting Jennifer can we call the roll on approving the minutes mr. Bemis mr. Miller hi mister polyphony thank you second item on the agenda is bills and manifests I think probably current in the board signing up on those so super kind of my life remind me what it is that we need to do for a meeting remotely on bills and manifest right here by reading the check numbers the amounts into the record for using boat on a tree okay I'm working right now so please bear with me so perhaps you want to go to public input and then come back to that mr. Miller a little while I have them right now Jeff he's ready you're ready excellent 928 the AP checks and that is for checks number for 11289 two checks number 401 1331 in the amount of 118000 $772.09 is that all of it volume II wasn't checks also David 928 20/20 4 text number 401-1289 24011 I can send it twice so that is it for September okay so just the one at 9:28 or 1 atm 77209 okay I will move that we approve bills and manifests as presented by Scott Lazaro do I hear a second so I can buy mr. Bemis thank you any discussion scary nun Jennifer would you mind calling the wrong mr. Bemis mr. fella Guerra mr. Miller Chris thank you kick someone out turn to public input it seems like forever since we've done this for those of you who haven't participated before and if my memory serves correctly public input is not required to be taken at school board meetings however it's it's so far it's always been a good opportunity to hear from people and to answer questions as long as everyone keep the board may decide to either shortened be a lot of time or likely a lot of time or not not react or respond or encourage continuation of certain lines of questioning your comment so it's wonderful it's at the discretion so with that I'm going to set a tentative time limit of 10 minutes and we'll just see how it goes if there is any public input Stacy has her hand up I thought she was just waving at me and your music we just had a quick question about enesco. Universal procedures that were all following regarding the buses so we have noticed that the buses it says that there should be a sign that hasn't been assigned seating and then resolved supposed to be worn on the bus and we had kids who've actually come gotten all the way and it'll school or to the school without him off so and I've also been told that the bus company says that they don't have to procedures I'm just trying to figure out who's responsible for enforcing those procedures books I can speak to this Rob if you'd like several times they are supposed to be enforcing the mask we have provided them with / 750 masks call that every bus has Master Hand to any child that goes to get on the bus without one and they are supposed to be in for If the child refuses to wear it once it gets reported to the administration to that handle it from there and also returning a seat there is assigned seats on my got it mail and spoke to Ed about this last week for the younger grade children the lower grades I'm not sure if they're doing that for the high school kids but I know that they are providing assigned seats for the younger children so Stacy I apologize I put you on mute because we are hearing the television background and you know just to continue that go with Scott shared with the weed continue to meet the bus transportation providers going that not all things are perfect when you first get started so that we can continue to iron that out and any feedback that you are are seeing and recognizing at the school level please flat back to being a principal so she can let Scott know because they are meeting with the transportation provider on a regular basis and they recognize that that mean they're trying to sort things out as well as all the feedback will only help them become better at that so appreciate that input thank you thank you Stacey for bringing that up you know our Mantra is 100 / compliance so we have a little bit of patience but I guess we think we all share in common we don't have very much patience so we want to make sure the bus company is helping us out as they're supposed to and thank you for that Scott thanks to Tim also when you say him and I know principal Whitney is prepared to deal with anything that turns out to be actions taken or not taken by students and their parents so that we don't have to continue this because fair and reasonable for everyone else and I think we'll be touching On a related topic a bit later in the meeting of the other end of that line with 100% complete it's one of the things that we're still trying to help families recognizes the importance of completing the daily screener before students come to school or you know all of our staffer being very diligent at at filling that out and completing that ahead of time and we're asking our families to take that seriously and complete that as well delays receiving schools at the beginning when they arrived at school if there is an completed screener that has been done so you know aside from the bus issue we're also trying to overcome some of the challenges with completing the daily Gleaner as well so all of these things are new for people and so we are working to continue to improve and sorry I'm distracted as I'm letting someone else in but it'll will continue to get to that 10% compliance as you reference mr. Miller so thank you thank you mr. Larry and would probably principal Whitney wanted to get to your report will probably come back and touch on the screening issue so we can all appreciate what we were able to do about that going forward any other public input at this time and I'll I'll if we don't use up the time now and if someone would remind me like somebody in the public who can wave their arms before we going to non-public session if anyone's