Old Sturbridge Academy Charter Public School
Meeting Minutes
Members present: Reed Hillman, Christine Tieri, Dan Pear,Richard McGrath
In Attendance: Jim Donahue, Tina Krasnecky, Lisa DeTora, Deb Friedman, Kristen Rhodes, Daniel Soucy Meeting Date: April 11, 2017
Agenda:
Order of Business
- 7:00 PMApproval of minutes of March 28, 2017
- 7:05 PMDiscussion of Board Sub-Committees
- 7:30 PM Executive Director Update:
- Staff recruitment
- Academy Family Farm Fest
- Enrollment Policy
- 7:45 PMHiring of Director of Student Support
- 8:00 PMMike Valanzola
- 8:15 PMCSPG Budget discussion
- 8:45 PM Adjournment
Mr. Hillman called the meeting to order at 7:01
Some agenda items are being taken out of order.
Executive Director Update:
Staff recruitment- Mr. Donahue shared that there is lots happening on the staff recruitment front. Staff recruitment is taking place for two positions. Interviewing for an administrative assistant that he hopes to have in place by end of May as well as teachers. OSA has received dozens of resumes. MS. DeTora is prescreening all the resumes and doing phone interviews. Candidates are skewing female although two males have been interviewed. The process is that Ms. De Tora is “shaking the trees for good candidates”, doing a screening interview and then a micro-lab will be held on Tuesday, April 18. The micro-lab is something that Mr. Donahue used in Rhode Island. It will consist of time in Village with Rhys Simmons, time at Museum Education with Emily Dunnack and then back to Fuller Conference Center. At Fuller, candidates will be asked a series of questions followed by a second session that focuses on discussion. Staff will observe how candidates interactwith each other as well as the answers to the questions. After being observed, candidates will be asked for writing samples, Ms. DeTora will visit their classrooms andthey will be asked to do a mock lesson at OSV. It is a very rigorous process. Mr. McGrath asked if they are familiar with EL Education? Ms. DeTora responded that some have done their research, some haven’t. Ms. Tieri asked if any had direct experience with EL Education? Ms. DeTora shared that at the Mt. Holyoke open house last Wednesday she had interviewed two good candidates. Mr. Soucy asked about their background experience. Ms. DeTora shared that those with lots of experience were very open to EL Education. Mr. Donahue spoke of a candidate that he had met this afternoon that had experience that was “EL like”. Ms. Tieri suggested that some experience that is out of the box will certainly be helpful. Mr. Donahue shared that he drilled into management of classroom. Mr. Donahue expects to have the process finished in May, bring teachers in June and offer professional development in June, July, and August.
Academy Family Farm Fest- Mr. Donahue shared the information regarding the first of many family events for the Academy families. The Old Sturbridge Academy Charter Public School Family Day at Farm Fest will be held on Saturday, April 15th, 2017. Family engagement is important in order to build community and culture. Every OSACPS family was sent a family plus one membership. Family membership provides not only free admission to the Village but discounts on food, gift shops and other fee based programs.Local farms will be represented with lots of baby animals. . The e-news invitation below was sent to all Academy families on March 30th. Refreshments (cookies, lemonade, ice tea and Cooper’s Farm milk/chocolate milk) will be served. Per Mr. Hillman’s suggestion at the last meeting, each child will receive a ribbon that identifies the grade they will be entering in August.
Old Sturbridge Academy Family Day at Family Farm Fest
Saturday, April 15th
Come celebrate spring! Meet new classmates! Join in the fun of Family Farm Fest!We hope you can make the first of many school gatherings we will have this year.We have tons of fun planned for April 15th for Old Sturbridge Academy families.Visit with baby animals, take a hay wagon ride and lend a hand with seasonal chores.In addition to the regularly timed activities, there are events scheduled just for our Academy families:
- 1:00 - 2:00 p.m.
Join Executive Director Jim Donahue at the Hands-on Craft Center for refreshments - 1:30 - 3:00 p.m.
