Hartford Board Meeting Minutes-Hartford Board of School Directors

Hartford Board Meeting Minutes-Hartford Board of School Directors

December 12, 2012 @ 7:00 PM

HACTC- The Getaway Dining Room

Board members present: Administrators Present:

Jeff Arnold Tom DeBalsi

Peter Merrill Julia Haynes

Kevin Christie

Eric Michaels

Call to order 7:05 PM by Kevin Christie

Approval of Agenda: Peter Merrill moves to accept the Agenda as presented. Jeff Arnold seconds the motion. A unanimous verbal aye 4-0 passes the motion.

Public Comment relative to items not on the proposed agenda-

•  Hartford town resident, Steven Noyes, who lives directly across from the District Bus Garage reports the busses are being started and run too early in the morning. He states the bus lights shine directly into his home and the smell of fumes is extreme. Mr. Noyes also reports Hartford staff is smoking on school property and around the gas pumps located on site at the Bus Garage. Kevin Christie explains the chain of procedure for complaints, and Mr. DeBalsi acknowledges he has spoken to Mr. Noyes previously for the same bus issue. Mr. DeBalsi was not aware the staff is smoking on school grounds. After discussion the Board request Mr. DeBalsi and Mr. Vezina act on the issues presented and report back to the Board.

Items Requiring Board Action

•  FY12 Board Auditor’s Preliminary Report- Nathan Hawley, CPA, of Pace & Hawley of Montpelier presented to the Board. Mr. Hawley presented the Board with two documents dated June 30, 2012. Mr. Hawley reported on the Financial Statements and Independent Auditor’s Report and Management Letter. Mr. Hawley began by telling the Board his opinion of the audit and stated the District has yet to implement the single employer pension plan. Mr. Hawley did report the District has improved in food service and other audit findings. After an in depth explanation by Mr. Hawley of the Financial Statements, and a lengthy discussion among the Board and Administration, Peter Merrill asks Mr. Hawley if it’s possible to provide the Board with a longitudinal report of where the District is. Mr. Hawley thinks a paragraph could be added to the Corrective Action Plan regarding the progress of the District. At 7:45 time is warned.

•  Collaborative Program Surplus and Proposed Resolution- Mr. DeBalsi and Mr. Vezina report the existence of an accumulated fund balance of approximately $1,032,028. The balance is a result of not truing up the collaborate accounts for at least six years. Discussion included: informing the sending schools of the issue, the legalities of doing so/not doing so, the use of funds and asking sending towns for feedback on using the funds to improve the collaborative. Eric Michaels makes a motion to ear mark the reported funds to improve the collaborative programs. Peter Merrill asks for an amendment subject to obtaining a plan from the Superintendent regarding the use of said funds. After discussion of a second motion, Mr. Merrill withdraws his amendment and the motion passes 4-0 aye verbal vote. Peter Merrill motions to direct the Superintendent to prodeuce a draft over view by 1/9/13, to sending towns describing the incident and plans for the disposition of the fund balance. Jeff Arnold seconds the motion. A unanimous verbal vote passes the motion 4-0.

•  FY14 Budget-Draft #3-Mr. DeBalsi provides 2 impact sheets dated 12/12/12. One draft shows no changes, while the other reflects a $250,000.00 decline. There are still several variables to wait on. Mr. DeBalsi presents the Board with his Budget addition list as requested. Mr. DeBalsi also provides the Board with the Financial Report on Construction Renovation Project. The remaining budget of $811,322.00 is slotted for remaining electrical codes compliance and HHS/HACTC AC replacement.

•  Request to expend Technology Reserve Fund- Mr. DeBalsi reports there is a $116,237.00 reserve. Of that, Mr. DeBalsi requests $36,196.00 for 8 projects/additions/upgrades. This is for student use. Discussion included how to assess students and their use of technology. Peter Merrill motions to approve the funds as requested with the provision there is a report 1 year from implementation of student improvements. Jeff Arnold seconds the motion. A unanimous verbal vote 4-0 passes the motion.

•  Consent Agenda-Minutes of 11/28/12 Eric Michaels request the minutes to be ammened to reflect the number of students projected to be down in the HSD is 16. Peter Merrill motions to accept the minutes as ammended by Eric Michaels. Eric Michaels seconds the motion. A unanimous verbal 4-0 vote passes the motion.

Board Policy Monitoring

GP5- Kevin Christie presents the School Board Chair's Role. Peter Merrill mentions the role of liason to the SOS is not reflected. Discussion included Chair's roles and authorities, as well as agenda items presented prior to meetings and retreat and brainstorming sessions. At 9:30 PM time is warned.

BS/R5- Mr. Christie suggests the Monitoring Superintendent Performance be presented on January 9, 2013 meeting. Mr. DeBalsi will begin the meeting at 6:30 to accomodate for the addition. At this time Jeff Arnold requests an update on the Enrollment Impact. Mr. DeBalsi and Scott Farnsworth will continue to evaluate the study. Mr. DeBalsi will resend the document to the Board electronically.

Incidental Information:

2013-14 School School Calendar #2- no feedback.

Bus issue as presented by citizen- Mr. DeBalsi will check with Paula Woodard and suggest the safety checks and bus issues be revisited by drivers. He will report back to Mr. Noyes.

At 9:55 PM Peter Merrill motions to adjourn. Eric Michaels seconds the motion. A verbal unanimous vote 4-0 aye passes the motion.

Next Meeting January 9, 2013 6:30 PM in The Getaway.

Respectfully Submitted,

Carol Bagley