MCCPS Board of Trustees
Minutes
Monthly Board Meeting
Date and Time
Tuesday September 29, 2020 at 7:00 PM
Location
Monthly: https://us04web.zoom.us/meeting/upUpceCppzIsHNd4OH62r-u6WEEa3pAq97TU/ics?icsToken=98tyKu6pqj0jG92cth-ER7YcBo_oXevxmFhdgo1ZyDDNVXJBLxagAcdnM-FvMcmJ
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Meeting ID: 714 6919 9663
Passcode: MCCPS
Passcode: MCCPS
Trustees Present
Artie Sullivan (remote), Ellen Lodgen (remote), James Rogers (remote), Jessica Xiarhos (remote), Karl Smith (remote), NDack Toure (remote), Paul Baker (remote), Peter Cheney (remote), Peter Cohen (remote), Rebecca Whidden (remote), Richard Doron (remote), Rodolphe Herve (remote)
Trustees Absent
Ian Hunt
Guests Present
Andrea Barlow (remote), Calista Maharaj (remote), Carol McEnaney (remote), Danette Russo (remote), Jim Gaudette (remote), Karen Zieff (remote), Katherine Koch (remote), Susan Hauck (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 Sep 29, 2020 at 7:01 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 September 29, 2020.
Ellen Lodgen made a motion to Accept the Governor's Order and hold the meeting remotely.
Paul Baker seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Rodolphe Herve |
Aye
|
| Ian Hunt |
Absent
|
| Paul Baker |
Aye
|
| Karl Smith |
Aye
|
| Jessica Xiarhos |
Aye
|
| James Rogers |
Abstain
|
| Richard Doron |
Aye
|
| NDack Toure |
Absent
|
| Peter Cheney |
Aye
|
| Ellen Lodgen |
Aye
|
| Artie Sullivan |
Aye
|
| Peter Cohen |
Aye
|
| Rebecca Whidden |
Aye
|
D.
Approve Minutes
Rebecca Whidden made a motion to approve the minutes from Monthly Board Meeting on 08-25-20.
Rodolphe Herve seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Karl Smith |
Aye
|
| Peter Cheney |
Aye
|
| Rebecca Whidden |
Aye
|
| Ian Hunt |
Absent
|
| James Rogers |
Absent
|
| Richard Doron |
Aye
|
| Peter Cohen |
Aye
|
| Artie Sullivan |
Aye
|
| Ellen Lodgen |
Aye
|
| Rodolphe Herve |
Aye
|
| Paul Baker |
Aye
|
| Jessica Xiarhos |
Aye
|
| NDack Toure |
Absent
|
II. Public Comment
A.
Public Comment
Before the public comment, Artie Sullivan introduced Calista Marahaj, who reached out to the Board and expressed interest in becoming more involved with the school.
Additionally Jim Guadette, a parent of a 4th grader was also introduced to the Board as someone interested in learning more about becoming involved with the school's committees and Board.
There were no public comments.
Additionally Jim Guadette, a parent of a 4th grader was also introduced to the Board as someone interested in learning more about becoming involved with the school's committees and Board.
There were no public comments.
III. Review of Previous Meeting Action Items
A.
Review of Previous Meeting Action Items
Artie Sullivan summarized the previous meeting's action items, noting the following:
- Recruitment of additional potential Board members -focusing on:
- Alumni
- Parents from towns other than Marblehead
- People with development experience
- Legal, HR, Fundraising and Construction
- Continuing communication with the other Marblehead School District
- Pending by-laws update comments from DESE
- Annual Report
- Assistance from auditors regarding restricted donation designation
IV. Board Annual Items
A.
Upcoming Meeting Agenda Items
The group briefly reviewed the anticipated upcoming meeting agenda items.
B.
Board Goals for SY 2020-2021
The Board reviewed their goals for SY 2020-2021, highlighting anticipated funding streams, grants, and key stakeholders.
