April 8, 2020

Minutes of the Monson School Committee-Regular Business Meeting Via Zoom April 8, 2020 “Pursuant to Governor Baker’s March 12, 2020 Order Suspending Certain Provisions of the Open Meeting Law, G.L. c. 30A, §18, and the Governor’s March 15, 2020 Order imposing strict limitation on the number of people that may gather in one place, this meeting of the Town of Monson School Committee will be conducted via remote participation to the greatest extent possible. Specific information and the general guidelines for remote participation by members of the public and/or parties with a right and/or requirement to attend this meeting can be found on the Town of Monson website, at www.monson-ma.gov. For this meeting, members of the public who wish to listen to the meeting may do so in the following manner: https://zoom.us/j/296523068 Meeting ID: 296 523 068, no in-person attendance of members of the public will be permitted, but every effort will be made to ensure that the public can adequately access the proceedings in real time, via technological means. In the event that we are unable to do so, despite best efforts, we will post on the Town of Monson’s website an audio or video recording, transcript, or other comprehensive record of proceedings as soon as possible after the meeting. Present: Chair Jeffrey Lord; Vice-Chair Emily Graves-Harrison; Secretary Andre Dubois-White, Committee Members Colleen Flynn and Jessy Shea Also Present: Superintendent Dr. Cheryl A. Clarke, Director of Food Services Melody Gustafson, Business and Finance Officer Michelle Loglisci and Recording Secretary Karen Methe Note: This meeting was recorded using Zoom technology. Mr. Lord called the meeting to order at 7:00 p.m. Ms. Graves-Harrison read the Mission and Vision Statements. Announcements: Mrs. Cieplik and Mr. Schubach will host special Zoom Sessions for parents of Grade 1 and 2 students tomorrow from 2:00 p.m.-3:00 p.m. and 7:30 p.m.-8:30 p.m., to answer any questions regarding their child’s Chromebook. On Tuesday, April 14, 2020 between 10:00 a.m.-11:00 p.m. and 5:00 p.m-6:00 p.m. the Counseling staff will host an informal educational forum providing numerous ideas and resources to support parents and their children while schools are closed. This is also a great way to connect with other families dealing with similar challenges. Pre-registration is required. Minutes: Motion by Ms. Graves-Harrison to approve the March 25, 2020, Public Budget Hearing Meeting minutes as presented. (Second by Mr. Shea) No discussion Roll Call Vote: Mr. Shea Yes Ms. Flynn Yes Mr. Dubois-White Yes Ms. Graves-Harrison Yes Mr. Lord Yes Motion carries 5-0 Motion by Mr. Dubois-White to approve the March 25, 2020, Regular

School Committee Minutes: Page 1 of 6 April 8, 2020 Regular Business Meeting


Draft copy for distribution prior to the April 22, 2020 - Regular Business Meeting

Business Meeting minutes as presented. (Second by Ms. Flynn) No discussion Roll Call Vote: Mr. Shea Yes Ms. Flynn Yes Mr. Dubois-White Yes Ms. Graves-Harrison Yes Mr. Lord Yes Motion carries 5-0 Subcommittee and Liaison Reports: Finance Subcommittee: The Subcommittee met on March 30, 2020. The Agenda items for the meeting will be discussed and addressed in New Business, items 6 a. and c. Policy Subcommittee: A meeting will be scheduled for late April. Human Resources and Negotiations Subcommittee: There is no need for the Subcommittee to meet at this time. Facilities and Long-Term Planning Subcommittee: The Subcommittee met recently and Dr. Clarke reviewed the upcoming changes for Central Business Office staff offices and Early Childhood Center classrooms. Curriculum Subcommittee: A meeting will be scheduled for this month. Superintendent’s Report: The Virtual Enrichment Plan (VEP) was distributed to everyone last week and went into effect on April 6, 2020. Dr. Clarke noted that the Administrative Leadership Team (ALT) has worked collaboratively and tirelessly to review, enhance and revise the VEP to ensure it met the needs of families and staff. Ms. Morneau has been working with the Special Education staff to create student summaries for teachers. They will be contacting the families this week, and providing 50% of the student’s services through a combination of face to face and on-line activities. Participation in remote online learning guidelines have been sent to parents. Dr. Clarke stated that all meetings such as ALT, Instructional Learning Team (ILT), grade level, content area and special education continue to be held. Special Zoom sessions for Grade 1 and 2 families to answer questions regarding Chromebooks will be hosted by Mrs. Cieplik and Mr. Schubach on April 9, 2020. The Counseling staff will be holding an informal educational forum on April 14, 2020 to offer resources and help and for anyone feeling stressed and/or overwhelmed. Dr. Clarke added that this is a good way to make connections with other parents in the district. The reverse parade was a huge success. Over 100 staff members participated with cars decorated, creative signs made, and an overall feeling of excitement to see the students and families. Adding that the weather was perfect, Dr. Clarke said it was estimated that roughly 200 family vehicles