heard anything and the rest of the meeting they want to ask about or comments on I can probably find some time at the board agrees with me for addition I am not seeing anybody waving their hands so I am going to close public input yes once twice sold and move on to reports running with the business manager Scott okay how are you able to pull that up and ship thank you sir call Chris Pratt I like to start at the bottom I think that's the easiest way to go about this we ended the year with a small surplus of $89,571 capital reserve fund as of the end of the fiscal year had $360,512 in 2350 dollars scroll back up now and go through how we got there as far as our revenues go we ended up with about $500 Less in to wish anticipated from last budget stays in about $6,800 more in interest because we move to a higher interest bearing account those monies if you notice it shows that we were about $50,000 less than the food service line there so that was there's a placeholder for transferring for the food service if we spilled onto the big actually only big change we saw that we were going to have additional catastrophic 8th June the big change is the federal sources what we saw their looks like a large negative number and it's actually our placeholder we have $350,000 that we put in for Federal grant as a placeholder bold as a liability and as a revenue the reason for that is just for those that don't know that we have a bottom line budget what gets approved for a total dollar amount by the taxpayers every March call we are allowed to expend and this is important because grants become available throughout the year and if we did not have that placeholder for federal grants we would not be able to accept those funds we received a small amount of money from the cares act to help with Kobe cost and misses next year you'll see those funds in that life we did not have a placeholder we would not be able to accept accept find the news. Looks like there's a negative there you'll see it down later on is a positive images cancels itself out looking at our expenses I'm just going to try to focus on the things that changed from explain those differences with our regular instruction and special instruction we were fairly close to where we were no major surprises or changes their the same co-curricular activities and again the co-curricular activities was really because of covid-19 able to do our spring sports that really in a leftist see if we scroll down a little further we had some say some savings and sweep Services it again those are based on student meet we watch it every fall for what we believe the next fall these are going to be and if we have soon to move in or out of the district that can change at the students our needs are their personal plan changes that can affect that's really hard maintain a steady number please continue to go down to look for another change school administrative Services again we had some say thanks and that account other under budget did you speak to those specifically we have some savings benefits also a huge savings on but $5,000 of that was just an office supplies and again that goes back to the covid-19 with the school being closed in March sing this in a lot of budget there was a lot of supplies and stuff like that and just didn't get expended because it was not a need for those hard supplies with a remote teaching Building Services again we had a surplus there with a larger actually being able to run a woodcock lunch we had a fairly mild winter last year and we were about $14,000 under budget for wood pallets we were about $6,000 under budget for electrical use attribute that to the building not being fully staffed from March until June and then the savings be looked at Transportation one from a deficit of 32000 $513 positive change what was savings that we got from athletic programs being cancelled field trips being some savings and special programs transportation and we also because the buses weren't running full-time we received credits for fuel that was not used bottom line which is transfers that's where you're going to see the $350,000 from above being carried down we also had transfer to Food Services $49,147 a week budget $210,000 in that line and a big portion of that is against our food service was curtailed in March and then we had bagged lunches that were provided through a grant program which really reduce the cost of that for basically starter more of the also, if you can scroll up a little bit Rob we had the reserve tax fund that we had put aside the year before that can only be pay for 1 year so that those funds are also in there is there any questions on any of those or the the report overall Scott overall from from June until now we saw our of about $115,000 swing to the good for the Marlboro School District and that was just an unforeseen unspent line items mostly related to covid-19 in the building being shut down and activities being curtailed which actually helped us because we were small deficit song hey Scott is if you were initiant and looking in the crystal ball with all the things that you know we're going on year is it is it is there anything you might Hazard a guess at in terms of this year's budget and how we might do against it or are we way where we way too early. that I can speak to Alex time transportation contract came in $7,600 below Budget Tire Keene high school tuitions as of now or about 40 1808 $5 below budget we actually projected we were given a guaranteed Max rate increase of our health insurance to budget with a 4.6% last year and that's what we it actually came back at 1.8% increase which means our health costs are going to be about 3.8% less than we budgeted for or $15,913 we also because of our healthy usage we're getting it reimbursement of