NORTH SMITHFIELD SCHOOL COMMITTEE
MEETING

December 15, 2009

Kendall Dean School Auditorium

Members Present: C. Bonas, P. Vadenais, F. Johannis, M. Flaherty
Others Present: S. Lindberg, I. Scripsack, M. Chevrette, R. Mezzanotte, J. Lahar, D. Jolin,
C. Frayne, E. Butash, R. Brown, J. Riley, F. Benz, B. McCabe (Valley Breeze)
   
Meeting was convened at 5:30 p.m.

On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted to move into closed session pursuant to RIGL42-46-5(a)(1), Job Performance Superintendent’s Goals, RIGL42-46-5(a)(2), Collective Bargaining NSTA, NSASSP, Litigation, and RIGL42-46-5(a)(3), Security, on a four yea vote with Mr. Lafleur noted as absent.

2. The meeting reconvened in Open Session at 6:45 p.m.

3. Good & Welfare:  There were no requests to address the Committee.

4. Roll call was taken with four members noted as present.  Mr. Lafleur was noted as absent.

On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted to retain the minutes of closed session as closed to the public pursuant to RIGL42-46-7(c), and RIGL42-46-5(a)(1), RIGL42-46-5(a)(2), and RIGL42-46-5(a)(3) as previously outlined (4-0).

6. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted to approve the minutes of November 17, 2009 as written (4-0).

7. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) to wave the rules and move forward for immediate consideration Agenda Item XIII.1, FY09 Fiscal Audit Presentation/Acceptance: Mr. Wadovick & Mr. Hartonchik.

8. Mr. Wadovick & Mr. Hartonchik reviewed the FY09 Draft Audit Report with the Committee.  Mr. Wadovick noted that the school department had received a clean audit opinion.  Areas of concern within the audit report were:
Low unreserved fund balance of $66,224
Lunch program running in deficit
Mr. Wadovick & Mr. Hartonchik then reviewed the Management Letter with the Committee.  Areas of concern were:
Management letter will be modified to indicate the true amount of approximately $277,000 [not $224,000] paid to the Town of North Smithfield with a more concise explanation.
Purchase order overspent:  in the event expenditures exceed the purchase order, the original purchase order should be voided and appropriate procedures should be followed to establish and authorize a new purchase order for the appropriate amount.
Food Service is operating in a deficit situation:  the Food Service Program should be examined to ascertain the reasons why it is not self-sufficient;  outside bids could be obtained but may have contractual issues; school department can not continue to subsidize the food service program; if it does continue, the reason(s) why this is occurring must be understood by all; Mr. Wadovick suggested that a 5 year review be conducted to discover what is driving the deficit.  The Superintendent will bring forward his recommendations to the Committee to address food service concerns at the January meeting.
Halliwell Student Activities Fund:  Mr. Wadovick recommended that duties should be segregated for signatures, etc., to ensure checks & balances. 
Unreserved Fund Balance in the General Fund:  Mr. Wadovick noted that the unreserved fund balance is currently $66,224 which is .33% of revenues.  A recommended fund balance is 1% or approximately $200,000 in the event of a contingency.
Student Activities Funds:  Mr. Wadovick recommended that non day-to-day student activity funds should be removed from the high school activities fund and into a separate account/spreadsheet maintained by the Business Department.
Mr. Lindberg offered his thanks and appreciation to Mr. Wadovick and Mr. Hartonchik for the help and guidance provided to the school department.

9. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) upon recommendation of the Superintendent to accept the Draft FY09 Audit Report with changed noted to the Management Letter.

10. The following disbursements for November 2009 were approved on motion made by P. Vadenais, seconded by F. Johannis, and passed on unanimous vote (4-0):

Manual Checks $261,697.98; Net Payroll $710,520.91; Wire Transfers (Payroll taxes) $167,167.37;
Additional Vouchers $599,850.46; Grand Total approved $1,739,236.72.

Motion was made by P. Vadenais, seconded by F. Johannis, and passed on unanimous vote (4-0) to accept the Cash Receipt Report for the month of November 2009 in the amount of $2,226,388.23.

On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) upon recommendation of the Superintendent to accept the resignation of DeAnna Cotoia, (.4) Secondary Special Education Teacher Assistant @ NSES effective 11/24/09.

On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) upon recommendation of the Superintendent to approve the appointment of Abigail Ashey as a Secondary Special Educator @ NSHS, Step 1M, retroactive to 8/31/09 and for the 2009-2010 school year only.

On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) upon recommendation of the Superintendent to approve the appointment of Lindsey Brooks as National Junior Honor Society Advisor @ NSMS for the 2009-2010 school year only.

15. Superintendent’s Report:
Mr. Mezzanotte will update the Committee regarding the Commissioner’s Review and NEASC Preparation at the January meeting.
The Committee requested that letters of congratulations be forwarded to Mr. Benz and Mr. Alec Dalton as noted in Mr. Mezzanotte’s Administrator’s Report.

16. Business Manager’s Report:  nothing to report at this time

17. Correspondence Received:  No correspondence was received.

18. Legislative Update:  Nothing to report at this time.

19. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted to table Agenda Item XII.1, Kids Care Program Presentation.
20. Northmen Athletic Club:  Mr. Lindberg noted that this newly formed club is on the right path and have received great guidance from Mr. Mezzanotte & Mr. McGee.  The club is currently working on fundraisers that will bring people together.  They will also work with Mrs. Johannis to develop a 501C.  The Committee asked that a letter of support be forwarded to the President, Mr. Shatraw, and Vice President, Mrs. Bourgeois.