School Committee Minutes: Page 2 of 6 April 8, 2020 Regular Business Meeting


Draft copy for distribution prior to the April 22, 2020 - Regular Business Meeting

partook in the festivities and expressed her overwhelming gratitude to staff for making it such a great day. She offered her heartfelt thanks to the maintenance department staff for their help in preparing for and assistance the day of the parade. Mr. Lord praised Dr. Clarke and her staff for such a positive and heart-warming event that students and families will always remember. Dr. Clarke met with Senior Class Advisor Mrs. Walker, Mr. Metzger, Mrs. Foulis and Mr. Bardwell to discuss Senior Week events. If students and staff return to the building on the designated date of May 4, 2020, the event dates are as follows: June 3, 2020 – Awards Night June 4, 2020 – Senior Banquet June 5, 2020 – Graduation June 12, 2020 – Prom The Senior class trip to Boston has been cancelled though alternate end of the year activities will be explored. All events will be cancelled if schools remain closed for the 2019-2020 school year. Senior Signing Day, scheduled for May 15, 2020, will be held as planned. If students and staff have not yet returned to the building, the event will be held virtually. Work continues on the Energy Savings Company (ESCO) initiative. Dr. Clarke and Mr. DeMaio met to review the proposals received from Honeywell and Seimens. She added that they are working to complete the necessary evaluation forms and are on target for the submission deadline for those forms. Dr. Clarke reported that the budget work continues and acknowledged all of Mrs. Loglisci’s hard work to attain a true variance, including projections. She and Mrs. Loglisci met briefly and will be requesting a Finance Subcommittee meeting upon completion of the information. Dr. Clarke and the ALT team met this week and are working on staffing and assignments for next year. New Business: Mrs. Gustafson thanked her staff, the volunteers and the maintenance department for all their help in preparing and assisting with the Grab and Go program. She added that she is so grateful to everyone for helping the program run smoothly, adding that though the Grab & Go Program is similar to the Summer Feeding initiative, this program is much more labor intensive. As part of the USDA Menu Enhancement grant, cafeteria staff met with the Department of Education, a teaching chef from Framingham College along with other staff members from the college and learned about the meal components and nutrient values of Asian cuisine. They created several dishes and, as part of moving forward with the grant, would need to begin introducing the new cuisine to students. Grab and Go meals are entering week 4 with participation increasing daily. A brief discussion was held on how the district would receive reimbursement for the program. Ms. Flynn thanked Mrs. Gustafson for all of her hard work in coordinating the program. There was a question about the remaining cafeteria funds for students within the My School Bucks online payment program, if school does not return to session this year. Discussion began with consideration of rolling the funds over to the FY21 school year or the possibility of refunds. Mrs. Gustafson will look into this further with Dr. Clarke and report back to the Committee. Mrs. Loglisci reviewed specifics of the FY21 proposed transportation budget that had been emailed to the Committee prior to tonight’s meeting highlighting areas that were revised from the preliminary one that was presented at the previous Finance Subcommittee meeting. There was a brief question and answer period that followed.

School Committee Minutes: Page 3 of 6 April 8, 2020 Regular Business Meeting


Draft copy for distribution prior to the April 22, 2020 - Regular Business Meeting