premiums from last year estimated it's only estimated at this time because there's a lot of calculation looking like we will have a $12,750 revenue from those reimbursement over budget side it's looking like you're going to have to hire at least one additional one on one aide that we did not budget for which will be roughly $21,841 so with just these big items what we know now we're looking at about $56,000 below budget for those large items I can proceed right now hey thank you no surprise this will be a continuing as we go through mr. Bemis the transportation is anticipated to come in at less than what was budgeted for this year $3 and that could also be a larger number because as of now you know we don't have any certainty and whether we're going to have for indoor field trips this year that require ball and that's an additional $14,500 that we have set aside for those activities and they may or may not happen depending on how the pandemic plays up in simple terms about being there are fewer buses running through cuz I would have thought it was going to be just the opposite actually budgeted based on the advice we were given for an increase 2 hours protection Casper you might you might have not been aware but our transportation contract ended at the end of last school year and so we were in a new negotiation based on the input folks who are helping us with a request for proposals we put into the budget the amount that we did and through negotiation of the selected Transportation provider it came in under budget so it was a transition from an old contract to a new contract with a negotiation which led to that saving sorry Scott any other questions the fiscal year and record from Scott Andy what happens to the $89,000 Surplus now. Is that going to what happened to question I didn't give you that information so the $89,000 is added as a revenue into next year's budgeting process and we'll go over that in their first budget meeting which basically means that every dollar that we have in Surplus reduces the amount we need to raise from taxpayers next year if we needed to raise $1000000 in taxes will to the taxpayers we will actually be $89,000 less than 1 minute so basically goes to help reduce tax rate good well then I will move or I'll entertain a motion to accept the fiscal year-end financial report make a motion to accept the financial report for Maddie all those in favor of Hope can't do it that way. You want to call the roll please mr. Bemis mr. Miller okay the schedule the budget schedule Scott are you the one is it going to take us through that I know it was on the in the pile of documents and yes, could you think for for the board members if you would also note the meetings at which you would like board member or board members present so people can start thinking about what their interest might be director of special ed principal mr. Brian Campbell and myself and we go over the start of our budget by projecting next special education cost and there's an initial budget draft do and that's when Robin provides her first copy of her budget to my mr. Campbell we have a meeting October 27th and then V where November 5th where we go over those and and the culmination of those meetings is when we meet with the board on November 9th and present that budget to the board the board is done involved with their work session on December 21st where the board takes that proposed budget and then makes recommendations and changes to it December 21st we come up with the final draft of the budget Imogen did if there's any kind of difficult situations that require National meetings with the board that will be determined in between November 19th and December 21st and then the 25th or we present that budget to the Paw once their public hearing has happened in the board has heard the feedback they make any changes if required and we post that budget with the war in town by no later than February 12th and then it is voted on March 2nd okay clear any questions or comments from board members at this point to board you know it really just needs to look at those dates and make sure that they work for everyone on the board so Scott to that if they're after the meeting if someone's looking at their calendar and sees that there are issues and it looks like we're not going to have a quorum or someone would really like to be there is there any Flex at the stage if we get back to you guys or is it hard to do that that we took into account everyone schedules cuz I know that the very busy for everyone so Mark and Casper and Eddie so at your leisure not to leave early but at your leisure if you want to look through those dates the ones that have the borders of take us to be engaged and if you have any problems why don't you let me know and that way I can coordinate the communication with Scott and see if we can move things around that work for everyone yeah I wrote photos down it could be just posted I mean some of the day's not having my calendar in front of me some of the days posted some early times just wanted to make sure that some of those are not sure in a school week they are in the drive mark it is found them just let me know let me know in the next you know week and then we'll just try to adjust something we'll just dump that burden on Scott as usual and I'm assuming from the agenda that we need to vote on this calendar because it says action thank you Rob so I will move that we accept the calendar as presented subject to potential revisions have weave as we have discussed other than we're not going to be revising probably be a meeting. School District meeting dates Jennifer mister polifroni thank you thank you Scott principles report I know you said you submitted the report Robin I just had peso other than General, she'd like