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Chesterfield School Board Special Emergency Meeting for Monday, March 8, 2021

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Chesterfield School Board Special Emergency Meeting for Monday, March 8, 2021 at 5:00pm Meeting Location: The Chesterfield School Board members attended the meeting remotely. Transcription available upon request.

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big recorded car on the clock meeting in Georgia at 4 p.m. will move right on in to celebrate are we doing that like you yeah go for it I have the best celebration ever and that's that we're at 100% capacity for days a week right now on Wednesdays were averaging well over kids those are kids who have not been successful at remote learning or need a little catching up and it is just been wonderful to give those teachers that that half a day with those kids hearing them laughing in the hallway and then the lunch room if it really is a bless that's great Sharon thank you so much for sharing that I think that's a big celebration for all of us anyone else have any celebrations to share superintendent yeah I want to celebrate the selection committee for the assistant superintendent search as you are aware as you received the public release we have a successor to the the position that will be vacating on June 30th it'll be a sad day when that individual leaves I don't want to discard that but good job by the committee and getting that over the finish line thank you any other celebrations hearing none we can move on to public info Liu to facilitate that superintendent Malay Sandy Shore two ways to do it raise your virtual hand or type in the chat that you would like to address the board and will call on you I get my Jeopardy theme song Ready For This I don't see anyone raising their hand or typing in the chat so I think you're okay minutes we have both February 8th regular and non-public and February 27th special and non-public meeting minutes I'll move to approve the minutes of February 8th and February 27th Second Great any amendments directions hearing none we're ready for roll call Superintendent Malloy I'm going to have do the role calls for us this evening thank you yes mistreat yes great thank you we'll move on to bills and manifest finance committee recommends approval of checks number one 01488 9210 14951 in the amount of $154,667.29 I will just checking on that said I can't great any discussion questions hearing none Jen will take roll call mr. belsky yes Miss Cornell Miss hockensmith yes Miss Laskowski mystery yes thank you ba Lazaro and I were talking about ways that we could potentially streamline the bills and manifests signatures many years ago our board Institute tattoo signature system but most of the Town board's are at 1 signature which would really help facilitate the transition of getting those bills and manifest off to our Treasurer and out in the mail so do you have anything that you can just give us so that the board knows what that if that wouldn't have any other change or we need to adjust anything else with finance committee but there is a is there a possible solution that I worked with it on today that might help streamline that and I was thinking we might want to try first I just found out from it today that we can we can use an adobe program that the SAU has to do electronic signature as much like DocuSign that might streamline and help the process so if that's bolt to the board of like to try that out for the next five even know how to use that it's going to be a learning curve for me cuz I'm the queen of DocuSign but I'm fine with whatever works best I just I want to make sure that our Treasurer gets gets what she needs in a timely manner and I know it's it's hard under these circumstances to to be able to stay on top of some of the depth of the signatures that are required so I think that's great thank you Scott for pursuing that alternative because I do think the board likes that having those two signatures I think that's how it came to be in the past so we'll give it a shot and then just said what to wear if we're still struggling and this beating format continues we may readdress that at a future date the smoothest transition forward I will give this a shot if not we may have to look at other options because you know where the remote meetings for the you know it makes it very difficult for everybody so finance committee will get together with you probably remote and we'll get the details at another time and sometime prior to next meeting great okay we can move on to report out a starting with the business manager you should have your financials report in the drive and I'll take a motion to accept I make a motion to accept the financial report and you're on alright so it should be a quick one of this month we've had no change in their projected revenues that's right where it was last month the bottom line is changed $5,000 into decreased projection for Surplus in the major driver for that was just the the final numbers I believe it's a final holding its final numbers for the go for the contract mediation that's $4,736 over projected budget other than that everything was it was very small changes or stayed the same that is extracted Services we had some money encumbered for contractual services and that was in speech services and that has now been uncovered the other significant any questions from the Borg hearing none Jen we're ready for roll call mr. belsky yes Miss Cordell yes Miss hockensmith yes Miss Laskowski yes okay I'm seeing on the agenda we have meeting prep I don't believe we need that tonight we should be all done just a reminder though tomorrow from 10 to 7 at the Chesterfield Highway Department is drive-thru voting that will be on all of the warrants for school and the town as well as all elected officials and it is pull up to the recycling center you'll see the glass and paper to your left there right that's the highway apartment when you get to the top through the highway department driveway however you're going to be going left which is very