Dover School Committee Agenda

Monday, May 18, 2020 6:15 PM

Following guidance issued by Governor Baker regarding the Open Meeting Law, this

public meeting will be help remotely, and individuals wishing to participate may do so by utilizing Zoom video conferencing technology*, to join the meeting by video

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1. Call to Order

2. Community Comments

3. Reports:

• Principal’s Report – Ms. Dayal • Warrant Report

4. Monthly Financial Report- Ms. Fattore

5. Proposed changes to 2020-21 student handbook – first read

6. School Improvement Plan – update on progress

7. Consent Agenda

• Approval of Minutes March 5, and April 28, 2020 A. R.

8. Communications (For Members Information)

• Regional School Committee Minutes February 4, 26 and March 3, 2020 • Sherborn School Committee Minutes January 14, and March 10, 2020

9. Adjournment

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Note: The listings of matters are those reasonably anticipated by the Chair, which may be discussed at the meeting. Not all items listed may, in fact, be discussed and other items not listed may also be raised for discussion to the extent permitted by law.

The Dover Sherborn Public Schools do not discriminate on the basis of age, race, color, sex/gender, gender identity, religion, national

origin, sexual orientation, disability, or homelessness.

The Public Schools of Dover and Sherborn 157 Farm Street Dover, MA 02030 Phone: 508-785-0036 Fax :508-785-2239 URL: www.doversherborn.org Dr. Andrew W. Keough, Superintendent Ms.Elizabeth M. McCoy, Assistant Superintendent Ms. Kate McCarthy, Director of Student Services Ms. Dawn Fattore, Business Manager

Chickering School 29 Cross Street Dover, MA 02030 Phone: 508-785-0480 Fax: 508-785-9748

Ms. Laura Dayal Principal Dr. Deb Reinemann Assistant Principal Ms. Laura Driscoll Special Education Team Chair

To: Dr. Andrew Keough, Superintendent From: Ms. Laura Dayal, Principal, Chickering Elementary School Re: Principal’s Monthly Report for Dover School Committee Date: May 14, 2020 Principal’s Reflections Since the last Principal’s Report and School Committee meeting, the world has changed. The coronavirus swept across the globe and forced schools to close. We are now in Phase III of remote learning, having moved all instruction online. We have kept the health and wellness of our community at the forefront and consciously worked to maintain strong ties with our students and families. Below are steps the school took for Phase III of remote learning: Live conferences increased from two to four, to enhance our connections and maintain oursense of community. Classroom teachers will provide most of these, and children will have the opportunity for more engagement with other educators as well. Sessions may be designed for the whole class or small groups, depending on the direction of the teacher in any given week. Teacher feedback on assignments is critical for motivation and learning, and we designated platforms for feedback at all grades. Google Classroom has been in place at Chickering in Grades 3-5, and it allows older elementary students to access plans independently, submit assignments, and receive teacher feedback. NEW: We obtained a school-wide subscription to Padlet, which is user-friendly for younger children and will allow teacher feedback in Grades K-2. Streamlining, an objective put forward by the state, now includes the following: · Weekly grade-level plans include links to Specialists’ sites, for one-stop shopping. · Each grade now has a Specialist class assigned for each day of the week · FLES Spanish classes are now linked in weekly grade-level plans and should be accessed Monday through Thursday to build and maintain language skills.

The Public Schools of Dover and Sherborn do not discriminate on the basis of age, race, color,sex, gender identity, religion, national origin, sexual orientation, disability, or homelessness.

Communication is enhanced and coordinated. · Principal newsletters are now all in one place on the Chickering@Home site, with a tab. https://sites.google.com/view/athomelearning-specials/principal-newsletters?authuser=0. · May 14th at noon and 6:00: Deb Reinemann and I held a live school-wide videoconference. State Guidance for Phase III: This emphasizes the importance of asynchronous instruction. Recorded instruction, rather than live conferences, can be accessed at families’ convenience and replayed for deeper learning. Learning Plans were sent to families by grade-level teams with learning objectives for the remainder of the year. These are based on prioritized Massachusetts State Standards which are deemed most important for students, in preparation for the following grade. Students with Individualized Education Plans (IEPs) will also receive a letter describing supports for the remainder of the school year.

Professional Development Even during the current school closure, educators continue to engage in workshops and classes. The next district-based PD at the elementary level is Responsive Classroom, again offered in June. Chickering and Pine Hill each have about a dozen educators planning to take the four-day course online, and any of the 30 seats unfilled will be offered to other districts. DS Professional Growth & Evaluation System Update With direction from the state in the past two weeks, the district is freezing the evaluation system as of our last day in school, March 12th. Educators will continue their existing plan in the coming school year.

School Improvement Plan Given the significant shifts in our system due to COVID-19, we are proposing here draft School Improvement Goals for next year. Further details will be provided for the June DSC meeting. 2019-2020 SIP Goals:

1) Wellness: Cultural Responsiveness 2) Teaching and Learning: Multi-tiered System of Supports (MTSS) 3) Innovation: Portrait of a Graduate

2020-2021 SIP Proposed Goals:

1) Remote Learning: Systemic structures and pedagogical approaches to embed in practice 2) Teaching and Learning: Multi-tiered System of Supports (MTSS) (Year 2, with ELA focus) 3) Innovation: Portrait of a Graduate (Year 2)

Curriculum & Learning

In a commendable move from Literacy Specialist Priscilla Stephan and 18 Literacy Specialist Priscilla Stephan and Deb Reinemann were able to secure a free pilot of the Lexia Core5 Reading program (K-5) through the end of July. Lexia is an online learning program that is highly-structured, sequential, and designed to create an individualized learning path for students of all ability levels. There are three main resources:

1) Lexia Lessons: scripted, skill-based, for teacher-led instruction when student struggles 2) Lexia Skill Builders: offline paper/pencil for reinforcement, skill generalization and

consolidation when students complete a level (5 "skills" per level) 3) Lexia Connections: small-group or whole-class skills activities.