to make that I know there's interest because of my interest if nobody else has on this issue of Health screening in there are some ideas of what what are intentions are approximately 50% of our families are not and I would have done is I printed them out day after day and I look from one day to the next to see if it is a a pattern or if it's just somebody forgot one day so all of the families that have not been completing them I sent individual emails to each one of those families with their student ID number in case they didn't have that to make sure that they had all the information they needed I also sent them the link again to do it with a note as to how did you and it did not change when getting. Compliance from the family so we're having a really hard time with that to do it in the morning the majority of our students even our middle school students do not have cell phones so they have them come in and show us the screening on their cell phone really. work for us and especially for the younger kids having them answer the questions if you say you have a headache today do you have a sore throat of a tummy ache most of the time they shake their heads and say you know and they're not sure what asking why we're asking you ask ask them if they traveled outside of New England and they have no idea what you're asking them so it's very difficult for us to do the screening we try to do it but also with that many children it's tying up the morning as well to 2 have to stop eating kids that come in the building you know it's going to take a long time to get them into the building so we really need to get parent compliance on this issue we know we have a couple of families who do not have the ability that technology capability we're happy to send those parents with paper copies of the children can bring you in everyday but other than that is getting the rest of the family's to do this having a lot of problems with that so for the general guests from the SIU is Marlboro alone in this issue or are there other towns and one of the potential actions we can take and what sounds like actions with parents so Marlboro was the only School District that opened up fully on site then the others have been working with smaller groups so they're able to turn around better return rates with their screeners in morning because you're not doing their entire population all at once so I suspect that a lot of this will take more time because you have everyone coming in at once and so it's harder to get complete comply can you have one of your students coming back on site right so that's that's the major difference this this was really brought to our attention towards the end of last week and so I know that Brian and I think Rick Vines and give me a nod turn off scott. Brian and Scott are going to go out there to see how they might be able to assist to continue to strive for that compliance and it just say I think it's going to take a bit more time to do that but continue to follow up on continue to remind people will continue to Echo the importance of doing your part but we want to make sure that come to school I have completed the screening and if there are other ways that we can validate that to do that as well as the dashboard is great but if you know Robin prints at out at 7:45 and someone feels that out after that it won't turn up on that and they might be outside checking in kids already so that makes it difficult if they don't have validation that they can play on a device of some sort so buying large this is the farthest out of compliance that we have any of the buildings and so that's what we're going to continue to divert resources over there to assist the process in the morning so hopefully we'll get closer to it's sooner than later we'll have it all figured out tomorrow I wish that was true positive positive is there any way in which the school board is arak espresso your hand to is there any way in which the school board can be of assistance since the problem seems to lie with the parents in what town just continuing that messaging and helping us get that messaging out there and it the importance of completing this to meet her this is one this is our first step in keeping people safe is completing that screw Karen Minton validating that you are not a risk to be in the building and and we want to ensure that people are coming that are coming into the building or not a risk to get others sick and that's the value of this is to make sure that we're not getting anyone else sick because we're doing our part that messaging in that constant communicating is superbly important from every Everybody in the town in the district of the school support staff ministration the board the school board I mean if we're all continuing that we're going to get tore up Appliance a lot sooner than later Casper you're muted Robin you said you'd sent out some emails that's two who have not done the screening the first of those went out last week and then I followed up with some of them who really high habitual and we have problems of them not reading email so I followed up with those the phone calls so this addressing this issue really got started maybe towards the middle of last week sent them out on Tuesday of last week no no change in the response at this point not today but I'm looking at the numbers we were still probably not close to half but very close to it of people not doing it still do you think there's a fair chance that you will an increase this week at some point she already are coming by car now instead of on the buses so I'm hoping that having SAU staff there with us addressing those parents as they get out of that car I'm hoping that that will help well thanks to all of you. open your diligence on this if we could ask for an update