Some updates may be required given the 'new normal' with COVID 19.
Some updates may be required given the 'new normal' with COVID 19.
V. HOS Report
A.
Monthly Report
Dr. Cohen reviewed his monthly HOS report, providing explanations and more details as he went through the bullet points.
Paul Baker made a motion to Approve the school entering into an agreement with Teaching Force to provide consulting services for the implementation of their defined program and scripted protocols. The estimated cost for the service is not to exceed $30K for full implementation.
Karl Smith seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Peter Cohen |
Aye
|
| Ian Hunt |
Absent
|
| Artie Sullivan |
Aye
|
| Jessica Xiarhos |
Aye
|
| Rodolphe Herve |
Aye
|
| Richard Doron |
Aye
|
| Rebecca Whidden |
Aye
|
| Paul Baker |
Aye
|
| Peter Cheney |
Aye
|
| Ellen Lodgen |
Aye
|
| Karl Smith |
Aye
|
VI. Other Business
A.
Food Service Program Update and Family Meal Program
Dr. Cohen introduced Danette Russo, the head of Food Service noting that she has performed exceptionally during these last few months.
Ms. Russo has been able to offer up to the school and local community food service. For an expanded period of time the state will be reimbursing schools for the cost of breakfast and lunch, and the school desires to expand this to include more dinner options. Ms. Russo attended the Board meeting in order to ensure she has all of the necessary permissions to provide these options.
Ms. Russo has been able to offer up to the school and local community food service. For an expanded period of time the state will be reimbursing schools for the cost of breakfast and lunch, and the school desires to expand this to include more dinner options. Ms. Russo attended the Board meeting in order to ensure she has all of the necessary permissions to provide these options.
Jessica Xiarhos made a motion to Approve the Food Service to offer meals (for sale) to all families within the community using the existing facilities and the current supply chain.
Ellen Lodgen seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Rebecca Whidden |
Aye
|
| Ellen Lodgen |
Aye
|
| Peter Cheney |
Aye
|
| Karl Smith |
Aye
|
| Ian Hunt |
Absent
|
| Artie Sullivan |
Aye
|
| Paul Baker |
Aye
|
| Richard Doron |
Aye
|
| Rodolphe Herve |
Aye
|
| Peter Cohen |
Aye
|
| Jessica Xiarhos |
Aye
|
B.
Review and Approval of Head of School Goals for SY2020-2021
The group discussed the Head of School Goals for the current school year. Additional tracking and measurement metrics were included to help clarify and support the achievement of those items.
Several points were discussed in more details and Peter helped clarify what is being proposed.
Several points were discussed in more details and Peter helped clarify what is being proposed.
Ellen Lodgen made a motion to approve the HOS goals for SY-2020- 2021.
Paul Baker seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Peter Cohen |
Abstain
|
| Rodolphe Herve |
Aye
|
| Ian Hunt |
Absent
|
| Jessica Xiarhos |
Aye
|
| Peter Cheney |
Aye
|
| Artie Sullivan |
Aye
|
| Paul Baker |
Aye
|
| Rebecca Whidden |
Aye
|
| Karl Smith |
Aye
|
| Ellen Lodgen |
Aye
|
| Richard Doron |
Aye
|
C.
Review of Board Self Assessment - 2020-2021
The group commended themselves for 100% participation - and urged that this kind of involvement continue well into the future.
The overall consensus of the Trustees is that all groups appear to be well aligned, and prepared to drive the school's success into the future.
The overall consensus of the Trustees is that all groups appear to be well aligned, and prepared to drive the school's success into the future.
D.
Approve Committee Membership for 2020-2021
This item has been moved to the October meeting.
VII. Committee Updates
A.
Governance Committee
Karl Smith provided the update regarding the Governance Committee.
Artie Sullivan posed the question regarding what kind of involvement Governance may have regarding the faculty handbook.