Eighteen teachers across kindergarten, first, second, third, and fourth grades started using Lexiain the past few weeks. After students were assessed online and placed within a level of the program, students started completing activities that focus on developing reading skills in six areas: phonological awareness, phonics, structural analysis, fluency, vocabulary, and comprehension. The online activities adjust, based on student performance, to provide additional scaffolding and feedback as needed. Teachers can view student progress in the program, which will also highlight any skill gaps identified as the child is working. In the “remote learning” environment we are in, this may give us student performance information which is hard to otherwise gauge. Small group lessons are suggested and provided for students stuck on a skill. Teachers can access self-paced webinars to learn more about how to use the program, and Ms. Stephan has been offering Lexia Zoom “Office Hours” to field teachers’ questions. We have been thrilled with the positive response by teachers wanting to pilot this program, which is testament to the relationships and expertise of Ms. Stephan. We plan to form a data team to assess the value of this and other ELA programs, both current and new. Special Events Recognizing the importance of our community connections, especially during the school closure, we have focused on the social and emotional wellbeing of our children and families. Live classroom conferences each week are focused on social engagement, which is known to help protect people from the effects of trauma and stress. We have held virtual all-school assemblies every other week to keep us visible to one another, and participating in familiar all-school gatherings. In addition, we have been thinking of how to bring

closure in all of our classrooms this year, in fun and creative ways. Classroom teachers will be in touch as plans are made. Class Sections and Enrollment Below are the number of sections determined for next year, and our current enrollment numbers. In the row “Students,” the first number is the number of current, rising students for that grade next year. Numbers following “+” and “-“ indicate registered students starting fall 2020 and students un-enrolling for 2020-2021.

Grade K 1 2 3 4 5 Sections 3 4 4 4 5 4 Students + 57 83 + 2 81 + 1 - 3 74 + 2 87 + 1 84 + 1

Total 57 85 79 76 88 85 We appreciate the decision earlier by School Committee to add one GenEd EA for 2020-2021. Given current uncertainties about re-opening schools in this global pandemic, we are grateful for additional support. As the district observesmodels being used across the globe, class sections, enrollment, and staffing take on increasing importance. Personnel and Staffing Jodi Emerson, the only non-professional status classroom teacher, was released for next year due to the reduction in sections, from 4 to 3 kindergarten classes. Director of Student Services Kate McCarthy led the search for a new Adjustment Counselor, to fill the vacancy from retiring Guidance Counselor Cynthia Shapiro. On the search committee were both Chickering administrators, Special Educators, and General Education Teachers.We expect to name a new Adjustment Counselor by the end of this school year. Supplements Please see proposed changes to the online Family Handbook. Thank you.

The Public Schools of Dover and Sherborn 157 Farm Street Dover, MA 02030 Phone: 508-785-0036 Fax:508-785-2239 URL: www.doversherborn.org Dr. Andrew W. Keough, Superintendent Ms.Elizabeth M. McCoy, Assistant Superintendent Ms. Kate McCarthy, Director of Student Services Ms. Dawn Fattore, Business Manager

Chickering School 29 Cross Street Dover, MA 02030 Phone: 508-785-0480 Fax: 508-785-9748

Ms. Laura Dayal Principal Dr. Deb Reinemann Assistant Principal Ms. Naomi O’Brien Elementary Special Education Coordinator Ms. Laura Driscoll Special Education Team Chair

MEMO To: Dover School Committee From: Laura Dayal Date: May 14, 2020 Re: Proposed changes to the online Family Handbook: https://sites.google.com/a/doversherborn.org/family-handbook/ ____________________________________________________________________ Current text:

Cell Phones & Electronics Electronics are not to be used at school during the regular school day. School based devices are available at the discretion of the teacher. Electronic readers, such as Nook and iPad are allowed at the discretion of the teacher. Electrical gaming devices are not to be used during indoor recess. No Internet access is allowed on personal devices. If a child is using a cell phone/electronic device, the cell phone rings during class, or the electronic reader is used inappropriately, the following will happen:

• First infraction – Warning • Second infraction– The phone/device will be taken away and returned to the

student at the end of the day. Parents/Guardians will be notified by the teacher. • Third infraction – The phone/device will be taken away and the parent/guardian

will have to come to the main office to pick up the child’s device.

Responsible usage of these items is permitted on the bus.

The Public Schools of Dover and Sherborn do not discriminate on the basis of age, race, color,sex, gender identity, religion, national origin, sexual orientation, disability, or homelessness.

Proposed text:

Cell Phones & Electronics For the safety and wellbeing of children, electronics are not to be used at school or on the bus, or during school-related activities. This includes wearable devices with internet capabilities, regardless of an available internet connection. School based devices are available at the discretion of the teacher. Electronic readers, such as Nook and iPad are allowed at the discretion of the teacher. Electrical gaming devices and apps are not to be used. No Internet access is allowed on personal devices. If a child has a personal electronic device out, or is using technology inappropriately, as determined by an adult, the following approaches may be used, depending on the infraction:

• The student is told to put the device away • Parents are contacted and told to pick up the device from the office • Privileges for using technology, even for school work, are revoked • Police are brought in to address severe abuse of technology

___________________________________________________________________________________

Current text:

Field Trips Educational field trips are considered an important extension of the classroom. When possible, transportation will usually be provided by school buses. Some local field trips may make use of volunteer parent/guardian drivers. (No children are allowed to sit in the front seats of cars and all must wear seat belts. Parents/Guardians assume insurance liability for transporting students.) No pupil will be denied participation because of inability to pay. A parent/guardian permission slip is required for each trip off of school grounds.

