Exeter Region Cooperative School District

Personnel, Policy and Communications Committee

Meeting Minutes

March 7, 2006-6:30 pm

 

Meeting Location: SAU Office: 24 Front Street; Exeter

 

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

Committee members absent:  Robin Scott

Administration present:  Dr. Skip Hanson

Guests:  John Hazekamp

 

 At 6:30 PM Kris Magnusson called the meeting to order followed by the Pledge

of Allegiance.

 

I. Public Input

John Hazekamp voiced his concern that he had shown up earlier in the evening for a scheduled Finance Committee Meeting at 5pm.  Greg, Finance Committee Chair said that he had sent an e-mail to the SAU office indicating that he had changed the meeting night.  Kris indicated also that she had arrived at 5pm was unaware that the meeting night had been changed.  Dr. Hanson said that he would look into the matter.

 

II.  Committee Goals Status

  1. Web Blocking/Internet Safety Communications to Parents & Students. (Goal 5).  Dr. Hanson presented the Committee with drafts of two letters to be sent to Co-op parents using the new communications e-mail format.  The content of the letter focused on helping parents understand the issues around posting personal information onto internet web sites.  Conversation by all committee members included content of letter and the fact that the e-mail software being used does not list all of the recipients and all of the information is within the body of the e-mail, not an attachment.  Motion made by Ray to accept this communication tool and first topic as part of Goal #5.  Seconded by Greg.  Motion carried 3-0.
  2. Video-streaming update (Goal 1).  Dr. Hanson presented the Committee with the video-streaming results since December 2005.  December had 56 hits, January 2006 had 48 hits, and February had 184 hits.  Ray thought we were off to a good start and would like to see it continue as long as there is money in budget to do so.  Also, Ray thought video-streaming the graduation and other special events might be a nice service for those family members who could not attend. This is a pay as you go system.  Dr. Hanson also would like to see the results through the end of the school year as the word gets out that Board meetings are accessible 24/7 with this type of technology.  Motion made by Greg and seconded by Ray to recommend to the full Board that we continue video-streaming through the end of the school year and evaluate the proposal in June.  Motion carried 3-0.
  3. Communication Audit Survey Status (Goal 2) Dr. Hanson reported that he has the electronic version of the Griffin Bodi Krause Teacher Communications Survey available and has spoken with the IT department concerning compilation of survey results because the survey has many comment areas.  Dr. Hanson said that the IT department found survey software for $600 called “Text Analysis” software that identifies common comments and document them easier than manually typing responses into a report.  This would enable the IT department to administer the communications survey to teachers in April and have results to the Board by the June Board meeting.  Kris was wondering how confidential the e-mail survey would be because the first survey done was manual and results were sent and compiled outside of the district.  Dr. Hanson assured Kris that the administration does not get involved with tracking e-mails because it is sacred grounds.  Motion made by Ray and seconded by Greg to recommend the purchase of text analysis software for approximately $600 in order to help complete Goal #2 to the full Board.  Motion carried 3-0.

 

III. New/Old Business

Ray wanted to know how often the Stratham Police Department gets asked to respond at CMS.  Dr. Hanson said that whenever drugs or weapons are involved, the administration always calls the Stratham PD.  They have been working harder with the department.  Discussion continued about police department work at the high school as well with our Resource Officer.  Greg believed that there was state-wide a Memo of Understanding that specifically stated when and within what timeframe school districts would access the local police departments in order to take the decision out of the hands of the school administration.

 

VII. Approval of January Meeting Minutes.  Ray made motion to accept the January 25, 2006 Minutes. Greg seconded.  Motion carried 3-0.

 

At 7:20 pm, committee went into non-public session (see Non-Public Meeting Minutes taken by Dr. Hanson) by roll call vote.  At 7:36 pm, committee came out of non-public session.

 

The Committee agreed to change its scheduled March 22, 2006 to the regularly scheduled April 19, 2006 Meeting at 6:30pm  Dr. Hanson agreed to have the SAU Calendar changed and notify other Board members.  Greg wanted to make sure that all of the Board Committees were on target with their Committee Goals and wanted this committee to start looking at draft goal completion documents, with possible input from the NH School Board Association.  Kris agreed to come up with a draft document for the April 19th meeting. Motion made by Ray and seconded by Greg to adjourn the meeting at 7:47pm.  Motion carried 3-0.

 

Respectfully submitted, Kris Magnusson