MCCPS Board of Trustees
Minutes
Board of Trustees Monthly Meeting
Date and Time
Tuesday May 26, 2020 at 7:00 PM
Location
Zoom
Topic: Board of Trustees Meeting
Time: May 26, 2020 07:00 PM Eastern Time (US and Canada)
Time: May 26, 2020 07:00 PM Eastern Time (US and Canada)
Join Zoom Meeting
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Meeting ID: 389 839 4128
Password: MCCPS
Password: MCCPS
Trustees Present
Artie Sullivan (remote), Ellen Lodgen (remote), Ian Hunt (remote), Jessica Xiarhos (remote), Karl Smith (remote), Paul Baker (remote), Peter Cheney (remote), Peter Cohen (remote), Rebecca Whidden (remote), Richard Doron (remote), Rodolphe Herve (remote), Stephen Veiga (remote)
Trustees Absent
None
Trustees who arrived after the meeting opened
Peter Cheney
Guests Present
Andrea Barlow, Carol McEnaney (remote), Christopher Riegle (remote), Cynthia Canavan (remote), Kay O'Dwyer (remote)
I. Opening Items
A.
Record Attendance and Guests
B.
Call the Meeting to Order
Artie Sullivan called a meeting of the board of trustees of MCCPS Board of Trustees to order on Tuesday May 26, 2020 at 7:05 PM.
C.
Accept Remote Participation
In light of the ongoing COVID-19 coronavirus outbreak, Governor Baker issued an emergency Order on March 12, 2020 allowing public bodies greater flexibility in utilizing technology in the conduct of meetings under the Open Meeting Law. This committee makes a motion to accept this Executive Order for this meeting of the Board of Trustees on May 26, 2020.
Rebecca Whidden made a motion to conduct to.
Paul Baker seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Ellen Lodgen |
Aye
|
| Stephen Veiga |
Aye
|
| Rebecca Whidden |
Aye
|
| Artie Sullivan |
Aye
|
| Rodolphe Herve |
Aye
|
| Richard Doron |
Aye
|
| Peter Cheney |
Absent
|
| Paul Baker |
Aye
|
| Karl Smith |
Aye
|
| Peter Cohen |
Aye
|
| Jessica Xiarhos |
Aye
|
| Ian Hunt |
Aye
|
D.
Approve Minutes
Karl Smith made a motion to approve the minutes from Board of Trustees Monthly Meeting on 04-28-20.
Paul Baker seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Ellen Lodgen |
Aye
|
| Stephen Veiga |
Aye
|
| Rodolphe Herve |
Aye
|
| Richard Doron |
Aye
|
| Artie Sullivan |
Aye
|
| Paul Baker |
Aye
|
| Rebecca Whidden |
Aye
|
| Ian Hunt |
Aye
|
| Peter Cohen |
Aye
|
| Karl Smith |
Aye
|
| Jessica Xiarhos |
Aye
|
| Peter Cheney |
Absent
|
E.
Approve Minute of March 31, 2020 Board Meeting
Stephen Veiga made a motion to approve the minutes from Board of Trustees Monthly Meeting on 03-31-20.
Paul Baker seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Ian Hunt |
Aye
|
| Ellen Lodgen |
Aye
|
| Jessica Xiarhos |
Aye
|
| Rebecca Whidden |
Aye
|
| Paul Baker |
Aye
|
| Richard Doron |
Aye
|
| Stephen Veiga |
Aye
|
| Karl Smith |
Aye
|
| Peter Cohen |
Aye
|
| Peter Cheney |
Absent
|
| Artie Sullivan |
Aye
|
| Rodolphe Herve |
Aye
|
II. Public Comment
A.
Public Comment
Artie Sullivan asked if there was any public comment - none noted.
Peter Cheney arrived.
III. Review of Previous Meeting Action Items
A.
Review of Previous Meeting Action Items
Mr. Sullivan briefly reviewed the action items from previous meetings.
IV. Board Annual Items
A.
Upcoming Meeting Agenda Items
The group discussed possible dates for the annual board retreat. One suggestion was to have more than one date as the meeting would need to be held remotely.
Possible / probable agenda items included the following:
- By-laws review
- Enrollment
- Next year's goals
- Accountability plan
- Re-opening committee - what if scenarios - what will Fall look like
- Officers and committee chairs
- Board recruitment
- Board on Track training
Possible / probable agenda items included the following:
- By-laws review
- Enrollment
- Next year's goals
- Accountability plan
- Re-opening committee - what if scenarios - what will Fall look like
- Officers and committee chairs
- Board recruitment
- Board on Track training
B.
Board Goals for SY 2019-2020
Progress on the board's goals for the current school year was reviewed.
V. HOS Report
A.
Monthly Report
Dr. Cohen provided the Board of Trustees with his monthly update highlighting the following items:
- Staffing:
- Conversations have been had with all but 2 teachers / staff - will complete in the coming week(s)
- Alignment of goals
- Market adjustments have been made where appropriate / available
- SPED - new hire
- Speech and language pathology - looking to fill this role
- Enrollment - projecting 222 students
- Re-opening:
- Meeting held today - more of an introduction / brainstorming - working groups will be formulated
- Protocols were discussed
- Exciting work, but daunting
- Roof discussion - currently in a holding pattern - looking to move forward sooner rather than later
- Auction - money keeps coming in - now up to about $12K
VI. Other Business
A.
Annual Evaluation of Head of School
Artie Sullivan explained the process for the HOS evaluation to the group noting the dashboard was prepared and the report sent to Dr. Cohen for his review.
When questioned about his impressions of the process, Peter noted that the goals were effectively set last year with the help of the Personnel Committee, and that the completed surveys helped to provide context to align the HOS' goals with the Board of Trustees' goals. He considers the overall process to be fair.