perhaps next week that would be great and I don't want the board to be intrusive however I do want to make sure we are texting our staff and we're protecting the students that have done the screening and this is all because in most cases the parents don't have the self-discipline to spend the less than 60 seconds it takes to do the screenings and I don't took the burden on to those who don't deserve to have to absorb the burden so if the Board needs to talk about how nice the board wants to be in suggesting you start setting up selected kids home to select the parents and create a little more disincentive that'll be great just let us know and hope the nice approach is successful but in the end we have to honor at the hunter the larger group in a group that's doing what it's supposed to be done I would like the risk of getting ahead of ourselves to would it make sense to notify parents that needs to change this because if it's not change this week though there will be some some repercussions it's just just talking about maybe a little bit with okay sounds good so I often get criticized because I reference Sports a lot and this is going to be another one of those such references but I do like the game of baseball and all that it has stood for dinner with getting students and kids are involved in communities involved in three strikes tip very well so I think we're at you know the first formal communication went out last week where have we have another effort that's going to be in tomorrow a little bit more of a full court press read that will begin tomorrow and I think that we will get to that point probably as soon as next week mr. Bemis but I don't know that we're at that trigger point right now but I do believe we will get there shortly. I guess what I'm suggesting is so by the end of this week parents could have still not complied might want to know this come Monday things are changing tickets are in town tomorrow as we look at the process and look at ways in which to maybe expedite the screening for those who don't come to school already strained playing part of the part of the reason being out there tomorrow is to send a pretty strong message that this needs to we need the cooperation of parents so that's part of tomorrow's intent so glad press with the baseball analogy makes me feel good doing the survey at home you're getting that as a report in real time at continuously update didn't want to be one of those parents cuz I know my kids don't have a iPhone to show you because then I head outside for 7:57 for that's when I print it out to head out at when I come in at afterwards I do check it again but the last time before they all arrive at 7:45 just to be clear that I'm not all buildings throughout the essay you have students that have access to cellular phone but we're experiencing the same thing that is happening in the same phenomenon that's happening in Marlborough where there is decreased bus ridership and increased parental drop-off and in those instances almost every parent has almost all not necessarily every parent has a device that they can take a screenshot and when they pull out baking show it to the staff outside that says yep I did it today and it's clear so it doesn't necessarily need to be the student who has a device most specially if they're being dropped off by their parent to parent simply pull it up Dino's complete the screener screenshot it so that if you don't have reception at the time you pull out at least you have the photo of it and you can share that and that leading the screener where we're experiencing the difficulties not necessarily so much as providing the validation that you did it okay Robin did you have anything else you wanted to touch on does anyone else have questions for Robin about any okay superintendent the 4th on the top of the report the reason you seed to numb those are the numbers of the enrolled in the number of remote so I just broke them out so you can tell I do want to piggyback on Robins I know we have a number of teachers online who have been doing an outstanding job. the year that I see Meredith Hines I see her name so I'm assuming that she's there Meredith is our remote 35 teacher who's covering remote for our three towns of West Nile in Chesterfield Marlboro and as taking on a lot of work to coordinate schedules with across the three two pounds supporting those teachers across the street meeting you know the Freetown using different math program different reading programs and Meredith has done an exceptional job of working with the principles in the three towns and and we're getting a lot of positive feedback from those parents so not to just say that each of the Marlboro teachers are doing an outstanding job but I definitely want to recognize Meredith I second that thank you I appreciate that it's a lot of fun getting to know other schools and other principles and other children and I'm really enjoying that call Don Meredith thank you okay superintendent's report is there anything you guys have to say or are you open for question really yeah you guys are getting more than you ever have before you get them no less than weekly sometimes medical I apologize if I am overloading your systems with those update but I do want to make sure that being very transparent as we move forward and providing them how the one thing I do want to I do want to recognize and I sent all of the boards throughout the essay you a quick note today that we've had some really good responses with regard to the do your part from from our staff and from students but we need to get a little bit more of a presence from our school boards to help with that messaging so that it's more you know it's really an effort by everyone so I did send you an email earlier today with regard to