Artie Sullivan posed the question regarding what kind of involvement Governance may have regarding the faculty handbook.
Karl Smith made a motion to Reappoint Ian Hunt to the MCCPS board of trustees for a term ending in October 9, 2023.
Paul Baker seconded the motion.
Ellen - conversation about attendance - make him aware that he needs to be better about communicatingÂ
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Ian Hunt |
Absent
|
| Rebecca Whidden |
Aye
|
| Paul Baker |
Aye
|
| Peter Cohen |
Aye
|
| Rodolphe Herve |
Aye
|
| Artie Sullivan |
Aye
|
| Ellen Lodgen |
Aye
|
| Peter Cheney |
Aye
|
| Karl Smith |
Aye
|
| Richard Doron |
Aye
|
| Jessica Xiarhos |
Aye
|
B.
Finance Committee
Rudi Herve presented the results for August noting the results for only two months does not reveal the full story of the school's results, but that the anticipated amounts were trending as anticipated.
The additional $25K / month payment was discussed and Rudi explained that Jeff Barry is researching the nature of this payment and is not making any commitments against those funds in order to be conservative.
The additional $25K / month payment was discussed and Rudi explained that Jeff Barry is researching the nature of this payment and is not making any commitments against those funds in order to be conservative.
C.
Personnel Committee
Artie Sullivan noted that the HOS evaluation training is scheduled for next month's meeting.
D.
Academic Excellence
Jessica Xiaros provided a brief update to the Board and noted there has been excellent collaboration and ongoing effort to define all of the criteria.
E.
Development
Ellen Lodgen provided the update on development, and noted her appreciation for the work Susan Hauck has been able to provide.
They are working on several events and fundraising opportunities.
They are working on several events and fundraising opportunities.
F.
Strategic Plan Committee
There were no updates at this time.
G.
Communications, and Community Relations Committee
Dr. Cohen re-reviewed a few items covered within his Head of School memo, noting the new website should be up and running before the next Board meeting.
H.
Facilities Task Force
The group held their first meeting on October 20th.
They are coordinate with Katherine Koch to hold the meeting every 3rd Tuesday of the month
Anyone interested in joining should reach out to Becca Whidden.
They are coordinate with Katherine Koch to hold the meeting every 3rd Tuesday of the month
Anyone interested in joining should reach out to Becca Whidden.
I.
Charter Renewal - On Hold until Charter Amendment Status Updates from DESE
J.
By-Laws Task Force - On Hold until By-Laws Status Updates from DESE
VIII. Public Comment
A.
Public Comment
Nothing noted at this time.
IX. Closing Items
A.
Recap Action Items
Goals, job descriptions, and committee memberships are due at the next Board meeting.
B.
Meeting Evaluation
Overall the group was satisfied the meeting went as planned and met the intended goals.
Ellen Lodgen made a motion to adjourn meeting.
Jessica Xiarhos seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Paul Baker |
Aye
|
| Peter Cohen |
Aye
|
| Ian Hunt |
Absent
|
| Ellen Lodgen |
Aye
|
| Karl Smith |
Aye
|
| Artie Sullivan |
Aye
|
| Jessica Xiarhos |
Aye
|
| Richard Doron |
Aye
|
| Rebecca Whidden |
Aye
|
| Rodolphe Herve |
Aye
|
| Peter Cheney |
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 9_29_20 (1).pdf
- Head of School Goals - P. Cohen 2020 DRAFT (2).pdf
- Microsoft Word - BoardMeetingsR3DOC_Observing Board Meetings Guide.docx.pdf
- Sample Board Member Orientation Process.pdf
- Microsoft Word - BoardCompositionIADOC conducting a board inventory.docx.pdf
- Sample Individual Trustee Performance Expectations – BoardOnTrack Help.pdf
- Board Assessment Report, 2020.pdf
- Fin Com, Notes, Aug-20.docx
- MCCPS, Aug-20, Fincial Statements.pdf