CABOT SCHOOL BOARD

MEETING MINUTES

Monday, April 7, 2008

Present: Chris Tormey, Gemma Yamamoto, Tim Gochey, Roman Kokodyniak, Regina Quinn, George Burlison, Lillian Alexander, Jese Feltus, Linda Savoca, Cecilia Gulka, Harry Frank

1. The meeting was called to order by Chris Tormey, Chair at 6:10 p.m.

2. Approval of Minutes

a. The minutes of March 3, 2008 and March 17, 2008 were approved on a motion by Chris Tormey, second by                   Roman Kokodyniak.  So voted.

3. Public Comment

There was no public comment this evening.

4. Student Report:  Lillian Alexander & Jese Feltus

There will be a Cabot Energy Summit.  There are a series of speakers coming starting tomorrow.  They will talk about global warming, energy and conservation, as well as other topics.  Tomorrow the topic will be "Going Solar" with Brian Flannigan and Wayne Fisher.  This summit will last for six weeks.

5. Principal's Report:  Regina Quinn

a. VT Youth Conservation Corp - Regina discussed briefly the VT Youth Conservation Corp. with the Board. The VYCC program is a partnership with the school and could be adapted to meet our needs and interests. The target population of students is similar to the population that the Technical Centers appeal to; in particular “students who thrive in a work setting where the learning is ‘real’."  Based on our discussion, VYCC directors prepared possible scenarios and financing options for having a program in Cabot.

A representative talked about the organization.  Their program has been supported by a number of grants and the legislature.  Their program appeals to learners that a classroom approach doesn't work for.  While Cabot doesn't really have drop outs, they would still be interested in seeing if this program could work for them.  How can Cabot take this model and adapt it?  What can Cabot manage in terms of support (in terms of staff or dollars or….)?  We've been having creative conversations with Cabot.  Instead of running it with two of the Corp's staff, we could possibly use the current school staff.  He reviewed the estimated revenues and expense of the project.  This has been a very successful program and a great program.  He believes it can work for Cabot School.

b. Executive Assistant Job Description - Regina presented the following Executive Assistant job description to the Board.  

Executive Assistant - Job Description

Beginning July 1, 2008

Responsibilities:

•  Manage Cabot School’s main office.
•  Assist Principal in gathering data and preparing and completing state reports.
•  Serve as Cabot School Registrar:
  •  Coordinate student enrollments and withdrawals.
  •  Ensure that all student files are complete and are stored in accordance with state and federal confidentiality and privacy regulations.
  •  Oversee student attendance process.
  •  Assist SU Business Manager in gathering and submitting accurate data for fall and spring student census reports.
•  Maintain well organized archive of all school forms and documents – electronically and in hard copy form – so that materials are readily accessible to staff.

•  Manage communication with parents, students, and the Cabot community through production of newsletters and weekly bulletins.
•  Assist Principal with timely internal communication.
•  Assist Guidance Counselor with student schedules and transcripts.
•  Oversee recruitment, training, and scheduling of substitute teachers.
•  Supervise and train student Office Aides, Office Substitutes, and temporary workers.
•  Perform secretarial tasks for Principal; manage Principal’s calendar and schedule.
•  Coordinate printing and mailing of student report cards and progress reports.
•  Maintain electronic student database; ensure that information is accurate and current.
•  Oversee the preparation of “First Day Packets”. Store this data in a manner that can be accessed by appropriate personnel. Follow up with families, as needed, to ensure that all necessary student information has been received.
•  Welcome and assist students, families, faculty, staff and visitors. Ensure that visitors have permission to visit before issuing a pass.
•  Oversee maintenance of student activity accounts.
•  Monitor and maintain office supply inventory.
•  Maintain paper or electronic “clippings” of news articles that pertain to Cabot School.
•  Monitor VT DOE web site for updated information and brings relevant information to the Principal’s attention.
•  Assist Principal in developing and refining systems and protocols that will allow Cabot School to function effectively and efficiently.
•  Assist Principal in completing other administrative tasks as needed.

Personal Qualities, experience and skills:

The successful candidate will be well organized, detail-oriented, and able to manage multiple tasks at once. This candidate will have strong verbal and written communication skills, and the ability to make all callers and visitors to the office feel welcomed.  The Executive Assistant will demonstrate flexibility, personal initiative, resourcefulness, the ability to handle interruptions calmly, and the willingness to learn new things.

•  Three or more years in an Office Management or Executive Assistant role.
•  Experience working in a busy school office setting.
•  Strong interpersonal skills demonstrated in a busy and sometimes stressful environment.
•  Proficiency with a wide variety of software programs, including word processing, internal and web-based databases, publishing, bookkeeping and spreadsheet programs.
•  Strong secretarial and administrative assistant skills.