that until I'm hoping that we can increase the board participation in that campaign / effort. Thank you for the thumbs-up mister Miller you a tech Guru have any questions for us to be happy to answer I know Stacy's going to send one in she always participates in those I think call son what is it about doing Health screenings for one of the three of you I know going out there was up there was a plan sometime this fall to do some assessment to try to determine the impact on learning from last year's break we're probably talking but we didn't know what we're going to be doing this year so I'd is there just a short blurb about just a rough idea whether we'll be doing that and when will be doing that so we can look forward to putting that on the trailer somewhere down the road specifically for it for the school itself normally we do those tests at the end of the year and those of the test you get the big reports on what we're doing was called the in from testing so all of the gray 4 through 8 will take the test for the interim from the grave before the 4th grade say his fourth graders will take the third grade that starts anytime from October 1st through October 30th we also will be doing shortly our in-house aimsweb testing and that's our Benchmark testing that we do three times a year last year we do get into of the the three and we didn't get the third one in so we'll be doing starting again with the fall testing so we do have to be Max that will be coming through October November Robin you use those to set up RTI groups Mueller to set up to identify students who need a different level of intervention or maybe even extension to learning so we can provide the necessary support to recapture some of those skills bills and foundational skills in preparation for the spring testing thank you do you want to talk a little bit about RTI because not uses the same so RTI is response to intervention and you have a behavioral side which you might gather data relative to attendance disciplinary referral started to school business to the guidance counselor the academic side of things you typically will use data from like the interim test dweb when kids fall below the 40th percentile down to 25th percentile you might put them in a tear to plan and everything below the 25th percentile tr-3b which has a longer intervention. At my last up to 18 weeks perhaps the entire year for Michigan grouse the Gear 2 is a shorter-term intervention where you might you might address one strand many kids are really having did is adding decimals or subtracting from decimals and you'd have a smaller intervention Perry for those kid but we use it to help support kids who are below the norm on the on our test the national testing State Testing until hopefully get them to grade level by the end of the year or at least make you both growth and achievement which is really important the kids can make gross but not necessarily achieve their stay what are the same band but we want growth in achievement so we'll use RTI to support those two we also have what we call our child study team and that meets once a week and has already started meeting with movement twice so far reviewing children that were in our process last year when we left so are what we considered a high-risk kids then and we started to follow those kids already and the teachers can put in a referral to the child study team at any time give me any child if they have that they are seen a concern about we try to catch those kids early and we've already started that process any other questions or Robin or Brian or Rob or Scott committees even this weird ear has anything happened so far this year with committees how do you do a van SAU committee on Friday night if that's the board chairs who sit on the compensation committee for the SAU board and I think your first meeting is this Friday at 5:30 Righttime I put in my order for Wine that's really the thing that's on the horizon okay is there any old business meetings are frequently there can't possibly be any old business new business the fact that there's no old business has a signal of efficiency Jeff Goodwin meeting so guys we saw the Title Nine documents with something updates in the drive what is it that we would like to do without this evening so two options first you are in compliance with the updates as you approve that policy back on August 6th in so if you recall it that time there was a flurry of information that came out so they were trying there were several lawyers through the School Board Association that were working on the creation that policy for all districts throughout the state and they made basically took the spaghetti threw it against the wall to make sure what needed to be in place was in place so since that time they have also gone back to make sure that anything else that needed to be update was presented to the board's which is what you have in your drive the updated language so you're two options are to keep it at first read until next month where you had enough time to digest the 16 Bay job policy repeat that 16 Vape policy one of your policies or you can forgo your normal policy adoption and and move to approve that this evening my recommendation is that you take time to read through that thoroughly and digest it in case you have any questions before you endorse changes at this point in time and that you don't deviate from your standard procedure everyone okay with that I will have it on the agenda for the next meeting or mo3 yeah it is it is unbelievably detailed I'm sure appropriately so and I feel very sorry for whoever it is that has to take something through it if it's doesn't miss any base okay so the action is we will we will be action as we will postpone action and put it on next month's agenda the next