Farmyard Games (on the Common) - 2:00 p.m.
Meet the Lambs (on the Common) - 2:00 - 3:30 p.m.
Attend District School - 2:30 p.m.
Hands-on Ploughing (Freeman Farm Fields) - 2:30 p.m.
Meet Laura Ingalls Wilder (in the Parsonage Barn)
This is a great opportunity for you to take advantage of your new Old Sturbridge Village membership. Please check in at the Visitors Center upon arrival.
Any questions?
Please call Deb Friedman at 508-347-0283, or via email
Enrollment Policy
Mr. Donahue shared that the revised enrollment policy that included backfilled enrollment through 8th grade has been submitted to DESE for approval. Submitted enrollment policy is attached.
CSPG Budget discussion
Ms. Krasnecky shared information regarding the Charter School Planning Grant. This is a federal grant that is administered by DESE for the state. This grant was awarded to all charters who were approved in 2017. Base award over 36 months covers everything except building cost. There is a base award of $500,000 plus $175,000 additional for back filling which our enrollment plan was modified to allow.OSACPS must apply each year for specified amount. The money from the CSPG funding has not been released from the state at this time. Until such time that the money is released, there will be no purchases or contracts signed.
The first request will be for April through August 31, 2017. With input from DESE, Mr. Donahue and Ms. Krasnecky have requested $300,000 for pre-operational and start-up considerations.
- Major spending categories
- Salaries: DTL, DSS and Admin Asst $70K
- OSV Start-Up Support $60K
- Student Data Mgt System $45K
- Expeditionary Learning Contract $38K
- Stipends/Professional Dev $30K
- Curriculum Supplies$25K
- Audit and Legal $22K
- All other $10K
Ms. Tieri asked if it will cover the data system and if one had been selected? Ms. DeTora indicated that she has been previewing systems and a decision has to be made by the end of this month in order to get it for August 1. Mr. Pear inquired if there is one recommended by EL Education. Ms. DeTora responded that EL Education suggested on for standard based curriculum such as School Brains.
Mr. Soucy asked about others at the same cost? Ms. DeTora said that all manage school data and can be customized. Ms. Tieri observed that not having a system up and running to trial can make it difficult to determine what is best. She also cautioned about customization costs.
Mr. Hillman asked if there was retroactive payment for expenses that OSV has occurred as well as can movement between of funds between designated buckets?
Ms. Krasnecky responded that there can be no retroactive payment but that funds can be transferred between line items.
Mr. Donahue said that at the next meeting there would be a short term agreement for management contract until July on the agenda for discussion.
Mike Valanzola
Mike Valanzola, chairman of Tantasqua school committee was introduced to the OSACPS board.
Chairman Hillman had asked Mr. Valanzola to share his experience with a school board with the OSACPS board of trustees. Mr. Valanzola has been on the Tantasqua/Union 61 school board for eight years, five of those years as chairperson. He was on the search committee that hired Dr. Erin Nosek. He believes that the key to suggest is the open communication that he has with Dr. Nosek. The Tantasqua School Board is comfortable with open communication.
Mr. Hillman asked about structure. The agenda is posted according to open meeting laws. They actually post more widely than is required. Board members can request to put items on agenda by emailing either the chair and/or the superintendent. Mr. Valanzola has set a limit for meetings of two hours maximum. Being courteous with other board members as well as no surprises at meetings is key. Tantasqua Union 61 has developed their own special of guidelines that a member can be limited to the number of times that they speak to an issue at the meeting. Debate on an issue is civilized and focused.
Tantasqua Union 61 holds an annual retreat with their 18 members who come from 5 towns. Mr. Valanzola suggested that the use of Robert Rules of Order as well asgood structure and organization of meeting is vital. Cursory understanding of how meetings run is very important.
