Exeter Region Cooperative School District
Personnel, Policy and Communications Committee
Meeting Minutes
September 28, 2005
Meeting Location: SAU Office: 24 Front Street; Exeter
Committee members present: Kris Magnusson, Chair; Robin Scott, Greg Kann
Absent: Ray Trueman
Other Board members present: Patty Lovejoy, Roy Morrisette
Administration present: Dr. Hanson, Victor Sokul, Bill Ball
Guests: None
I. At 7:00 PM Kris Magnusson called the meeting to order followed by the Pledge
of Allegiance.
II. Communications Audit Update
Kris advised the committee that she had received a call from Mark Bodi’s office on September 27 that Mark would not be able to attend our meeting due to illness. Kris proposed having Mark present at the full board meeting on October 11, 2005. Patty & Robin felt that the presentation should not be rushed as full board meeting agendas usually fill the 2 hour time frame. Motion made by Robin, seconded by Greg to have Mark Bodi present findings at next PP&C meeting, October 26. Motion carried 3-0. Kris will ask Mark Bodi to present at the next meeting.
III. Discussion of PP&C Goal Status from last year, 2004-2005
a. Goal 8: This Goal has to do with the drug and alcohol policies. Athletic Director Bill Ball and EHS Principal Victor Sokul reported on this. Mr. Ball brought forward revisions to the Exeter Athletics Players’ Code, explaining in detail, meetings with Roy Morrisette, Dr. Hanson, Mr. Sokul, Exeter Police Chief Rich Kane, Student Committee (3 girls/3 boys), and other HS Athletic Directors starting in Spring of 2005 and through the summer. Mr. Ball brought copies of the current Players’ Code and a revised Players’ Code. New revisions include language requiring that all student athletes meet this code including the following updates to: Team Member Responsibilities……
1. It is a violation of this agreement if an athlete, by their actions inside or outside of the school environment brings dishonor or discredit to the school or athletic team.
2. During the season of practice or play, a student shall not, regardless of quantity, use or consume, possess, be in the presence of, buy/sell or give away any substance containing tobacco, alcohol, marijuana or any controlled substance. It is not a violation for a student to be in possession of a legally defined drug specifically prescribed for the student’s own use by his/her doctor.
Coach Responsibilities……
1. To ensure that student/athletes are cognizant of school rules.
2. To report any suspected or known violations of the players’ code.
Mr. Ball also explained that a first offense to the Players’ Code results in forfeiting All-State and individual honors. Second offense results in season violation. Greg wanted to know how the students felt about telling on other students. Mr. Ball explained many of the questionable situations happen at sleepovers when parents are away. There are opportunities for confidentiality and athletes are encouraged to approach him or other staff with any questions or questionable situations. He believes the biggest challenge is making sure that athletes and their parents really understand the code and want coaches to emphasize the code to their athletes. Robin asked if this code is in the Student Handbook. It is and putting it up on the web site would be another opportunity to remind athletes and parents. Patty remarked that when she meets with the Exeter News Letter on a weekly basis, maybe they would be interested in reporting on this. Discussion continued on using a form of this code and apply to students in other clubs or school sponsored activities. Dr. Hanson said we would have to hire more staff to monitor all kids. The committee asked if this code could be brought to CMS Principal Tom O’Malley before the next Board meeting and apply it at middle school. A motion was made by Robin and seconded by Greg to approve the revisions to the Exeter Athletics Players’ Code for both CMS and EHS. Motion carried 3-0. The committee thanked Mr. Ball for his work on this along with Mr. Sokul.
b. Goal 3: This goal has to do with staff responding to e-mail. Dr. Hanson reported that nearly all staff are compliant with this goal and specific incidences would be handled on a case by case basis. Therefore, this goal has been completed and does not need continuance.
c. Goal 4: This goal has to do with weighted grades. Mr. Sokul provided new input including the fact that he had spoken with Guidance and made a presentation to the Curriculum and Philosophy Committee. There is renewed interest in this and he would like to wait before finalizing anything after getting feedback from faculty and students. Currently, weighted grades are used on student transcripts that get sent to colleges. Unweighted grades are used for determining class rank only. There will be a student article in the Talon on this issue. The committee felt this is a continuing process, but not an official continuing goal for this year and will be revisited in the 2006-7 school year.
d. Goal 5: This goal has to do with methods of communication. Due to Mark Bodi being absent this evening, Dr. Hanson told Tom O'Malley and Peter Stackhouse to wait until we could receive feedback from Mark Bodi. Discussion on this goal will be deferred until the next meeting. However, committee felt on-going goal of improving communications was important. Discussion evolved for need for more efficient communications like e-mail due to the recent survey that 97% of all parents said they had access to the internet. Dr. Hanson felt development of e-mail database or list serve was possible. Robin made a motion, seconded by Greg to recommend the following goal for 2005-06: To communicate with all parents of the Co-op via an e-mail communication plan by January 31, 2006. Motion carried 3-0.