21. Middle School Construction Project Update:  Nothing to report at this time.

22. FY10 Operating/Capital Budget:  Mr. Lindberg advised the Committee that monies are being spent in the facilities department to do work that had not been previously identified.  An unanticipated expense for the NSES water system may also have to be addressed with an approximate cost of $20,000.  Further information will be forwarded to the Committee.

 Mr. Vadenais noted that the Town Council has complete control of the newly formed Task Force to review Halliwell School.  The Town Council has suggested that the cost of professional services [approximately $14,000] be shared between the Town and the school department.  Mr. Lindberg advised that we must protect the small amount of money that we have and proceed cautiously at this time as there is no fund balance, we have unanticipated expenses, and unanticipated special education student tuitions.  The Town needs to take ownership of this initiative.

23. Town/School Collaboration:  Mr. Lindberg has received a letter from the Town Administrator indicating her interest in proceeding with discussions.  A meeting will be scheduled after the 1st of the year to begin.

24. Update School Committee Request of Burrillville, Lincoln, Smithfield regarding Regionalization – Mrs. Bonas updated the Committee as provided by Mr. Lafleur.  The four School Committee Chairs and Superintendent’s will meet after the first of the year to begin discussions but will proceed cautiously.

25. Update Facilities Manager Search:  Mr. Vadenais advised that 23 applications for the position were received.  In-depth interviews have been scheduled for the remaining 4 candidates.  The Search Committee hopes to have a new Facilities Manager in place by the end of January.

26. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) to wave the rules and move forward for immediate consideration Agenda Items XIII.7 (a) & (b), Champlin Grant: Acceptance of Grant Award and Approval Purchases with Grant Funds.

27. Mr. Butash and Mr. Benz explained that the Champlin Grant was awarded to fund an innovative music initiative at the high school.  Grant monies will be utilized to outfit a music technology lab that will facilitate hands on creativity for all students whether currently involved in the music program or not.  Mr. Benz thanked Mrs. Hudson for her help in writing the grant application and Mr. Butash for his support.

28. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) upon recommendation of the Superintendent to accept the Champlin Grant Award in the amount of $79,595.00 to for music technology initiative at NSHS.

29. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) upon recommendation of the Superintendent to approve the following purchases utilizing Champlin Grant funds:
Woodwind & Brasswind (music software) in the amount of $7,545.00
CDI Computers (18 desktop computers) in the amount of $26,165.36
CDI Computers (2 laptops) in the amount of $1,364.36
Greenpages/CBE (1 Promethean Board installed) in the amount of $5,008.60
Dell (printer/toner/projector) in the amount of $3,474.77
Apple (2 iPods) in the amount of $598.00

30. On motion by F. Johannis, seconded by M. Flaherty, the Committee unanimously voted (4-0) to forward a letter to the Town Administrator requesting that the school department’s submission of their FY11 Budget be delayed until early March and that a Special Meeting of the School Committee is scheduled for February 9, 2010, to review the FY11 draft budgets.

31. Full-day vs. Half-day Kindergarten Discussion/Action:  As the budget situation for FY11 is tenuous at best, Mr. Lindberg advised that the Committee begin discussions regarding the kindergarten program.  Although he and the administrators are in full support of the full-day program and do not recommend a change to half-day, due to the budget situation the school department must account for and examine every dollar even though the savings are not significant (approximately $50,000).  This item will be placed on the January agenda for further discussion.  Mr. Lindberg advises that a decision be made no later than March in order to allow for parent notification, budget preparation, staffing considerations, etc.

32. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) upon recommendation of the Superintendent to approve the DECA Overnight Field Trip Request to attend the DECA International Career Development Conference & Competition in Louisville, KY, from 4/23/10 through 4/28/10.

33. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) to table the DECA request for allocation of funds to offset costs of their overnight field trip.

34. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) to approve the 2nd reading of revised Policy, IV.D.1, Graduation Requirements, for implementation as School Committee Policy.

35. Presentation New Website Design/Implementation: Mr. Butash:  Mr. Butash showed the Committee the new design/appearance of the North Smithfield School District’s website due to go on-line in January.  It is not a purchased product but Open Source.  It is data-base driven therefore the website can be managed by the district at the district and building levels by administrators and secretaries.  It will be a more dynamic as opposed to stagnant site.  The new website will be rolled-out in phases:  Phase 1 – district site; Phase 2 – building sites; and, Phase 3 – teacher sites.

36. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) upon recommendation of the Superintendent to approve the purchase of 12 Promethean SmartBoards from CBE Technologies in the amount of $57,051 from MS Technology capital funds released by the Town Council at their meeting of 11/16/09.  A letter will be forwarded to the Town Council notifying them of the purchase.

37. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) upon recommendation of the Superintendent to table Agenda Item XIII.8, Approval Purchase of Special Education Laptops.

38. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) upon recommendation of the Superintendent to table Agenda Item XIII.9, NSES Wiring Upgrades.

39. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) upon recommendation of the Superintendent to approve the home schooling request of Mrs. Patrescu for her 10th grade child.

40. The January 19th School Committee meeting location will be NSMS Cafeteria.

41. On motion by P. Vadenais, seconded by F. Johannis, the Committee unanimously voted (4-0) to accept the 09-10 Superintendent’s Goals as presented.

42. Action related to Collective Bargaining NSTA:  No action needed.

43. Action related to Collective Bargaining NSASSP:  No action needed.

44. Action related to Security:  No action needed.

45. Action related to Litigation:  No action needed.

46. On motion by F. Johannis, seconded by M. Flaherty, the Committee unanimously voted to adjourn.

Meeting was adjourned at 8:36 p.m.

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