Mr. Hillman inquired if the public speak is allowed to speak? Mr. Valanzola shared that at the beginning and end of every school committee meeting there is scheduled time for public access to address the committee. The topics are unstructured. There is a two minute limit per speaker. This is the only point the public can engage in dialogue with the school committee. Members of the public are not allowed to speak at meeting outside the two designated time slots unless it is a scheduled public hearing.
The public hearing on budget is also a point that the public can participate in dialogue with the school committee. The budget subcommittee reviews the school budget and makes recommendations that are brought to the public hearing.
Mr. Hillman asked Mr. Valanzola to speak to executive sessions. Under the Massachusetts open meeting law, Executive sessions are allowed only for specific reasons such as discussion of pending litigation, contract negotiations, criminal misconduct, security issues or theprofessional reputation of an employee. Minutes for the executive session are kept separate from that of the regular posted meeting. The executive session must appear on the agenda. The executive session must be convened in the open meeting by stating the reason for the executive session and whether or not the committee will reconvene after the executive session. The chair takes a roll call vote of the committee. While in executive session, the committee must keep accurate records, all votes taken must be recorded by roll call, and the committee may only discuss matters for which the executive session was called.
Ms. Tieri asked how Tantasqua Union 61 handles press inquiries. Mr. Valanzola stated that thechair is public face of school committee, the superintendent the public face of the district.
Mr. Valanzola also suggested that in order to avoid quorum issues, that the committee choses to over post for open meetings. If just a couple of members get together for a listening session or subcommittee, the meeting is posted. Mr. Valanzola also warned to be attentive to email quorums. The Tantasqua Union 61 makes it a policy to never call or email other members. If there is a question, they call the superintendent or chair directly. He also highly recommended MASC training for Robert Rules of Order.
Approval of minutes of March 28, 2017
Mr. Hillman entertained a motion for approval.
MOTION:Mr. McGrath made the motion for approval.
SECONDED: Ms. Tieri seconded the motion for approval.
VOTE: All in favor.
Discussion of Board Sub-Committees
Mr. Donahue suggested that the board move forward with establishing committees for budget/finance and governance.
Governance committee nominations are Ms.Tieri, Mr. Pear with another member to be added and the chair to be determined at that time.
Budget/finance committee nominations are Mr. Blanchette as board treasurer will serve as chair. Mr. McGrath and Ms. Boisvert as members,
Mr. Hillman entertained a motion for approval of nominated members of committee
MOTION:Ms. Tieri motioned
SECONDED: Mr. Pear seconded the motion
VOTE: All in favor.
Hiring of Director of Student Support
Mr. Donahue began discussion of the director of student support position. Kristin Rhodes has emerged as the front candidate for position. She gets the model of finding the genius in every child and the supports that children need. Ms. Rhodes related very well to people on the interviewing team. While there were many candidates that were well qualified, Ms. Rhodes understands the vision for OSA as well as how to support parents. Ms. DeTora shared that they had a good rapport from their first meeting on. As school partners she believes that they will balance each other.
Ms. Rhodes shared her background and how she came about applying for the position. She went to college for elementary education as well as sociology. She received a master’s degree in child life/ therapeuticrecreation management which is similar to occupational therapy. She began at Whole Child, grass roots organization in Hadley that began with 60 families. Now, seen years later, they service 600 families. Ms. Rhodes now is the director of an adult with disabilities program. Ms. Rhodes came across OSACPS when she was looking for options for her son who is on the spectrum. She came across the OSACPS application for a charter. After emailing Mr. Donahue, she met with him. MS Rhodes believed in the mission and vision for those who learn differently. Ron Berger had been her husband’s teacher and she met with him to learn more about EL Education. She has learned more about EL Education in classroom by visiting Springfield Renaissance.
Mr. Hillman asked about how OSA would source a school physiologist. Mr. Donahue responded that they were in contactwith a professional from Rhode Island. Mr. Hillman also asked if Ms. Rhodes felt supported by .5 nurse. She felt it was fine unless there were significant medical needs for a student.