non-intuitive and on the way out you'll be Crossing people who are going left so be mindful of that and make sure your neighbors and friends know the same just be on top of that and I'll bring a pencil bring up and bring a clipboard or block make it easier to vote if you're got everything you need in the car that's about it first Scott bgcb a is here for Action simply because of a change in date on the policy do you want to speak to that at all are we review this policy for any changes that might be advised with language or stuff like that we went over at last year we made a few changes last year and this year the only change man-made or just to change the dates I'll take a motion on gcba I make a motion to accept gbca what she said thanks any discussion any questions for Scott clarification you're not accepting it you're approving it Jen once you get the actual wording of the motion we're ready for roll call mr. belsky yes Miss Cordell Miss hockensmith mystery yes moving on to the principles report misses Deon sure I have a give me a very short report this month I'm pleased to say that our enrollment is only climbing we're seeing some people who were homeschooling come back to us now that work 4 days a week so we are currently at 257 kids we have a few more coming back next week so that number should continue to rise I want to take them all I'm not sure the board is fully aware of this but a couple weeks ago I received a letter of resignation for Mr sprag and Mr Richardson has been out and right now Andy has been the solo custodian for the entire building working call shifts and coming in on the weekends to make sure that we're ready to open each week this past weekend his wife Elaine who works for the king school system came in and sub for us and the two of them really did a phenomenal job cleaning the facilities. I look forward to discussing that at the facilities meeting we are looking for a replacement so if anybody out there watching knows of anybody looking for a job all the benefits are good and the hours of great and the people you work with the Fantastic we did he A+ case over the weekend but I consider our first positive confirmed in school mrs. Fairbanks should be highly praised for her diligent effort and helping me identify clock close contacts we had to go back and look at busting special seating in the classroom excetera unfortunately we did have enough kids that were in close contact that we had to move one class back to fully remote they will remain room until next Monday at that time if we don't have any more cases were hoping that they can all return mrs. Shepherd also came in on Sunday to help us out to notify families so again those people should be commended the last thing in my report is in Scott may speak a little bit to this later on as you probably here in the news there's a lot of federal legislation going around for covid funds and the school does get a portion I've reported out to each month the amount that we've gotten I'm very shocked to see the amount that we got this this time around it was $127,349 having said that I started A needs assessment with the staff last week at the staff meeting and weave benefits of curriculum areas some programming areas possible Staffing we are going to continue to work and kind of weave through those things to figure out what would that we could spend that money in addition you know I'm hoping that the facilities committee will discuss some of this as well because it may be some things that we need to do around the school in the area of safety as well and that's all I have for this month Sharon what's the deadline for spending those funds the nice thing about this one is its we've got it for what almost a year-and-a-half so we've got plenty of time one of the things we talked about is you know I think families are feeling pretty burnt out with the online stuff but maybe doing a spectacular Kids on Campus program not this summer but summer and I really put in there to some unique things with the other Town school so that's just one of the ideas were tossing around great. We look forward to hearing how how your communication with the staff and the needs assessment those and and hearing about some of the hopefully not just the Necessities that we have to have two to covid but how we're going to enrich the students and staff moving forward to come back some of what we've experienced in the building so thankful with this round of money cuz it's such a sizable amount we've been pretty diligent about spending the other funds we've gotten from materials and we are pretty good shape so this is really looking at programs and curriculum for our kids hearing when we were ready for the superintendent's report again as part of your drive we have it handy anything rob you like the Highlight really kind of going into today's update more so then tenant report but if you ever have any questions with regard to the monthly report please don't hesitate to ask them before during or after the meeting as always last week we heard from the president bad his intention is to get all Educators vaccinated by the end of the month we heard an initial response from our state leadership and then we heard a 180-degree turn from our state leadership last week on Thursday where the timeline for educators was going to move up we spent significant amounts of time on Friday trying to get ahead of all of that with the public health network to the point where we had people who had who a idler set every 15 minutes to contact Public Health we finally got a response over the weekend and in what we were hoping to establish was a way to bring the vaccines to our buildings that's just not going to for the public health network in our region we learned that over the weekend after we spent a full day trying to get in touch with them to set that up which is okay because what they are going to do is they are I'm too kind of like you would if you went to a wedding they're going to block off times or Educators to be able to have priority over certain time slots on Fridays and Saturdays to get this process underway because we