item in the new business is it going to Mystery Manor Elementary remote expense report all right so before before I share my screen to to go through this as as you might recall in order to meet the remote needs of students throughout the entire essay you we had to rethink how we were going to coordinate that in all of our buildings and in some cases be able to combine efforts amongst buildings the grades six to eight component was relatively simple for us to sort out with the schedule at Keene Middle and the ability for them to absorb the grade 6 7 and 8 students from R3 K-8 districts being all Boro Chesterfield in Westmorland and those teachers have been on it since the beginning of mail since we opened on September 10th the trigger piece trickier pieces we're both the high school in the Tater five components and in most ends well I'll start with King in the instance of they were able to identify a level of Staffing that could accommodate only the k-25 remote students for the Keene school district and they didn't and then fact in some cases they're bursting they didn't have the body to absorb additional k-25 students in our Town's if we go around our towns Harrisville was able to solve those needs for their students internally as well as nails as was Marlo I'm just based on enrollment the number of students that were requesting for remote only so that left the k-25 component for Marlboro Chesterfield in Westmorland one of the last pieces that we needed to resolve so assistant superintendent along with principal Whitney principal Dion from Chesterfield and principal Hayward had worked on designing a model that would meet the needs of the students in the in K through 5th grade for those three districts now what became evident was that there is going to need to be some form of cost to make sure that Marlborough wasn't absorbing all of the expenses to educate all of the students although districts had agreed that they would do whatever they could there was a definite disproportionate amount of contribution based on need and so I asked assistant superintendent Campbell to take a look at how we can make sure every but he remains whole given the efforts that are going forward with that component of remote learning so what I'm going to share with you as the outcome of that effort let me back up to here so you can see how we got there essentially what we started with was the Staffing of of the Rotator 5 remote component Westmorland is syndicated and blue Marlboro in the in the lighter version of red in Chesterfield's Staffing contribution is in green and so financially you can see that there is a disproportionate amount of Staffing that is being contributed to the K5 efforts with Marlboro absorbing the bulk of them so we then I also needed to look at what the needs War 4K to 5 students by the which three districts and buy those three are in those three districts you could also see that Marlboro had the largest amount of students that were looking for the remote only option so we took the total number of students by the total amount that was being contributed for the staffing to come up with a per student rate which is the same for all districts because you're taking the total number students versus a total number multiply that by the number of students that you had in this remote model and that gave us the total cost or expense what we then did was we took the amount that was being contributed by the amount that you needed for your students to determine what your cost-share was and at the end of it you'll see that Marlboro turned out on the positive side so that they are owed $4,500 roughly for this piece of your remote program which is the k-25 Chesterfield because of their amount contribution up here with solo based on their total need has the greatest expense which will need to be sent to Marlborough and Westmoreland and next pages is just sort of capturing that last chart so that when we do at it up it ends up with a $0 balance hopefully that makes sense to everyone but we wanted to make sure like for example Marlboro was not putting out 70000 toward the effort and then not getting something in return when they were there were contribution that were less in the other districts that are part of this this Consortium if you will is that make sense so nice piece of work yes thank you, thank you. fine for those efforts in the work with the principles so the numbers of the student numbers I'm guessing they're going to ship during the year so what's this is the plan to take a snapshot every once in awhile and watch that and do some the end of the year if the numbers are big enough for or right now we're going to use the October 1st numbers which is are official enrollment for those who are in the remote setting in order to do that cost sharing may change because those projections of salary are for the entire year and if we are not have remote program the entire year then we will need to shift those costs but that is what the intent is right now we need to use an official enrollment date usually October 1st is the date that we use which is today's so that we can set that what is owed to the different districts on that day okay well for us it's I mean I know nothing about $4,500 buys a lot of pizza but that's a fraction of our total budget it's you know it's in the paper clip noise level so it's not a big issue however you guys want to do it that makes sense of the band of the Year beat of my goal is really that the towns would feel that they've been fairly treated that either how it comes out and and I'll part of its the resources that use of a resource has been donated and part of its you know they were able to do it without impacting their budget the first place around the pain they had to go through if you know so I