Proposed text:

Field Trips Educational field trips are considered an important extension of the classroom. Parent chaperones must be selected by the school in order to accompany children on the field trip and may not individually accompany their own children, as this defeats the purpose of a shared learning experience. All necessarytransportation will be provided by the school.Students must ride to and from the field trip with the group unless approved otherwise for special circumstances.Some local field trips may allow students to walk to the site. No pupil will be denied participation because of inability to pay. A parent/guardian permission slip is required for each trip off of school grounds. __________________________________________________________________________________________ Current text (selected section):

Attendance Reporting Absences

Please call each day by 8:20 a.m. to notify the school if your child will be tardy or absent. It is not necessary for parents/guardians to send notes for absences if the above procedure is followed.

Proposed text:

Attendance Reporting Absences

Please call each day by 7:40 a.m. to notify the school if your child will be tardy or absent. It is not necessary for parents/guardians to send notes for absences if the above procedure is followed. When a child is going to miss school for several days or more, due to sickness, travel, or other reasons, parents must contact the child’s teachers and front office in order for the school to support the wellbeing of the child.

Current text (selected sections):

Arrival & Dismissal Delayed Start of School Day or Cancellation

In the event of bad weather, school may start late or be cancelled. When school is delayed due to inclement weather, parents/guardians are notified via a Connect-Ed phone call placed by the Superintendent of Schools. We also use the following radio/television stations to post information about school cancellations, delays, and early releases: WKOX (1200 AM), WBZ (1030 AM), WHDH (850AM), WRKO (680 AM), WBZ/Channel 4, WCVB TV/Channel 5, WRKO/Channel 7, WFXT/FOX, WBUR (website only) You may also check the website (www.doversherborn.org) for related information. Walking or Bicycle Transportation Students may walk or ride bicycles to school with written parent/guardian permission. Upon arrival to school, students should park and lock their bike to the bike rack. Bicycles may not be used during the school day, including recess. At dismissal, students who are biking or walking, must wait for the buses to leave the driveway before leaving the school. Proposed text (selected sections):

Arrival & Dismissal Delayed Start of School Day or Cancellation

In the event of bad weather, school may start late or be cancelled. When school is delayed due to inclement weather, parents/guardians are notified via a Connect-Ed phone call placed by the Superintendent of Schools. Clarification of a 2-hour delay in school opening: Grades K-5: Buses will begin their route 2 hours from the original start time. Chickering School doors will open at 9:40. School will begin at 9:50. Preschool: The programwill start at 10:15. Students cannot be dropped off before this time. Preschoolers on a morning-only schedule will still be dismissed at 11:15. We also use the following radio/television stations to post information about school cancellations, delays, and early releases: WKOX (1200 AM), WBZ (1030 AM), WHDH (850AM), WRKO (680 AM), WBZ/Channel 4, WCVB TV/Channel 5, WRKO/Channel 7, WFXT/FOX, WBUR (website only)

You may also check the website (www.doversherborn.org) for related information. Walking or Bicycle Transportation Students may walk or ride bicycles to school with written parent/guardian permission. Upon arrival to school, students should park and lock their bike to the bike rack. Bicycles may not be used during the school day, including recess. At dismissal, students who are biking or walking must walk their bikes off the property. ___________________________________________________________________________________ Current text (selected section):

Bus Expectations *The parents/guardians of any child who is spoken to about a bus issue are always called, usually the same day. The parents/guardians of any child who calls about a concern are always called back and informed about how the issue was dealt with, usually the same day. Proposed text (selected section):

Bus Expectations *The parents/guardians of any child who is spoken to about a significant or repeatedbus issue is contacted at the discretion of an administrator. The parents/guardians of any child who calls about a concern are always called back and informed about how the issue was dealt with, usually the same day. ___________________________________________________________________________________ Additional changes/additions to be made at a later date:

Section Proposed

Principal’s letter Update for 2020-2021

Hours Revise for new start times, 2020-2021, here and throughout the entire Family Handbook

Attendance Revise for new start times, 2020-2021

Extended Day Program (DEDA) Revise for new start times and options, 2020-2021

Food & Nutrition Adjust for any changes to lunch costs

Non-Discrimination Statement & Procedures Update Grievance and Equity Coordinators

DRAFT

Dover School Committee Meeting of March 5, 2020

Members Present: Henry Spalding, Chair Brooke Matarese, Secretary Mark Healey Leslie Leon Also Present: Andrew Keough, Superintendent Beth McCoy, Assistant Superintendent Dawn Fattore, Business Manager 1) Call to Order Mr. Spalding called the meeting to order at 6:30 pm in the Chickering library. 2) Community Comments - Henry Spalding thanked Laura Dayal for her years of service to

Chickering and the children. She will be resigning her position at the end of the school year. 3) Literacy Presentation - Priscilla Stephan spoke about the work done so far this year to