were really aggressive I guess I want to say I'm in contacting public health and we got their response over the weekend they did send a nother correspondence out to folks who just today just this morning but we were already ahead of that so we are now on step to where most folks are still responding to step one so we're a little bit ahead of most of the district's if not all of the districts in our region that regard with the planning all of our building administrators received a survey from me today that they need to send out to their staff so that we can get through Step 2 by the end of the day tomorrow and be on our way to getting our folks vaccinated for those who either have not but also want to become vaccinated so just wanted to give you that update because it's been a lot of work a lot of man-hours and a lot of responding to uncertainties and in navigating that kind of blindly but responding really quickly when we get the information that we need so it might be little bit of a whirlwind for a while but I do believe we're going to we're going to get this settled and then we're going to get our folks vaccinated at least the first round depending on which vaccine is available before the end of this month so I'm pretty excited about and happy to see that moving forward so that was really the update I wanted to give you today thanks Robin just to add to that the attention to the legislative and the oversight that you've been putting out there on the additional emails that you've been sharing with the board so that we can put our voices with a simple yes I support her no I do not support different legislative acts that are at our house New Hampshire allowing the board to have access as soon as you have access to all of this data and all of this legislation and all these initiatives is Sookie and critical and I just can't tell you how much I appreciate it I take advantage of every single one of those yes nose let me but it's very very helpful and I think all of the boards are benefiting from seeing those bigger pictures thank you for saying that you know aside from navigating a pandemic life goes on and we still have things that we need to do and you know you got the pandemic he got the vaccinations with the pandemic do you got budget season you got legislative seats it's not boring rather busy but know where where doing our best to stay above water in and make sure we're sharing information and giving people the opportunity to weigh in and she are their opinions you know as much as possible without telling them how they got a way in and I'll there might be people who are in favor of a piece of legislation that others are not in favor of and that's okay absolutely at least we have the opportunity thanks again any questions for superintendent Malay looking good any school board members that have attended relevant meetings any information to bring forward I know the public school Foundation has a meeting tomorrow evening I'll be attending I saw their agenda I know they're just going to be covering their bases again and and looking at what their next steps are as well it seems and there is an SAU board meeting on the 29th of this month please keep that in mind anything from safety facilities what I heard earlier from Nick bielski is Terra facilities safety is we're going to be scheduling meeting so I think that's the update Corrido song ba Lazaro principal Dion buildings and grounds and he led with I'm going to say you know let's cut and he's some slack he's doing an awful lot of he doesn't have to attend a meeting let's. certainly take charge of the administrative and procedural role and bring his inputs of the table through Sharon any other report out okay we're going to move on to Old business we have the scholarship on the agenda Keene High just need this information by March 10th Aaron were you able to get the additional levels of information that we needed to take action from the Board of Trustees on this I did and it's big shout out to Christian who was incredibly patient with all of my questions and was able to really thoroughly answer them all she's really wonderful in helping me guide guide me through a lot of questions start getting into things so I guess just to start with the basics so both of these scholarships are driven so we cannot spend anything other than interest they were both started with a couple of deposits and I think the intent was for them to be added to over time but that didn't happen so we're looking at the Chesterfield Scholars by that has to be given out what is the documents in a sum of $500 and then $100 increments above and beyond that he wanted to go about that so we could do two $600 scholarships are one $1,300 scholarship something along those lines scholarship the amount would be determined by the trustees so we would sit we could say yes we wanted we want to do this and then the trustees with me and give us a number as to what that would look like I think the part of what we were looking at and what we noted was that neither of these that are these accounts are occurring at of Interest they're not making anywhere near $500 annually so that's what's up he's thinking about when we're looking at how these might be used so what I'm hearing is time is of the essence as far as making sure that what we do have available gets out to the seniors as they apply we know that we do have the $500 needed to pursue the traditional Scholars that would require no other changes on our part all we would have to do is let KHS know that it is still alive and the application stands The Vocational scholarship we should talk about because we will need to do or we hope to do something with it at least in the coming years before these completely liquidate so did was Christine able to light know what happens if we get you know we dude $500 2 years in a row with the scholars fund and we're left with $350 then we need to approach the trustee fees in order to adjust the amount and give it out close it out or the amount can be adjusted I think you have to wait until interest accrues and there's $500 available again I remember