IV. Review 2005-2006 goals with timelines
Goal 1: Implement video streaming of monthly school board meetings and deliberative session. Discussion followed that this goal did not make the Finance Committee agenda and needed to go back to Finance to determine if funds were available on a trial basis. Patty was concerned that we did not have funds in the budget to try this. Dr. Hanson explained that the Web Cast service involves a flat fee of $450 for 120 minutes of video streaming. The cost is more for longer meetings. A VHS video of the meeting is sent to Web Cast and they set up a link to our web site. Viewers can look at any portion of the school board meeting and click specifically onto agenda items from a main menu instead of having to watch through everything. Meetings would be stored by Web Cast and would not take up space on our server, yet old meetings could still be available for viewing. SAU staff time would also be minimal. Motion was made by Robin and seconded by Greg to recommend Video Streaming full board meetings starting with December 2005 meeting through February 2006 including Special Meeting on January 31, 2006 and Deliberative Session in February as approved also by Finance Committee on a trial basis and review at end of February 2006 based on data usage. Motion carried 3-0. Patty thought it would be good to inform community about this service and would talk to the Exeter News Letter about this initiative.
Goal 2: Conduct Griffin, Bodi & Krause type of teacher communication audit survey annually for three consecutive years, to be administered in April with results presented to full Board at May meeting. Patty asked if communication audit survey done by Griffin Bodi Krause was proprietary. Kris said she would talk to Mark Bodi about this when she called him to re-schedule his communication audit presentation. Patty was concerned about leaving Griffin Bodi & Krause-type wording in goal. Greg explained the intent was to conduct the same survey to establish baseline and comparable data but agreed to reflect the intent but change the wording. Also, conducting a survey would require financial resources, so Kris would ask from Mark Bodi cost of conducting survey as well. Motion made by Robin and seconded by Greg to recommend the following goal to the Board: Conduct teacher communication audit survey annually for three consecutive years to be administered in April with results presented to the full Board at June meeting.
Motion carried 3-0.
Goal 3: Post on the SAU 16 web site school board and sub committee agendas. Discussion followed about getting agendas within 48 hours of meeting. Motion by Greg, seconded by Robin to recommend the following goal to the Board: Post on the SAU 16 web site school board and sub committee agendas 48 hours in advance of meeting starting by December 2005. Motion carried 3-0.
Goal 4: Present completion document or status of all Committee goals by June 2006 Board meeting to be used in goal setting retreat. Discussion by committee that they were happy with wording and timeframe of this goal. Motion made by Robin to recommend to Board, seconded by Greg. Motion carried.
Kris asked if there was any more discussion on any old or new goals that needed review. She asked if the committee was comfortable with not pursing NCLB (No Child Left Behind) communication goal because Jerry Frew had informed the NCLB Joint Committee that all of the information was either on or going on the web site. Committee agreed.
V. SST Proposed Driving Policy. Dr. Hanson felt we should be this on the next meeting agenda. Committee agreed.
VI. Discussion of any new policies: district, state, federal committee we should be reviewing. Patty said that many were being taken up first with the SAU Joint Policy Committee and she would inform this committee of their progress.
VII. Public Input: None
VIII. New/Old Business. Kris informed committee of School Board Institute sponsored by NH School Board Association that provides 5 seminars from October to February and addresses such topics as policy making and budgeting. Kris is intending to participate and Patty may attend as well.
VIIII. Approval of June and August Meeting Minutes. Kris asked to amend August minutes to reflect Dr. Hanson’s presentation on Web Cast video streaming and reflect Ray Trueman’s request to send video streaming goal to Finance Committee. Robin made motion to accept June minutes and August minutes as amended. Greg seconded. Motion carried 3-0.
Motion made by Robin Scott and seconded by Greg Kann to adjourn. Motion carried 3-0 and meeting was adjourned at 8:57 pm. Kris thanked the committee for their work and reminded everyone about the next meeting scheduled for Wednesday, October 26, 2005 at 7pm at the SAU offices on Front Street.
Respectfully submitted, Kris Magnusson