Neil McDonald, Athletic Director, appeared before the Board and requested that FRCS join the Massachusetts Interscholastic Athletics Association (MIAA) to enhance its competitive opportunities and obtain nation-wide recognition. Noting that many charter schools maintain dual membership, he suggested that the school remain members of the Massachusetts Charter School Athletics Association at a cost of $2,700/year and enable membership in MIAA to be phased in at a cost of $1,100 per sport per year. Deadline submission of application is January 1, 2024 for spring sport membership.

Ms. Crawford requested that Mr. McDonald submit his statement to provide more information for the Board’s consideration.

Ms. Berkowitz thanked the team on behalf of Dr. Ingram for their support to the high school parents and students during the last few weeks. In her interactions with parents, she has been transparent about the path forward and that the position has been posted.

Ms. St. Brice reviewed her PowerPoint presentation on the personnel report including the following highlights:

• 20 vacant positions by category.
• Additional support from outside hiring agencies for hard-to-fill positions.
• High rate of post-Covid absences being addressed.
  • Reminders to staff of policies concerned time and attendance.
  • Sharing during-the-holidays health information.

Discussion ensued about the need to assemble more data by tracking absences by building, 

Ms. Berkowitz reviewed her PowerPoint presentation on the enrollment report including the following highlights:

• Present enrollment is 1527.
• Exhausted wait list in all grades.
• Weighing advantage/disadvantage of bringing in students at this time of year (63 applications) at each grade level who may put a strain on short-staffed special education resources.
• No lottery needed for less applications than positions open.
• Withdrawals listed from end of FY23 to present with highest rate from larger towns.
• Budgeted enrollment at 1,585 will be amended to 1,555.

Mr. Tetreault noted that state law requires members of Board of Trustees to be elected to a three-yeaer term and serve no more than four successive terms. With regard to clarification of the term limits of Ms. Crawford and Mr. Dweik, discussion ensued on the current charter bylaws which have not yet been approved by the state and the vote taken on August 8th to revise the bylaws. Both Ms. Crawford and Ms. Berkowitz are working with the state to make suggested changes to the bylaws required on an annual basis, even though they were changed in August.

Mr. Teterault noted that officers are required to submit financial disclosures to the state.

Mr. Martin reported that he had attended a webinar sponsored by the Massachusetts Assocition of Charter Schools on how to run difficult board meetings. Some of the topics covered were: a) multiple motions can be combined into a single vote; and b) immediate response from the Board on presentations from privilege of the floor is discouraged until further discussion of the request can be made by the Board prior to a decision. Mr. Tetreault noted that the Board’s response to this evening’s privilege from the Boad was a response “in good faith” to the presenter’s request but not a firm decision.

Ms. Vixamar reported that the search committee had been formed including parents, staff, Board members, teachers/staff and representatives from each of the elementary, middle and high schools and had the first meeting. He also met with the student focus group. She and Ms. Berkowtiz meet with John Tarvin every Monday morning. Questions for candidates are being fleshed out. Of the 60-75 applications expected to be received, the will be reduced to 10 for committee review with 3-5 finalists. Mr. Tetreault noted that the present firm has demonstrated professionalism and he is confident in the process. 

Board Planning Meeting will be rescheduled in December. Mr. Martin shared with Ms. Ortiz for her review two webinars on BoardonTrack regarding the role of the Board with administration and the relationship with the Board and the Executive Director.

Ms. Berkowitz will remain the Record Access Officer.

Members welcomed Ms. Ortiz to the Board of Trustees.

Mr. Tetrealt will send link to members of Open Meeting Law online training scheduled for December.

Annual self assessment of members completed in August with 100% participation. Mr. Tetreault suggested members review the assessments for the purpose of discussion at the next meeting on action items that may be appropriate. Ms. Crawford will include as agenda item and send reminder to members.

Members will check with Ms. St. Brice to ensure annual compliance with CORI submission and submit by the end of the week.

Ms. Berkowitz updated the Board on the activities of the following advisory groups.

No update.

SEPAC is planning a silent disco event in consideration of sensory-challenged students who can engage in music at their own tempo. 

Ms. Berkowtiz reported that the FEA had netted $8,200 on its recent book sale and was attended by 65 parents. The group is meeting with staff in all three buildings and has reached out to parents to become actively engaged in supporting the school. Ms. Berkowitz is looking forward to working with this group in furthering a mutually valuable partnership.

Ms. Ortiz noted that children were not prepared to pay taxes on their purchases and had to put books back. Ms. Berkowtiz suggested that the foundation could find a way to so subsidize these purchases

Scope, mission and goals to be developed by Chair/Vice Chair.

This first reading of the Bully Intervention Program was made at the October meeting, and the second reading will be scheduled for the December meeting when Ms. Benton-Johnson is in attendance.

Mr. Yezukevich asked that, in order to enable full review and discussion of the FY23 budget changes recommended by the FinCom, that a meeting be scheduled for that purpose on November 28th at 8:00AM.

The middle school roof is on time and on budget and in the final steps of completion, thanks to the diligent work of Mr. Michelot and team.

The elementary school roof is the next project. Turver, the same OPM for the middle school roof, submitted its estimate on the $3 million project of $214,864. Next steps would include issuing and RFP for the architectural design and a similar timeline of end-of-school commencement of the project.

The next project is replacement of the HVAC on the high school gym at an estimated cost of $600-800K. Mr. Michelot stated that the long-term capital plan involved: a) overall analysis of campus to address capacity for playing fields; b) improving traffic patterns; c) utilizing properties across the way; and d) plan for phasing out HVAC equipment.

Ms. Crawford reviewed the document containing the overall evaluation of the Executive Director. 

Mr. Martin described the process of the evaluation which began with Dr. Ingram’s submission of self-evaluation. Once all members had completed their evaluations, BoardonTrack produces tool assessments of each of the metrics to contain the feedback from members of the Board and the self-evaluation from Dr. Ingram. Comments made to provide additional color are contained in each section. Once complete Ms. Crawford met with Dr. Ingram to review the feedback and outcomes. The Executive Director signs the evaluation and Ms. Crawford then shares the highlights of the evaluation and the Board approves the final evaluation.

Mr. Martin stated that since the request came directly from DESE at the meeting last year, the Board will need to follow up this year with evidence in the minutes that the evaluation has been in fact discussed, that the process began in the summer to draft goals and finished before the school year commences, with a checking point around December on progress of goals.

Following discussion it was agreed that the entire evaluation would not be included in the minutes, but that Ms. Crawford will include excerpts thereof.

Ms. Crawford announced that due to Dr. Ingram’s health concerns, he will be ending his contract with FRCS as of December 31, 2023, at which time he may be available for limited consultant services.

In the absencee of Ms. Benton-Johnson, this agenda item is deferred to the next meeting.

No update.

This agenda item has been deferred to the November 28th meeting.

Executive Session was held at the beginning of the meeting.