meet the needs of at students through the Literacy Specialist position. 4) FY21 Dover Public Schools Budget Hearing Henry Spalding spoke of the development of the FY21 Budget based on the District’s mission and strategic objectives as well as guidance from the Town of Dover. The proposed FY21 Operating Budget is $10,372,691 made up of $7,254,102 in in-district costs and $3,118,589 in out-of-district costs. This budget is $243,663 or 2.30% lower than the FY20 Budget. FY21 Budget Drivers for in-district increase of $1,615 over FY20 include: reduction of one section for Kindergarten based on projected census which decreases salaries by $55,000; all employment contracts are in negotiations so a reserve of $215,000 is included in the budget to cover projected salary increases; post FY20 staffing changes resulted in a $125,000 reduction in salaries; retirement notifications decreased salaries by $35,000; and various expenditure adjustments at a net increase of $1,700. FY21 Budget Drivers for out-of-district decrease of $245,278 over FY20 include: tuition has decreased by 9% for 31 budgeted OOD placements; less than three placements graduating/aged-out -$310,000; less than three placements moved out of district -$388,000; less than three FY20 budgeted placements remained in-district -$170,000; changes in placements +$85,000; eight new OOD placements +$517,000;; and transportation costs based on ACCEPT overall increase due to changes in participation +$25,000. Circuit Breaker reimbursement for FY21 is estimated to be $1,100,000 based on a 70% reimbursement rate. 5) Vote on FY21 Budget Rachel Spellman made a motion to approve the budget as presented. Leslie Leon seconded. 20-02 VOTE: 5 - 0 6) FY20 Monthly Financial Report as of February 28, 2020

• Salaries - there are no changes to report since the last meeting. • Operating Expenditures - there are no variances to report to date. Projections have been

encumbered for transportation, building maintenance contracts, and most utilities. • Out-of-District (OOD) Expenditures - tuition encumbrances are reflected for the current

cohort of OOD placements. Additional placement costs of $90,000 have been encumbered increasing the overall negative variance in OOD costs to approximately $214,000. Circuit Breaker reimbursement of $1,152,623 will be used to offset tuition costs.

DRAFT

• Special Revenue/Revolving Funds - activity report included in packet for review. 7) Reports

a) Principal’s Report - Ms. Dayal highlighted items from her report and answered questions from Committee members.

b) Superintendents Update - Dr. Keough outlined the timeline for the Chickering Principal search process. He also reiterated that he is working very closely with the MA Department of Public Health and the Dover Board of Health to keep the students of the District safe during the COVID-19 outbreak.

a) Warrant Report - provided for review 8) Annual School Committee Vote on MA School Choice Law - MA General Law requires

local school committees to vote annually on whether or not the district will participate in School Choice. Mark Healey made a motion to have the Dover Public School not participate in the School Choice program for the 2020-2021 school year. Leslie Leon seconded. 20-03 VOTE: 5 - 0

9) Consent Agenda a) Meeting minutes of January 21, 2020 b) Donation - received from past Chickering parent Rachel Spellman made a motion to accept the Consent Agenda. Leslie Leon seconded. 20-04VOTE: 5 - 0

9) Communications a) Regional School Committee minutes of January 7, 2020

10) Adjournment to Executive Session, not to return to Open Session, for discussion of personnel and contract negotiations at 7:54 pm.

Respectfully submitted, Amy Davis

DRAFT

Dover School Committee Meeting of April 28, 2020

Members Present: Henry Spalding, Chair Brooke Matarese, Secretary Rachel Spellman Mark Healey Leslie Leon Also Present: Andrew Keough, Superintendent Beth McCoy, Assistant Superintendent Dawn Fattore, Business Manager 1) Call to Order

Mr. Spalding called the virtual meeting to order at 8:17 pm and read the following into the record: Good evening. This Open Meeting of the Dover School Committee is being conducted remotely consistent with Governor Baker‘s Executive Order of March 12, 2020, due to the current State of Emergency in the Commonwealth due to the outbreak of the ”COVID-19 Virus.” In order to mitigate the transmission of COVID-19, we have been advised and directed by the Commonwealth to suspend public gatherings, and as such, the Governor‘s Order suspends the requirement of the Open Meeting Law to have all meetings in a publicly accessible physical location. Further, all members of public bodies are allowed and encouraged to participate remotely. For this meeting, the Dover School Committee is convening via Zoom App, as posted. Information on how to join our School Committee mtgs and mtg agendas were posted on the Dover Sherborn District Website and on the town calendars. Please note that this meeting is being recorded, and that some attendees are participating by video conference. Accordingly, please be aware that others may be able to see you, so please take care not to ”screen share” your computer. Anything you broadcast may be captured by the recording. Community comments are an opportunity for members of the community to be heard. We respectfully request that you please make your comments brief (2-3 minutes) and that you move the discussion forward by adding new information. Please try to avoid repeating points that have already been made. Community comments are an opportunity for us to listen to members of the community. It is not a forum for answering questions or engaging in a debate. Once the public comment section of the meeting has been concluded, we will move on to other business and unsolicited comments from the community will no longer be permitted. This is standard operating procedure in school committee meetings across our 3 school districts. We invite everyone to stay and listen to the rest of the meeting, but understand that is not possible for everyone. Please feel free to leave the Zoom call as best suits your needs. We appreciate that you have taken the time to participate and encourage you to reach out to your school committee reps at any time. Before we turn to the first item on the agenda, permit me to cover some ground rules for effective and clear conduct of our business and to ensure accurate meeting minutes: As chair, I will introduce each item on the agenda. After the person presenting said item is finished, the Chair will proceed to take questions from the school committee members. Please indicate you would like to speak by virtually raising your hand. Please wait until your name is called.

DRAFT

Finally: Please remember to mute your phone or computer when you are not speaking. Please remember to speak clearly and in a way that helps generate accurate minutes. Please wait for the Chair to recognize you and please remember to state your name before speaking. All votes will be conducted by roll call vote. When voting begins, please unmute yourself as a group so we can move quickly. When the chair calls on you, please state your name and your vote. At the conclusion of voting please go back on mute.

2) Community Comments - Amee Tejani asked for thoughts on what to expect for school in the fall and an update on the reduction in force proposed at the last school committee meeting. Mr. Spalding responded that the district will be following the recommendations of the Secretary of Education and that and staffing changes will be dependent on enrollment numbers which are being closely watched.