Mr. Pear asked when will we know about the special needs of students? Ms. Detora shared that the paper work is still arriving.
Mr. McGrath shared that her resume is very impressive. He asked how she would approach a family whose child may or may not need an IEP. Blending the needs of the child and family as to avoid conflict with parent, child and school administration. Decide who is it important to and important for and have a conversation before sitting down at the table.
Mr. Soucy asked through the Chair “What would you say to the parent who is anxious about the different type of pedagogy?” Ms. Rhodes stated that it will take trust building, creating a community of school as well as access to staff. With children of special needs, there are the same goals, individualizing the activities is important.
Mr. Hillman entertained a motion for approvalto hire Ms. Rhodes effective June 1, 2017.
MOTION: Mr. Pear motioned
SECONDED:Mr. McGrath seconded the motion
VOTE: All in favor.
Mr. Hillman would like a Doodle poll sent out to members for new meeting time/ day.
Mr. Donahue will be away for two weeks beginning April 21, 2017.
Adjournment
Mr. Hillman asked for a motion to adjourn.
MOTION: Mr. Pear motioned to adjourn.
SECONDED: Mr. McGrath seconded the motion.
VOTE: All in favor.
Meeting adjourned at 9:00 PM
Respectfully submitted:
Debra Friedman
Documents in meeting package:
Agenda (above)
Enrollment Policy (attached below)
Kristin Rhodes Resume (attached below)
Documents submitted at meeting:
E-invite to OSACPS Families for Farm Fest (attached above)
CSPG Grant Outline
Enrollment Policy
General Policy Statement
Old Sturbridge Academy Charter Public School enrolls and educates students in Kindergarten through Grade 8 and enrolls new students through Grade 8 if seats are available. Each year, we will seek enrollment of 40 Kindergarten students. OSACPS will determine the number of additional spaces available each year by grade level. In cases where there are fewer spaces than eligible applicants, students shall be accepted by a lottery process.
Old Sturbridge Academy Public Charter School does not discriminate on the basis of race, color, national origin, creed, sex, gender identity, ethnicity, sexual orientation, mental or physical disability, age, ancestry, athletic performance, special need, proficiency in the English language or a foreign language, or prior academic achievement. The enrollment process at OSACPS is not integrated with that of the sending school district(s). 603 CMR 1.05(11).
Old Sturbridge Academy Public Charter School has developed and implements a student recruitment and retention plan as outlined in G.L. c. 71, § 89(f), and 603 CMR 1.05(1).
All applicants to Old Sturbridge Academy Public Charter School will be notified in writing of the rights of students with diverse learning needs to attend the charter school and to receive accommodations and support services, including students who may have disabilities, require special education, or are English language learners. 603 CMR 1.05(4). Information regarding the availability of services is presented including, but not limited to, the school’s outreach materials, the student handbook, and on the school’s website. 603 CMR 1.05(4).
Old Sturbridge Academy Charter Public School does not charge an application fee for admission or use financial incentives to recruit students. 603 CMR 1.05(3)(a).
Old Sturbridge Academy Charter Public School will not disclose or release any student specific information from the application, except as required by law without parental consent. In accordance with M.G.L. c.71, Sect 89(g)), upon request, OSACPS will provide the names and address of students to a third party mail house for mailings unless the parent/guardian complete the form available on OSACPS website that requests that the school withhold their child’s information and return the form to the Administrative Assistant prior to the beginning of the school year.
In order to be eligible for transportation reimbursement, bus transportation will be provided to all residents of the twelve towns included in the proposed region (Brimfield, Brookfield, East Brookfield, Holland, Monson, North Brookfield, Southbridge, Spencer, Sturbridge, Palmer, Wales and Webster) in accordance with the Charter School Technical Advisory 16-1: Transportation.Pick-up/drop-off locations will be identified in communities based upon enrollment. Special Needs students, who are physically challenged, will be given access to transportation on handicapped equipped vans and busses.