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, July 28,
2020.

Artie Sullivan asked if there were any public comments and there were none.

Artie Sullivan briefly reviewed the action items from the previous meeting, noting the following:

• Open board spots - with a focus on people involved in or knowledgeable in HR, Legal, Development, and currently - more parents
• Communication with Superintendents in other districts
• Charter amendment
• Board restricted funds
• By-laws

 

For upcoming items, the group discussed:

• Adoption of annual report
• Board goals
• Student opportunity act - hearing most likely to be pushed out / rescheduled
• HOS goals and board self-assessment
• September - annual board self assessment
• Committee assignments, memberships, vice chairs
• Delayed opening

In addition to the specific goals and related items detailed at the retreat, the following items were discussed and reviewed during the call:

• Recruitment of potential candidate with the following attributes:
  • Parents and alumni
  • Construction background
  • Experience with development - role of board and fundraising
  • Communication and development

Dr. Cohen provided his monthly update, reviewing in detail his memo.

Peter explained that he was originally inclined to commence the school year with either in-person or hybrid model, however given the recent guidance provided by the DESE and government officials, he now leaning toward a full remote plan, allowing for focused training on how specifically to execute a remote learning plan. One of the primary concerns was the updated requirements for increased distance when students are eating, engaging in art, music and physical education which would create significant challenges given the facilities and staff.  This coupled with the sentiment that transition to a full remote plan is a distinct possibility, Peter is inclined to commence with a full remote learning plan

This would allow for a full 10 days for professional development, and provide more training to the teachers on how to effectively execute a remote learning plan.

Some discussion was had on 'high needs learners' and what in-person teaching could look like.

A board member inquired as to what could be the plan for a whole school kick-off and what could be accomplished.  Peter noted that the 8th grade graduation date has been tentatively scheduled for Sunday, August 29th and that should provide a kind of preview as to what can be done.

Peter also noted that the expectations for the students needs to be re-set from what occurred during the spring.  Some specific enhancements and updates will be made - such as attendance / roll-call will be taken, grading will return to more conventional / traditional approach (no longer pass / fail), required log in times, etc.

Other discussion ensued regarding topics such as cleaning / sanitation, facilities, and other items.

The group reviewed the proposed school calendar noting the training / professional development times, start and end dates, and updated total days requirement to 170 days.
When questioned about the ability for teachers to conduct their remote lessons physically from the school, Peter indicated that would be allowed - providing established precautions are maintained.
 

The school's annual report and related documentation is due by Friday, August 31st.
Artie Sullivan noted a few late edits - involving board membership and terms.
The team would like to revisit the entire document when there is more time, possibly enhancing the community section and generating a more 'glossy report' for promotional purposes.

Artie Sullivan expressed his appreciation to the Governance Committee and related task force.

 

Artie Sullivan reviewed the 'condition' issued by DESE for the charter renewal - noting enrollment of Marblehead students is under the 80% requirement.  The plan is to add Swampscott and Nahant as part of our community.
After some brief discussion / clarification, the motion was made.

Karl Smith briefly reviewed the following items:

• Financial disclosure forms
• New members

Rudi Herve provided the update for Finance Committee reviewing the memo and excel file prepared by Jeff Barry.
Rudi touched on the following items:

• Improvement of the ratios
• Unemployment accrual settlement - Covid has somewhat stalled the progress made - remains in a holding pattern waiting for the state to respond
• Better financial outlook if enrollment figures stay consistent / up to expectations
• Jeff is helping to finalize the language for board restricted funds

Artie Sullivan noted that the committee met with Peter in July to review the HOS goals for 2020-2021 academic year.  These will be presented to personnel and then the full board at the August meeting.
Some housecleaning items included adjustments the HOS emergency succession plan to reflect the various title changes (personnel updates).
 

Jessica Xiarhos updated the group noting the committee continues to make progress on criteria on all subjects.
She noted the following items - going into a bit more detail on:

• MAP / MLA - science in final stages.  Matt Cronin has been able to attended a few meetings
• Offered faculty incentive to work on documents - hoping to complete by start of school
• The committee is looking to push out the documents to community and have them align with remote the learning plans established
• Either remote or in person, ensure quality is where it needs to be
• Joint effort - committee ensuring it's done - Matt implementing piece-meal steps for sharing with faculty.

It was suggested that Jessica schedule out a presentation to the board when feasible. 

Ellen Lodgen noted that Susan Hauck, Dr. Cohen and the team have worked together on goals.
She noted that the committee should be ready to make a presentation to board next month.  
Additionally they are hopeful to include more names for committee by September - actively pursuing people based on needs.
They are also looking to include financial goals, and enhance family and community engagement.
The committee is tentatively looking at Friday, April 9th 2021 as a date for a live event.
 

Dr. Cohen noted that the updated web site in process and should be ready in a few weeks.
Artie expressed concern about open meeting laws - preserve links / ability - Peter made note of this and will take steps to ensure continuity is maintained.

There were no public comments presented.

The second part of the board retreat is set for Saturday and the agenda is available.
There is a call with Sam Faulk from Board on Track tomorrow at 10:30 and all are welcome to join that discussion.
For development training more consideration is needed
Karl will work to consider what can be done with regards to OML training.
 

Cover letter for by-laws will be drafted
Artie will finalize and distribute signature pages.
Karl will follow-up regarding the remaining financial disclosures required from board members
Governance - Karl will invite those that need to be interviewed.