Exeter Region Cooperative School District

Personnel, Policy and Communications Committee

Meeting Minutes

January 25, 2006-6:30 pm

 

Meeting Location: SAU Office: 24 Front Street; Exeter

 

Committee members present: Kris Magnusson, Chair; Robin Scott, Greg Kann, Ray Trueman       

 

Other Board members present:  Patty Lovejoy

 

Administration present:  Dr. Skip Hanson

 

Guests:  John Hazekamp

 

 At 6:42 PM Kris Magnusson called the meeting to order followed by the Pledge

of Allegiance.

 

I. Public Input

None

 

II. Web Blocking Internet Safety Communication to Parents & Students

Dr. Hanson was meeting next month with IT department to get ideas with how to best communicate with parents according to our committee Goal #5: To communicate with all parents of the Co-op via an e-mail communication plan by January 31, 2006.  Dr. Hanson said that the IT department has procured a $200 software program where e-mails of CMS and EHS parents can be uploaded and remain secure.  Greg wants to ensure that communications going out from the district just have one return address and does not list everyone’s e-mail.  Dr. Hanson assured committee that this software accommodates that request.  Kris thought that the first “test” communication could be about the new web blocking software and information about the dangers of sharing personal information on sites such as www.myspace.com and others. Dr. Hanson said that communication plan is good to go.

 

III. New policy review

Kris introduced 7 policies for the committee to consider that she found reasonable in establishing some financial procedural accountability from a neighboring Sanborn Regional School District website.  She brought these forward after serious concern that Patty, the Board Chair, never brought a $675,000 warrant article to use interest from the high school bond to finish the new Exeter High School to the Finance Committee for analysis and review.  Kris felt that if this committee had gone to the trouble of bringing a $5,000 impact to the budget for video-streaming that all requests with a financial impact should go through the Finance Committee as well.  Greg felt that she needed to specify why these policies were needed.  Kris responded that there needs to be fiscal accountability by all Board members and committees that follows a logical, clear procedure and formalizing policies in this area would create fiscal accountability.    Policies to be considered were: Fiscal Management Goals-DA, Budget Planning-DB, Purchasing-DJ, Purchasing Authority-DJA, Cooperative Purchasing-DJD, Line Item Transfer Authority-DBJ, and Audits-DIE.  Ray made a motion to pass the following policies to the SAU Policy Committee for review: DA, DB, DJ, DJA, DJD, DBJ, and DIE with the intent by the chair to hold the Board more fiscally accountable with a logical fiscal process utilizing the Finance Committee.  Seconded by Greg.  More discussion followed.  Motion carried 4-0. 

 

The committee then reviewed the following policies as proposed by the SAU Policy Committee: JH: SAU16 Attendance, Tardiness and Truancy Policy, JICH Drugs and Alcohol Use by Students, and BIE: Board Member Indemnification.  Discussion followed.  Motion by Ray to recommend these three policies to the full Board. Seconded by Greg.  No further discussion. Motion carried 4-0.

 

Some discussion followed concerning new policies being drafted by Adolescent Health Committee.  Policies are not ready for the committee review yet.

 

IV. Communication Audit Follow-up Items.

Dr. Hanson reported on and passed out a proposal from Travis York of Griffin Bodi Krause on SAU16 Web Site Redesign and Development Proposal.  Upon initial inspection, price to redesign web site is high and would require more proposals/bids if pursued.  The proposal did not include pricing for administering the 2006 teacher survey and e-mail opt-in service that relate to committee’s 2005-6 goals.  Dr. Hanson said that he will talk further with IT department to see if they are in a position to use the Griffin Bodi Krause teacher survey, administer it, and tabulate results.  Dr. Hanson will also ask Travis York specific pricing about this survey work and e-mail opt-in.

 

V. 2005-6 Goals Progress: Video-streaming and e-mail list.

Dr. Hanson reported that video-streaming was producing an average of 55-56 hits per meeting which he felt was good.  Video-streaming will continue for January 31, 2006 meeting, Deliberative Session on February 9, 2006, and full Board meeting on February 15, 2006.  The committee will re-assess at the next meeting.

 

VI. New/Old Business

Kris asked Dr. Hanson why she did not know why Governor Lynch had visited the high school the previous Friday.  Dr. Hanson said that an e-mail went out to all Board members, but Kris said she did not receive this e-mail.  Dr. Hanson said he would look into the matter.  Kris encouraged the committee to look at the current issues of the American School Board Journal for great articles on safe hiring practices.

VII. Approval of December Meeting Minutes.  Greg made motion to accept the December, 2005 Minutes. Greg seconded.  Motion carried 4-0.

 

At 7:57pm, committee went into non-public session (see Non-Public Meeting Minutes).  At 8:06 pm, committee came out of non-public session.

 

Motion made by Robin and seconded by Ray to adjourn the meeting at 8:07pm.  Motion carried 4-0.

 

Respectfully submitted,

Kris Magnusson