This is a full time (1.0 FTE), support staff position that will replace the two current school office secretarial positions as of July 1, 2008.  The Board approved the job description. (See Board Action.)  The position will be posted and advertised.

c. School Calendar FY2009 - Regina presented the school calendar draft for FY2009.  She explained the faculty development and work days, vacations, graduations, etc.  The calendar is very similar to Barre Vocational and Twinfield's calendar.  The Board discussed, made revisions and approved.  (See Board Action.)

6. Superintendent's Report:  George Burlison

a. FY2007 Audit Report - George gave a review of the FY2007 audit report with an accompanying paper of explanation provided by the Business Manager.  The audit report was favorable for all three entities.

b. Petitions for Reconsideration - There were petitions submitted for reconsideration of the budget and the Cabot Performing Arts building.  The Board discussed what to do next.  They decided to have a special district meeting on Monday, May 12th.  They will approve the warning under Board Action.  The warning is as follows:

CABOT SCHOOL DISTRICT

SPECIAL DISTRICT MEETING

WARNING

The legal voters of the Town School District of Cabot are hereby notified and warned to meet at the Cabot School Gymnasium, Cabot, Vermont on Monday, May 12, A.D. 2008 at 7:00 p.m. to transact the following business:

Article 1. Shall the voters of the Town School District approve the sum of $3,477,367 necessary for the

  support of its school for the year beginning July 1, 2008?

 

Article 2. Shall the voters of the Town School District approve the sum of up to $75,000 as a matching

  amount to support the construction of the Cabot Performing Arts Building?

 Article 3. To transact any other business that may legally come before this meeting.

 Article 4. To adjourn.

 Warning approved by the Cabot School Board on April 7, 2008.

Chris Tormey

 Gemma Yamamoto

 Niall McCallum

 Roman J. Kokodyniak

 Tim Gochey

 School Directors

 Received and recorded by the Clerk before being posted.

 Attest, Velma White, Assistant Town Clerk

 Dated: April 09, 2008

c. WNE Board Representatives - The Board discussed and chose Chris Tormey, Gemma Yamamoto and Roman  Kokodyniak as the three representatives to the WNESU Board.

d. Contracts - Because we received the petitions for reconsideration, it makes it impossible for the Central Office to issue contracts by the deadline imposed by the negotiated agreement.  George has communicated to the associations the issue and asked for an extension.  

7. Board Discussion

a. Policies - The Board discussed the following policies:

●  Board Member Conflict of Interest B3

●  Student Records Policy F5

    ●  Transportation Policy F9

●  Limited English Proficiency Students Policy F19

●  Weapons Policy F21

●  Hazing Policy F24

●  Student Attendance Policy F25

The policies will be warned for a future meeting for approval.

b.  Cabot School Board Goals - Roman asked that we postpone the Board goals until the next meeting and work on them at the beginning of that meeting.  The Board agreed. 

8. Board Action

a. On a motion by Roman Kokodyniak, second by Chris Tormey the Board approved the Executive Assistant position & job description.  So voted.

b. On a motion (to end school and have high school graduation on June 19, 2008) by Chris Tormey, second by Tim Gochey the Board approved the Cabot School Calendar for FY2009.  Yes - 2, No - 2

On a new motion (to take away two vacation days in December, end school and have high school graduation on June 12, 2009) by Chris Tormey, second by Tim Gochey the Board approved the Cabot School Calendar for FY2009.  

Yes - 2, No - 2

On a new motion (to keep the calendar as proposed with the high graduation date to be determined) by Roman Kokodyniak, second by Gemma Yamamoto the Board approved the Cabot School Calendar for FY2009.  

Yes - 2, No - 2

On a final motion (to take away two vacation days in December, end school and have high school graduation on June 12, 2009) by Chris Tormey, second by Tim Gochey the Board approved the Cabot School Calendar for FY2009.  Yes - 3, No - 2

c. On a motion by Chris Tormey, second by Tim Gochey the Board approved the Warning for a Special Meeting on May 12, 2008 at 7 p.m. in the Cabot School gymnasium.  So voted.

Executive Session

The Board entered Executive Session on a motion by Chris Tormey, second by Tim Gochey at 8:58 p.m. to discuss personnel.  So voted.  The Board returned to open session on a motion by Chris Tormey, second by Tim Gochey at 9:10 p.m.  So voted.

d. On a motion by Chris Tormey, second by Roman Kokodyniak the Board approved Carolyn Deasy as the .20 Elementary Assessment and Educational Intervention Specialist for FY2009.   Yes - 3, No - 1

e. On a motion by Roman Kokodyniak, second by Tim Gochey the Board approved the Faculty and Staff Contracts for FY2009.  So voted.

f. On a motion by Tim Gochey, second by Chris Tormey the Board approved John Pellegrini, Athletic Director's contract for FY2009.  So voted.

9. Adjournment

On a motion by Chris Tormey, second by Tim Gochey the Board adjourned the meeting at 9:25 p.m.  So voted.

Respectfully Submitted,

Joanna Brickey

Transcriber

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