Exeter Region Cooperative School District
Personnel, Policy and Communications Committee
Meeting Minutes
May 24, 2006-6:30 pm
Meeting Location: SAU Office: 24 Front Street; Exeter
Committee members present: Kris Magnusson, Chair; Ray Trueman, Patty Lovejoy, Robin Scott.
Committee members absent: None
Other Board members present: Greg Kann
Administration present: Dr. Skip Hanson
Guests: John Hazekamp
At 6:40pm Kris Magnusson called the meeting to order.
I. Public Input: None
II. Committee Goals Status:
a. E-mail Communications to Parents & Students Update. (Goal 5). Dr. Hanson stated that a mass e-mail communication regarding myspace.com went out to parents of 9th-12th graders via mass e-mail on May 16, 2006. Parents of 6th-8th graders received a similar e-mail the first week of May. A mass e-mail also went out to all parents in grades 6 through 12 regarding the new Wellness policy. Dr. Hanson is asking for feedback on this policy and is appreciative of the feedback he has already received. He noted there was not a lot of feedback on the cyberspace e-mail that was sent out.
b. Video-streaming update (Goal 1): To date, there have been 402 hits to the video-streaming. The largest number of hits was for the Jan 31, 2006 Special Board meeting. Kris asked if there could be a permanent link on the SAU home page so that more people would know that video-streaming of board meetings is available. Dr. Hanson said that there is sensitivity by the other boards who share the web site and that it is not fair to have only Co-op Board initiatives on the Home page. The service is paid through the June retreat and the Committee could look at continuation options. Ray Trueman reminded the committee that it would be good to video-stream the EHS Graduation in order for out-of-town relatives to be able to at least view the ceremony. The extra cost would be about $500. Greg asked if there were other vendors that provide the service. Patty asked what the cost was to purchase our own equipment to continue the service. Dr. Hanson said that indeed Graduation would be video-streamed and he would look into other vendors for future use.
c. Communication Audit Survey to Teachers Status (Goal 2) Dr. Hanson reported that the Griffin Bodi Krause survey that was used last year was e-mailed to all teachers on May 11, 2006 with a due date of June1, 2006. He felt that just over two weeks was ample time for the teachers to fill out and return. The results will be ready and e-mailed to the teachers as soon as it is ready and the Board will receive it prior to the June 24, 2006 retreat.
d. Goals Completion Document (Goal 4) Kris volunteered to fill out the PP&C’s document with the rest of the committee in agreement. Kris thanked the members of the commitment for having a goals-based focus for the year and appreciated everyone’s input.
III. New/Old Business
a. Upcoming student trips-approval required. Dr. Hanson presented the committee with information on 3 EHS trips: France, Mexico and Puerto Rico and 1 CMS trip: Wind Ensemble trip to NYC. Patty asked if the policy still applied that graduating seniors could not participate. Dr. Hanson said that was the case. Kris asked if trip insurance was available for all of the trips to ensure that parents cannot hold the school district liable for refunds if the trip gets cancelled for any reason. Dr. Hanson said that trip insurance was available for all of the trips. Ray asked Dr. Hanson what the chaperone to student ratio was. Dr. Hanson thought it was 6 or 7 students per chaperone. Motion made by Ray Trueman and seconded by Patty Lovejoy to recommend approval for these 4 trips. No further discussion. Motion passed 4-0.
b. Kris wanted to know the proper protocol if Board members could not attend a committee meeting. Dr. Hanson said that all calls are to go to him and that his cell phone number is available on the Board information sheet. Patty stated she has these numbers programmed in her cell phone.
c. Ray wanted an update from Dr. Hanson since the last meeting requesting a Resource Officer for CMS. Dr. Hanson said that the district has a real good relationship with the Stratham Police Department and that he would contact the Stratham Police Department and get information for the retreat. This may be a new Board goal. Greg mentioned that this position is typically contracted. Kris asked if there would be anyway to contract the SPD for evening dance and event details to help with entry and exit at the Guinea Rd. and Academic Way intersection. Patty concurred with backed-up traffic on Guinea Road while trying to pick-up her child at a dance. Dr. Hanson will explore the options and have available for the retreat.
d. Approval of March 7, 2006 PP&C Meeting Minutes. Patty made motion to accept the March 7, 2006 Minutes, seconded by Robin. No further discussion. Motion carried -0.
IV. Use of ERCSD Facilities by Outside, Non-School Groups. Dr. Hanson specifically wanted the committee to approve renting the new EHS stadium to the Seahawks Football team for $300 per session. Patty asked if this discussion should be done at the Facilities Committee. Robin wondered if it should be discussed at the Finance Committee. Discussion around cost-was it enough to cover use and cleaning of bathrooms at this new state of the art facility. Also, how does this impact use of other school-sponsored sport teams? Committee agreed that Dr. Hanson bring a rental analysis to the June 24th retreat for further discussion.
V. Non-Public Discussion: None
VI. From the Floor: None
Motion made by Patty and seconded by Ray to adjourn the meeting at 7:23pm. Motion carried 4-0.
Respectfully submitted, Kris Magnusson