Motion by Ms. Flynn to approve the FY21 transportation budget as presented by Mrs. Loglisci. (Second by Mr. Shea) No discussion Roll Call Vote: Mr. Shea Yes Ms. Flynn Yes Mr. Dubois-White Yes Ms. Graves-Harrison Yes Mr. Lord Yes Motion carries 5-0 Mrs. Loglisci thanked Dr. Clarke for such a wonderful parade adding how awesome it was to see the looks on her granddaughters’ faces and that her daughter-in-law was brought to tears as the teachers called out their names. Mrs. Loglisci stated that she does not recommend going out to bid for the bus contract this year given the current COVID-19 Pandemic situation. She thanked employees of the transportation staff for helping out as needed and for attending the parade. She added that all staff is participating in Professional Development during the district closure. Dr. Clarke talked about her commitment to continue salary pay for staff. She is requesting that hourly employees continue to be paid as well. Motion by Mr. Lord that during the period starting March 16, 2020 to May 4, 2020 inclusive or to such later date as the Governor of Massachusetts may determine for the continued closure of all public schools in the Commonwealth of Massachusetts, or the Superintendent may determine for the continued closure of the Monson Public Schools , whichever date is later, due to COVID-19 in the 2019-2020 school year, hereinafter referred to as the “Closure Period,” the Monson School Committee, subject to appropriation, shall pay the regular wages for work days during the Closure Period to each employee of the Monson Public Schools, excluding day substitutes, provided that each such employee to be paid performs work that may be requested or required by the employee’s supervisor during the work days to be paid in the Closure Period. Nothing in this motion limits any rights that any employee may have to take vacation, sick, or personal leave during the Closure Period. (Second by Ms. Flynn) No discussion Roll Call Vote: Mr. Shea Yes Ms. Flynn Yes Mr. Dubois-White Yes Ms. Graves-Harrison Yes Mr. Lord Yes Motion carries 5-0 Dr. Clarke advised the Committee that with the scheduled April 2020 vacation, the last day of school is June 18, 2020. There is a suggestion of cancelling the vacation to have the last day of school be June 12, 2020. Discussion followed with input from Administration, Committee members, the

School Committee Minutes: Page 4 of 6 April 8, 2020 Regular Business Meeting


Draft copy for distribution prior to the April 22, 2020 - Regular Business Meeting

Monson Teachers’ Association (MTA) President and Special Education staff members that had joined tonight’s meeting. Dr. Clarke mentioned that a survey was sent to all staff members to indicate their preference. She noted that an overwhelming majority opted to continue teaching, as they felt they were just getting into a solid routine with their students and families, voting to cancel the vacation and make the last day of school June 12, 2020. Motion by Mr. Lord to approve the cancellation of the April 20-24, 2020 school vacation. (Second by Mr. Flynn) No further discussion Roll Call Vote: Mr. Shea Yes Ms. Flynn Yes Mr. Dubois-White Yes Ms. Graves-Harrison Yes Mr. Lord Yes Motion carries 5-0 Dr. Clarke will email parents and staff of the Committee’s decision. Mr. Lord thanked the staff members and MTA President, Mrs. Zippin for joining the meeting. Mr. Lord informed the Committee that at the last Finance Subcommittee meeting it was unanimously decided to bring forth a motion to the full Committee to offer Dr. Clarke additional compensation for her exceptional leadership, dedication and the tremendous amount of work hours she has put in during this incredibly and challenging time for everyone. He continued his praise for her implementation of the Virtual Enhancement Plan and all of the updates to staff and families, adding that she has gone above and beyond what the Committee asks of her. Motion by Mr. Lord to compensate Dr. Clarke for the extensive work done managing during the COVID-19 Pandemic in the district and request that the School Committee authorize a one-time $5,000 additional compensation for the incredible work she does and has been doing for the students in the district. (Second by Mr. Dubois-White) No further discussion Roll Call Vote: Mr. Shea Yes Ms. Flynn Yes Mr. Dubois-White Yes Ms. Graves-Harrison Yes Mr. Lord Yes Motion carries 5-0 Dr. Clarke thanked the Committee not only for the additional compensation, but for all of their support. She stated that the Committee’s support is invaluable and means a great deal to her. Public Session: Mr. Lord opened Public Session at 8:17 p.m. No one came forward to address the Committee. Mr. Lord closed Public Session at 8:17 p.m.

School Committee Minutes: Page 5 of 6 April 8, 2020 Regular Business Meeting


Draft copy for distribution prior to the April 22, 2020 - Regular Business Meeting

Action Items: Schedule Policy, Finance and Curriculum Subcommittee meetings. Motion by Mr. Shea to adjourn Open Session. (Second by Ms. Graves-Harrison) No discussion Motion carries 5-0 Mr. Lord adjourned the meeting at 8:21 p.m. Documentation for this meeting: April 8, 2020-Regular Business Meeting Agenda March 25, 2020-Public Budget Hearing Meeting Minutes-Draft March 25, 2020-Regular Business Meeting Minutes-Draft Transportation Budget FY21 Approved by Committee: ______________________________________ Mr. Dubois-White, Secretary


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