3) Personnel Update - Dr. Keough recommended the appointment of Deborah Reinemann as Interim Principal for the next school year. The search process was halted due to the pandemic and internal candidates who would be willing/able to serve on an interim basis were approached. As a result, the Assistant Principal position also needs to be filled. Dr. Keough recommended the appointment of James Carnes as Interim Assistant Principal.

Rachel Spellman made a motion to accept Dr. Keough’s recommendation to appoint Deborah Reinemann as Interim Principal and James Carnes as Interim Assistant Principal for the 2020-21 School Year. Mark Healey seconded. 20-05 VOTE: 5 - 0 via roll call 4) Adjournment at 8:45 pm. Respectfully submitted, Amy Davis

APPROVED MARCH 3, 2020

Dover-Sherborn Regional School Committee Meeting of February 25, 2020

Members Present: Anne Hovey Maggie Charron

Judi Miller Kate Potter Lynn Collins

Also Present: Dr. Andrew Keough, Superintendent Elizabeth McCoy, Assistant Superintendent Dawn Fattore, Business Manager 1) Call to Order Anne Hovey called the meeting to order at 6:32 pm in the Middle School Library. 2) Community Comments - none 3) Reports

• DSHS Student Report - Wyatt Goldfisher updated the Committee on upcoming events in the Student Council at the high school. The student Blood Drive is Friday, February 28th.

4) Financial Reports FY19 Audited Financials Bob Brown, R.E. Brown, presented an overview of the FY19 Audit. There was no Management Letter issued as there was nothing of significance to note. E&D Certification The Department of Revenue certified the District’s Excess and Deficiency at $1,230,067 or 4.8% of FY20 Approved Operating and Capital Budget (the limit is 5%).

5) FY21 Proposed Budget - continued discussion • The bid opening for the bus transportation contract took place on February 12th. There

were 10 requests for the bid specifications but only one bid submitted. The Business Office is in the process of finalizing the contract for FY21-23 with Michael J. Connolly.

• The West Suburban Health Group’s healthcare insurance rates will be set at the Board meeting scheduled for February 27th.

• The bargaining unit contracts are not likely to be completed prior to the Budget Hearing on March 3rd. The reserve established at the beginning of the budget process will serve to cover all employee relate contractual obligations for FY21.

• There is one addition to the Capital Budget requests: a core switch for the Technology Department. The current switch was purchased in FY12 and needs to be replaced to be able to upgrade the phone system. The estimated cost is $30,000 which brings the FY21 Capital Budget total to $575,000.

6) Adjournment at 6:55 pm. Respectfully submitted,Amy Davis

APPROVED MARCH 3, 2020

Dover-Sherborn Regional School Committee Meeting of February 4, 2020

Members Present: Anne Hovey Maggie Charron

Judi Miller Kate Potter Michael Jaffe

Also Present: Dr. Andrew Keough, Superintendent Elizabeth McCoy, Assistant Superintendent Dawn Fattore, Business Manager John Smith, DSHS Headmaster 1) Call to Order Ms. Hoveycalled the meeting to order at 6:30 pm in the Middle School Library. 2) Community Comments - none 3) Reports

• DSHS Student Report - Wyatt Goldfisher updated the Committee on upcoming events in the Student Council at the high school.

• DSHS Headmaster Report - Mr. Smith presented the proposed changes to the schedule for the 2020-21 school year. The schedule will remain at 6 of 8 rotation with class periods of 53 minutes (with the exception of 5th period which is 50 minutes plus lunch). There will still be a break between 2nd and 3rd period. First period will begin at 8:35 am. There will be a flex block (X Block) from 2:40-3:10 pm everyday. There will still be DR’s spread among the schedule for students, students will still be able to come to school for 2nd period if they have a 1st period DR, Senior privilege will apply to the last period flex block, clubs will continue to meet after school, extra help will be offered during flex block as well as after school, peer helping/town halls/class meetings/assemblies/guidance meetings, etc will be held during the flex block instead of during class periods.

• Warrant Report 4) Financial Reports

FY20 Operating Update as of January 31st • Revenues - interest revenue has been updated to reflect projected annual earnings from a

CD investment of approximately $40,000 resulting in a positive variance. • Salaries - there are no significant changes to report since last month’s report. • Expenditures - there are no changes to report since last month’s report. • FY19 Audited Statements - R.E. Brown will be attending the February 25th meeting to

present the statements. The FY19 OPEB actuarial valuation used for the reporting will be provided.

• OPEB Administrator Selection - The employee benefit committee held interviews with prospective plan administrators. The selected Trust Administrator will assist with the next steps of establishing the investment and funding policies of the Region’s OPEB Liability Trust Fund.

5) FY21 Proposed Budget - continued discussion • The Governor’s budget has been released. There is a proposed 5.4% increase in Chapter

70 funding and a slightly reduced funding for Chapter 71. Overall, revenue projections have increase by $104,202 which reduces the Towns’ assessments.

APPROVED MARCH 3, 2020

• The proposed expenditure adjustments since the January meeting result in an overall decrease to the budget of $35,300: addition of .5 FTE SPED Coordinator $60,000; increase for HS NEASC visit costs $9,000; addition of .2 FTE HS Chinese educator $22,000; increase for MS 1:1 Chromebook initiative $26,000; salary reduction from educator retirements/staffing changes ($95,000); salary reduction from nursing retirement ($25,000); Norfolk County Retirement reduction based on actual assessment ($21,300); and insurance reduction based on updated estimates ($11,000).

• The increase in revenues and reduction to expenses results in an overall decrease in assessment of $139,502 from the initial proposed budget. The new budget amount is $26,152,440 or $860,186 over FY20 (3.4%).