can spray you guys are looking at it and hopefully the other towns or who have the bigger pluses and the bigger negatives are okay with it but thanks for doing I don't want to dominate as usual any comments by Andy or Casper mark on this how is our in School third grade being taught now yes give me X is doing the remote for all those whose teaching our classes we have one teacher that we move around from year to year hang on the sides of classes but we didn't need the two first grade when I when the numbers took out we were able to combine it for lunch so that teacher is teaching the third grade now so it's not like we had to bring on another person to cover you would have had 10 students covered by two teachers if we didn't split it up is there any other new business okay so the next item is future agendas are we okay with just having this is information or is there anything on here we need to talk about everyone's got a print out of it on the agenda so they just as an awareness and if anyone has anything at any point in time made of any of the board members they should submit that to both yourself and myself for inclusion on a future agenda or if it's discussed during the course of the meeting from the minutes and add it to a future agenda as well but we don't need to go over and one by one okay so as promised if there is anything any of the public attend these are going to bring up based on things we've discussed since the last opportunity for public input we can entertain some of that now and then we're going to need to move on to a non-public session immediately thereafter so if there is anything please weight of a dollar bill or something around you might have to turn your camera on so we can see you as well well that might prolong it mr. Malloy good to see you all again thank you both for joining us and look they've all kept their cocktail glasses out of sight that's really good it's saying hello or hello, Ned you're muted so we cannot hear you for once I'm speechless thank you or thank you for all your support and I know everyone in the school and then in the district really appreciate the support that you've extended so we are going to go into non public session will will call the rollanet but for those who hear from the public clearly you can't be in the non-public for the board members have not checked but I believe we all have an email on how do I access the non-public session and for those of you who are attending from the public we do return to the public session after non-public but we will be a journey immediately it maybe they will slip in an extremely important piece of business that we don't want you around 4 but I promise you we won't do that so if you are welcome you can hang out and wait probably maybe for a long time but trust me as soon as we're done with non-public I think we're going to be exiting is that fair to say superintendent Malay I don't see any actions that would be out of non-public in the public session I think once we return from non-public we would be a Jenny you waving goodbye Stacy I would like to say song we are with one of the Marlboro having the art teacher and the tri-five remote teacher but it had a and I'm not certain that we have a pair of that was pure red we were looking to have two pairs remote but nobody has stepped up so nobody towns contributing of power at this point right so we'll have to adjust that that was the initial plan Stacy I'm glad you point that out so it doesn't need to be updated to be 100% current when we get to those Roman dates of October 1st Westmoreland contributing three-person Allen Marlboro to sciatic I had a question about the second non-public meeting how far down to your fro with your email my short-term memory is not remember and seeing the second meeting up there who is it was sent at a probably about half past 6 this evening so looking so look for my Google Calendar would be in your essay you email inviting you right after I got the first one anyway song I'll look for that okay then I'm going to motion questions okay by thief the move and we need to call the roll to go into non public session so I move we go to nonpublic session do I have a second famous mr. falaguerra turn off wave I'll see each other shortly after mine hold on just one second before you jump over first of all hey we're not back in public session welcome and I'm going to adjourn the meeting and alcohol one question Justice Amscot are we still able to do loss for words tonight signing of the Manifest electronically yes you are marked just that there's been some Fusion when there's been such a request to assign manifests and I you know go into the email that was sent and trying to look around while I remember once several months ago I got in touch with you and we resolve that issue you had to come in and try to manually fix it but yet when some of the emails are being sent out to come in and sign the Manifest I don't see anything out there that seems to work so do that so Tom Ron missing something has anybody else been able to electronically sign manifests in the last month or no I download them apply signature save them and email them back to I know it's not elegant but it works for her and it works for me bottom of your your browser the drag them to your desktop or so or another folder opening with Adobe and then typically there's a signature auction is that what it is Adobe start a way to do it but he wanted twenty bucks to tell me and I don't depending on your software your computer so Mark can I suggest us that you when you're when you're able to give Scott a call he can maybe help walk you through that okay that sounds fine to me the question okay during the meeting thank you everybody and thanks for

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