is that we have available aren't those the interest numbers and not Bond number is different right Aaron. You're saying whatever dollars is all interest okay alright that makes sense I mean it is it's written how it's written I'm going to make it easy I'm going to make a motion to continue the scholars fund as we do presently and to revisit the vocational scholarship when and if the minimum dollar requirement is met a $500 once again I'll second that but I would I have a question after and then let's just us thanks I thought Aaron reported that there was more than $500 in the vocational fund that could be that is available as interest so they so that's cracked so there's more than so that doesn't have to be given out in a lump sum so in that instance the scholarship recipient is determined by the board however the board their trustees the trustees are the ones that would come up with the amount so they need to come up with an amount and then and then in consultation with the school board and then it would move forward in that way so they would need to hold a special meeting in order to come up with an amount whatever that would be that they would find appropriate at that point and I'm thinking that's because we stopped giving it out a few years ago and so there is no established amount does that is that maybe where that comes from because we it's always it was always $500 so I don't know if that's because we stopped getting it out and it needs to be re-established or was that always the case are you aware I think that the amount of money that was an interest with much higher which is why it was set at 500 all right well that's a little different I'm sorry I misinterpreted what you said because I assumed it had to go back to the trustees in order for us to even offer it so I take back my motion and I would like probably Aaron or Urban most actively involved with scholarship 2% emotion for the board's consideration at this time I'll move to distribute the Chesterfield Scholars fund scholarship in the amount of $500 this for this year and to offer the Chesterfield vocational scholarship at an amount determined by the trustees any further questions I would just say we we need to find the vocational scholarship application form we need to make sure that it reflects all that the trustees will make that decision on the distribution amount and we need to do it fast because King highs on a deadline for applications and always has so they probably have it in a drawer somewhere but someone should send it to Aaron so you can circulate it so that we can just take a look at it and see what it says and gets together with the trustees or whatever has to happen to amend it to reflect current circumstances Sharon do you have copies of those applications no that's never come to the principal's office. strictly the guidance department at cane hi okay I just wanted to double-check so Aaron do you feel comfortable reaching back out to so I can trim I have it up somewhere do the your contact at the high school and wrapping this up or do you need some assistance from the board I can't I don't think that she she was pretty clear that she wasn't sure if she had the forms she asked if she was asking for updated forms from us she definitely has the scholarship for him cuz it always comes directly from the office it has to have been hurt in the past it was Mary Chick-fil-A know until I'm having some recollection that the vocational scholarship might have been handled by a separate person in the vocational area there there was a cassette secretary or something else enter CBC you're muted Rob I'm sure my wife would love a feature like that Brian do you think you can reach out to Cindy and Sam belcore in you know there's a change over between Mary and between Linda Prue over in the car Center and see what we can dig out then help out the board you're muted. Tracy let's let's let's see if we can dig up the information Haitian for the board and we will work through Cindy and Sam Belcourt to see what you earn and Janine do it might have if you have an updated application but she has electronic copies of most so if there aren't any major changes she can just update the due dates and year if we'd like so it's just a matter of following through to make sure what she has and if it reflects whatever action take the night that will take any help we can get an answer for you by tomorrow great and I can follow up as well and I'm I'm going to count on you though. Let me know if you need any assistance like the me know if you need any assistance I think you've got especially with Brian self any other questions or discussion on this okay I think we can take a roll call then Jen mister belsky is Kordell yes Miss hockensmith yes Miss Laskowski mystery any other being done on new business we have the nomination and election of staff so somebody Frozen do we go into non-public for that Rob and then back we do need to do that in a couple yes and I'm seeing nothing else on the agenda except the future agenda items again they're there for our convenience please make sure you read them and you're prepared otherwise I'll take a motion to go into now public for student staff on public napkins the bielski yes Miss Cornell yes Miss hockensmith yes Laskowski mystery okay before we go into 9 look I'm just going to let folks know who will not be joining us a non-public I'll put you in the waiting room and I'll bring you back in if you're still around when we come out of non-public before I do that I'm deposit we are recording once again turn on public back in at 5:46 p.m. do we need a boat in public patients should be rewarded okay all those in the waiting room or back in the public session thank you Rob do we need to take any action on the nomination and election staff and public possession of any other business of the evening hearing none I believe we can call this meeting adjourned at 5:47 p.m. this evening

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Chesterfield School Board Special Emergency Meeting for Monday, March 8, 2021

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