• The FY21 Capital requests will be funded through E&D. 6) Mid-year Review of 2019-20 RSC Norms and Beliefs - the document created on July 11,

2019 was reviewed and discussed. 7) Subcommittee Report - Ms. Charron reported that there will be an initial funding to the

OPEB Liability Trust of $500,000. Further information about the trust plan administrator and next steps will be provided at the next meeting.

8) Consent Agenda • Approval of Minutes of January 7, 2020 • Field Trips - Earthwatch Institute trip to Eleuthera Bahamas from February 13-21, 2021

and Global Leadership’s Inquiry Program at Tufts University on April 3-4, 2020. Michael Jaffe made a motion to approve the Consent Agenda. Judi Miller seconded. 20-05 VOTE: 5 - 0 9) Communications (for Members Information)

• DSMS Headmaster’s Report - Scott Kellett • Dover School Committee minutes of November 20, 2019 • Sherborn School Committee minutes of November 12, 2019

10) Items for February 25, 2020 meeting - FY19 Audited Statements, OPEB Liability Trust Fund, continued FY21 Budget discussion.

11) Adjournment at 8:40 pm. Respectfully submitted,Amy Davis

APPROVED MAY 5, 2020

Dover-Sherborn Regional School Committee Meeting of March 3, 2020

Members Present: Anne Hovey Maggie Charron

Judi Miller Kate Potter Michael Jaffe Lynn Collins

Also Present: Dr. Andrew Keough, Superintendent Elizabeth McCoy, Assistant Superintendent Dawn Fattore, Business Administrator John Smith, DSHS Headmaster 1) Call to Order Ms. Hovey called . the meeting to order at 6:30 pm in the Middle School Library. 2) Community Comments - none 3) Reports

• DSHS Headmaster Report - Mr. Smith reviewed recent and upcoming events at the high school.

• DSMS Headmaster Report - Mr. Kellett reviewed recent and upcoming events at the middle school.

• Superintendent Update - Dr. Keough spoke about the coronavirus and the steps the District is taking which have been recommended by MA Department of Health.

• Warrant Report 4) FY21 Continued Budget Discussions - additional revenue adjustments include: utilize

E&D to apply FY20 Revenue Surpluses to FY21 - $75,000 and utilize E&D to apply FY20 Healthcare savings to FY21 OPEB funding - $100,000. Expenditure adjustments include: reduction in estimated health insurance costs for active employees -$100,000 and increase health insurance costs for retirees OPEB funding +$100,000.

5) Transportation Contract - approval of the contract will be done at the April Joint meeting. 6) OPEB Funding - the Employee Benefits sub-committee recommended the appointment of

Public Agencies Retirement Services (PARS) as the District’s OPEB Trust Administrator. The School Committee must also adopt the Prudent Investor Rule as required by MA General Law. If approved the District will seed the fund with a $500,000 initial deposit. There is an additional $100,000 in the FY21 Budget that will be added to the fund once the budget is approved. Once adopted, the Discretionary Investment Management Agreement with Vanguard will be brought forward to the Committee to serve as the Investment Policy and a Funding Policy will also be presented for approval.

Judi Miller made a motion to accept the provisions of Chapter 203C of the Massachusetts General Law. Lynn Collins seconded. 20-06 VOTE: 6 - 0 Judi Miller made a motion to authorize the adoption of the Public Agencies Post Retirement Health Care Plan and Trust (OPEB Fund) as presented in the attached document.

APPROVED MAY 5, 2020

20-07 VOTE: 6 - 0 Ms. Hovey recessed the meeting and opened the FY21 Budget Hearing at 7:37 pm. 7) FY21 Dover Sherborn Regional Schools Budget Hearing

Dr. Keough spoke of the development of the FY21 Budget based on the District’s mission and strategic objectives as well as guidance from the towns. Ms. Hovey reviewed the FY21 budget development factors including: • enrollment projections remain constant for the foreseeable future, • collective bargaining and contractual obligations are based on estimates as all bargaining

groups are in contract negotiations. • Special Education programming and supports • transportation costs based on final review of new bus contract • technology needs to meet demands of 21st century learning The proposed FY20 Operating Budget is $26,152,440: $22,724,980 from Town Assessments, $2,920,210 from State funding, $332,250 from Student Fees, and $175,000 from E&D. Major drivers of the $860,186 increase over FY20 are: +$665,000 for educator salary increases which represents an estimated reserve since the educator contract is being negotiated; -$125,000 salary reduction based on educator retirements and post-FY20 staffing changes; +140,000 for staffing additions including Special Education Coordinator (.5 FTE), HS Chinese educator (.2 FTE) and remaining costs of Bridge and Adjustment Counselors funded with grant monies in FY20; +$147,500 for Employee Benefit related costs (health insurance, pension, worker’s compensation, OPEB, etc); estimated increase placeholder for new transportation contract; -$42,900 reduction for debt principle and interest payments; +$33,000 for SPED services based on needs of current students; -$27,000 in textbook expenditures to reflect actual FY21 requests; +$40,000 in various operating accounts; -$26,000 based on continued trend budgeting; +$27,500 to Building Maintenance Reserve due to aging of facilities; and +$26,000 for Technology primarily due to new Middle School 1:1 initiative. Using the Statutory Assessment, Dover’s share of the FY21 Budget is $12,707,169 (an increase of $199,466 or 1.59% over FY20) and Sherborn’s is $10,017,811 (an increase of $448,723 or 4.69% over FY20). Capital Projects for FY21 include: paving $90,000; middle school floors (lobby and hallways) $85,000; high school floors (classrooms) $50,000; Waste Water Treatment Plant equipment $20,000; Emergency Management System upgrade $300,000; Core Switch replacement $30,000 for a total of $575,000.