Board members noted their disappointment that the participation rate was not 100%.
When questioned about his impressions of the process, Peter noted that the goals were effectively set last year with the help of the Personnel Committee, and that the completed surveys helped to provide context to align the HOS' goals with the Board of Trustees' goals. He considers the overall process to be fair.
Board members noted their disappointment that the participation rate was not 100%.
Rebecca Whidden made a motion to accept the HOS evaluation for 2019-2020 school year.
Paul Baker seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Paul Baker |
Aye
|
| Artie Sullivan |
Aye
|
| Peter Cheney |
Aye
|
| Rodolphe Herve |
Aye
|
| Richard Doron |
Aye
|
| Karl Smith |
Aye
|
| Jessica Xiarhos |
Abstain
|
| Peter Cohen |
Abstain
|
| Ellen Lodgen |
Abstain
|
| Ian Hunt |
Abstain
|
| Stephen Veiga |
Abstain
|
| Rebecca Whidden |
Aye
|
B.
Presentation Budget for SY 20-21
Rudi Herve and Peter Cohen presented the SY'2020-2021 budget noting that enrollment was estimated at 210 - which is considered conservative / reasonable based on the results of the lottery and notices of intent received to date.
Peter noted that salaries were re-adjusted in attempts to normalize / bring them closer to market rates.
In discussing the per pupil expense (PPE) the group discussed the overall assumption that the numbers would be decreasing given the current state of the economy. Mr. Sullivan noted that the impact would be within the 'above foundation' figures.
Again additional costs involved in the responses to the pandemic were noted and discussed.
Peter noted that salaries were re-adjusted in attempts to normalize / bring them closer to market rates.
In discussing the per pupil expense (PPE) the group discussed the overall assumption that the numbers would be decreasing given the current state of the economy. Mr. Sullivan noted that the impact would be within the 'above foundation' figures.
Again additional costs involved in the responses to the pandemic were noted and discussed.
Rodolphe Herve made a motion to accept the 2020-2021 budget as presented.
Karl Smith seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Karl Smith |
Aye
|
| Stephen Veiga |
Abstain
|
| Peter Cohen |
Abstain
|
| Jessica Xiarhos |
Abstain
|
| Artie Sullivan |
Aye
|
| Rebecca Whidden |
Aye
|
| Peter Cheney |
Aye
|
| Richard Doron |
Aye
|
| Ellen Lodgen |
Abstain
|
| Rodolphe Herve |
Aye
|
| Ian Hunt |
Abstain
|
| Paul Baker |
Aye
|
C.
Review of Proposed MCCPS bylaws
Karl Smith presented the status of the updates and walked through the sections that were being deliberated.
The group focused significant attention on the Governance Committee membership and election / appointment of a Chair.
In the end it was determined that a member of the board needs to be on the Governance Committee, however if that committee would like a Chair other than a board member, they would have the ability to nominate that person, however the board would need to affirmatively vote to accept that appointment.
The group focused significant attention on the Governance Committee membership and election / appointment of a Chair.
In the end it was determined that a member of the board needs to be on the Governance Committee, however if that committee would like a Chair other than a board member, they would have the ability to nominate that person, however the board would need to affirmatively vote to accept that appointment.
VII. Committee Updates
A.
Governance Committee
The By-laws update has been the primary action item for the Governance Committee and that topic has just been reviewed. No further updates at this time.
B.
Finance Committee
No further items beyond the budget were noted.
C.
Personnel Committee
The HOS evaluation was already discussed - no further items at this time.
D.
Academic Excellence
At this time there were no significant updates for the group.
E.
Development
Ellen - thanks to all board members who donated items
F.
Strategic Plan Committee
Becca Whidden noted that she and Fred Ferris had a meeting with Peter Cohen, and they were pushing the plan forward.
G.
Communications, and Community Relations Committee
At this time there were no significant updates for the board.
H.
Charter Renewal
This was already covered in the HOS monthly update.
I.
BY Laws Task Force
This standing topic was already covered earlier.
VIII. Public Comment
A.
Public Comment
Again there were no public comments presented.
IX. Board Member Comments and Resolutions
A.
Board Member Comments and Resolutions
Artie Sullivan complemented Peter, the teachers and staff for a wonderful approach to recognizing the 8th grade graduating class by visiting each student in person to congratulate and recognizing their accomplishments.
Karl Smith requested that trustees submit their financial disclosure forms if not already completed.
Karl Smith requested that trustees submit their financial disclosure forms if not already completed.
X. Closing Items
A.
Recap Action Items
B.
Meeting Evaluation
Rebecca Whidden made a motion to adjuoun.
Stephen Veiga seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Rodolphe Herve |
Absent
|
| Richard Doron |
Aye
|
| Jessica Xiarhos |
Aye
|
| Ian Hunt |
Aye
|
| Peter Cheney |
Aye
|
| Rebecca Whidden |
Aye
|
| Ellen Lodgen |
Aye
|
| Karl Smith |
Aye
|
| Stephen Veiga |
Aye
|
| Paul Baker |
Aye
|
| Artie Sullivan |
Aye
|
| Peter Cohen |
Aye
|
C.
Adjourn Meeting
There being no further business to be transacted, and upon motion duly made, seconded and approved, the meeting was adjourned at 9:00 PM.
Respectfully Submitted,
Karl Smith
Documents used during the meeting
- HOS Report to Board of Trustees 5_21_20.pdf
- MCCPS 2020 End of Cycle Evaluation Dashboard_May17.pdf
- Head of School Evaluation Year End Form 2020 Collated_May16.pdf
- FY21 Proposed Budget.pdf
- BYLAWS Working Copy, 2020-May 5, 2020.docx
- bylaws cover email.docx
- counsel review.docx
- Financial Reports, Apr-20.pdf