Ms. Hovey adjourned the Budget Hearing and re-opened the monthly meeting at 7:55 pm. 8) Discussion and Vote to certify FY21 Operating Budget Michael Jaffe made a motion to adopt the FY21 budget in the amount of $26,152,440 which is reduced by estimated receipts and available funds in the amount of $3,427,460 for a net amount to be assessed to the member towns of $22,724,980 (comprised of $21,801,580 in operating expenses and $923,400 in debt expenses) and that the Treasurer be authorized to certify this budget in the apportioned share of each town based on the statutory method. Maggie Charron seconded. 20-08 VOTE: 6 - 0

APPROVED MAY 5, 2020

Kate Potter made a motion to approve the utilization of $175,000 of June 30, 2019 certified Excess & Deficiency funds for the FY21 Budget. Michael Jaffe seconded. 20-09 VOTE: 6 - 0 9) Discussion and Vote FY21 Capital Michael Jaffe made a motion to transfer $575,000 of June 30, 2019 certified Excess & Deficiency funds to the Region’s Capital Fund to cover costs for approved FY21 Capital Projects. 10) Financial Reports

FY20 Operating Update as of February 27th • Revenues - Chapter 71 revenue has been revised to reflect an 80% reimbursement rate

based on the actual payment received. The FY20 reimbursement is now projected to be $526,279 which increases the positive reserve to $40,000. Revenues from interest have also been updated to reflect projected annual earnings from the CD investment and monthly interest earned on other accounts. This resulted in a projected positive variance of $35,000.

• Salaries - with post-budget/recent staffing changes, a positive salary variance of at least $100,000 is projected.

• Expenditures - there are no changes to report since last month’s report. 11) Annual Vote on MA School Choice Law - MA General Law Chapter 76, Section 12

requires local school committees to vote annually as to whether or not the district will participate in School Choice.

Michael Jaffe made a motion to have the Dover Sherborn Regional Schools not participate in the School Choice program for the 2020-2021 school year. Lynn Collins seconded. 20-10 VOTE: 6 - 0 12) Consent Agenda

• Approval of Minutes of February 4 and 25, 2020 • Hyde Scholarship - the friends and family of Chase Hyde, 2014 DSHS graduate, would like

to establish a scholarship in his memory and honor with an initial donation of $20,000 to the DS Regional High School Scholarship Fund.

• Field Trips - Southwest Canyon Country Adventure during April vacation, 2021 organized and run by Grand Classroom.

• Donations - $3,000 from DS Girls HS Basketball to be split between assistant coaches and $2,500 from DS Boys HS Basketball for the assistant coach.

Michael Jaffe made a motion to approve the Consent Agenda. Maggie Charron seconded. 20-11 VOTE: 6 - 0 13) Adjournment to Executive Session at 8:40 pm not to return to Open Session for

matters pertaining to contract negotiations. Respectfully submitted,Amy Davis

Approved March 10, 2020

Sherborn School Committee Meeting of January 14, 2020

Members Present: Angie Johnson Amanda Brown Megan Page Mike Fitzgerald Nancy Cordell Also Present: Dr. Andrew Keough, Superintendent Beth McCoy, Assistant Superintendent Dawn Fattore, Business Administrator Barbara Brown, Principal 1) Call to Order Ms. Johnson called the meeting to order at 5:30 pm in the Middle School Library. 2) Public Comment - 3) Reports

• Principal's Report - Dr. Brown highlighted recent and upcoming events at Pine Hill. • Warrant Report

4) FY20 Monthly Financial Report as of January 10th • Salaries - there have been no significant changes since the November report. • Operating Expenditures - there are no material variances to report. Projections have been

encumbered for utilities. The Building Maintenance fund has a negative variance due to replacement of the water heater and repairs to the boiler pumps recently. The Administration will defer some maintenance projects scheduled for this year to FY21 given the deficit in the line item.

• Out of District (OOD) Expenditures - additional placements and services changes have occurred since November resulting in an increase in OOD tuition costs of approximately $115,000.

5) FY21-25 Capital - The capital items scheduled for FY21 are: 1) replacement of HVAC for the Computer Lab, $16,000; 2) replacement of cabinets in 4 classrooms, $20,000; and 3) replacement of heating valves (original to building) in 16 classrooms $35,000 for a total request of $71,000. Megan Page made a motion to approve the FY21 Capital Request of $71,000. Nancy Cordell seconded. 21-01 VOTE: 5 - 0

6) FY21 draft Budget - The Administration discussed the Summary of Proposed Budget Adjustments which reflect savings from known retirements to date (-$110,000), the addition of .5 FTE Math Interventionist net of grant funding ($20,000), and the reallocation of funding of the Literacy Specialist from grant ($15,000) for a In-District decrease of $75,000. There was preliminary discussion about the distribution of class sections by grade. The Administration will continue to watch enrollment numbers and keep the committee updated. Additionally, the FY21 ACCEPT Matrix Costs were approved in December which resulted in a reduction in the budget of $55,000. Overall, the net reduction to the draft budget presented in December is $130,000 for a total budget of $7,091,533. This is a reduction of $157,286 from FY20 or 2.17%.

7) Consent Agenda • Approval of Minutes: November 12, 2019

Approved March 10, 2020

• Donation - $13,900 from Sawin Fund Mike Fitzgerald made a motion to approve the Consent Agenda. Megan Page seconded. 20-02 VOTE: 5 - 0

8) Communications • Regional School Committee Minutes of November 5 and December 10, 2019 • Dover School Committee minutes of October 22, 2019

9) Items for February 11, 2020 meeting - meeting will likely be cancelled. There will be an Open Hearing and vote on the FY21 Budget at the March meeting.

10) Adjournment at 6:13 pm. Respectfully submitted, Amy Davis

Approved May 12, 2020

Sherborn School Committee Meeting of March 10, 2020

Members Present: Angie Johnson Amanda Brown Megan Page Nancy Cordell Also Present: Dr. Andrew Keough, Superintendent Beth McCoy, Assistant Superintendent Dawn Fattore, Business Administrator Barbara Brown, Principal 1) Call to Order Ms. Johnson called the meeting to order at 6:34 pm at the Sherborn Town Hall. 2) Public Comment - none 3) Literacy Presentation - Jen Ryan spoke about the work done so far this year to meet the

needs of students through the Literacy Specialist position. 4) FY21 Budget Discussions - Ms. Fattore discussed budget adjustments since the January

meeting including: removal of request for .5 FTE Math Interventionist ($20,000); utilization’s of additional current year Circuit Breaker funds ($50,000); and apply additional FY21 Circuit Breaker funds ($25,000) for a total reduction of $95,000 bringing the FY21 Budget to $6,996,533.

5) FY21 Sherborn Public Schools Budget Hearing - Dr. Keough spoke of the development of the FY21 Budget based on the District’s mission and strategic objectives as well as guidance from the Town. Ms. Johnson reviewed the FY21 budget assumptions including: enrollment projected to be between 392-401 students resulting in average class size projections from 18-26 with 19 sections, projections for next year’s 4th grade could exceed guidelines and will be closely monitored with staff added as needed using revolving funds post-budget approval; in-district costs reflect additional programming needed to provide for the current student cohort; and out-of-district tuition costs are offset by $325,000 of circuit breaker funding. The proposed FY21 Operating Budget is $6,996,533 made up of $6,359,833 in in-district costs and $636,700 in out-of-district costs. This budget is $252,286 or 3.48% smaller than the FY20 Budget. FY21 Budget Drivers for in-district increase of $175,377 from FY20 include: a reserve of $175,000 for projected increases to all employment contracts that are currently under negotiations; staffing addition requests include .4 FTE Music, .2 FTE Psychologist, and reallocation of Literacy Specialist funding from grants which increases salaries by $64,000; a decrease in salaries of $110,000 due to known retirements; $5,000 for furniture replacement; summer services for IEP students $6,500; new social studies curriculum $6,000; Social Emotional Learning (SEL) evaluation tool $3,000; building services and heating costs $9,250; and other operating expenses $15,000. FY20 Budget Drivers for OOD decrease of $427,663 include: 5 placements graduated/aged out -$470,000; less than 3 placements move to alternative programs -$100,000; less than 3 new placements +$200,000; and transportation costs changes -$70,000. The OOD budget of $636,700 is net of FY21 circuit breaker reimbursement of $275,000 (assumes 55% rate) and $50,000 of FY20 carryover circuit breaker funds. FY21 Capital items total $46,000: HVAC for Computer Room $16,000; casework in 4 classrooms $20,000; and heating valve replacements for 16 classrooms $10,000.

Approved May 12, 2020

6) Discussion and Vote on FY21 Budget - there were comments from the audience concerning the number os sections for next year’s 4th grade.

Megan Page made a motion to approve the FY21 Budget in the amount of $6,996,533. Amanda Brown seconded. 20-03 VOTE: 4 - 0 Megan Page made a motion to approve the FY21 Capital Items in the amount of $46,000. Amanda Brown seconded. 20-04 VOTE: 4 - 0 7) Discussion on class size policy guideline change - Amanda Brown and Megan Page

reported on their findings of class sizes in comparable districts. They found that Pine Hill is at or below class size recommendations for most districts with the notable exception of Chickering. The current guidelines are different for K-3 vs the 4th & 5th grades. There was discussion about having the same class size policy for all grades at Pine Hill. There will be further discussion at the next meeting.

8) Reports • Principal's Report - Dr. Brown highlighted recent and upcoming events at Pine Hill. • Superintendent Report - Dr. Keough reiterated that he is working very closely with the MA

Department of Public Health and the Sherborn Board of Health to keep the students of the District safe during the COVID-19 outbreak.

• Warrant Report 9) FY20 Monthly Financial Report as of March 5th

• Salaries - there have been no significant changes since the January report. All EA positions have been reviewed and $22,000 of expenses were reclassified to the Non-resident Tuition Fund.

• Operating Expenditures - there are no material variances to report. • Out of District (OOD) Expenditures - there have been no changes to OOD placements

since the January meeting. There continues to be a negative variance of approximately $26,500.

10) Proposed DSEF Garden Grant - The Veggieville Committee has submitted a grant to DESF for the construction of an outdoor classroom in conjunction with a revitalization of the school garden. The idea is to incorporate all grade level curriculums within the plants, flowers, etc included in the garden. If granted, Pine Hill would be responsible for maintenance. The CSA has a line item of $1,000 in their budget for the garden which is anticipated to be enough for all the maintenance needs.

11) Annual School Committee Vote on MA School Choice Law - MA General Law Chapter 76, Section 12 requires local school committees to vote annually as to whether or not the district will participate in School Choice. Megan Page made a motion to have the Sherborn Public Schools not participate in the School Choice program for the 2020-2021 school year. Nancy Cordell seconded. 20-05 VOTE: 4 - 0

12) Consent Agenda • Approval of Minutes: January 14, 2020

Nancy Cordell made a motion to approve the Consent Agenda. Megan Page seconded. 20-06 VOTE: 5 - 0

13) Communications

Approved May 12, 2020

• Regional School Committee Minutes of February 4 and 25, 2020 • Dover School Committee minutes of November 19, 2019 & January 21, 2020

14) Adjournment to Executive Session at 8:40 pm for matter pertains to contract negotiations, not to return to Open Session.

Respectfully submitted, Amy Davis