MCCPS Board of Trustees
Minutes
Monthly Board Meeting
Date and Time
Tuesday November 17, 2020 at 7:00 PM
Location
Topic: Nov Board Meeting
Time: Oct 27, 2020 07:00 PM Eastern Time (US and Canada)
Time: Oct 27, 2020 07:00 PM Eastern Time (US and Canada)
Join Zoom Meeting
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Meeting ID: 389 839 4128
Passcode: MCCPS
Passcode: MCCPS
Trustees Present
Artie Sullivan (remote), Ian Hunt (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
None
Trustees who arrived after the meeting opened
Richard Doron
Guests Present
Andrea Barlow (remote), Jim Gaudette (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 Nov 17, 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. Can I get a motion to accept this Executive Order for this meeting of the Board of Trustees, on November 17, 2020.
Rodolphe Herve made a motion to Accept the Governor's Order and hold the meeting remotely.
Peter Cheney seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| James Rogers |
Aye
|
| Artie Sullivan |
Aye
|
| Karl Smith |
Aye
|
| Ian Hunt |
Aye
|
| Richard Doron |
Absent
|
| Rodolphe Herve |
Aye
|
| Peter Cheney |
Aye
|
| Rebecca Whidden |
Aye
|
| NDack Toure |
Aye
|
| Peter Cohen |
Aye
|
| Paul Baker |
Aye
|
| Jessica Xiarhos |
Aye
|
Richard Doron arrived.
D.
Approve Minutes
Paul Baker made a motion to approve the minutes from Monthly Board Meeting on 10-27-20.
Rebecca Whidden seconded the motion.
Becca questioned the cost of the broad band update - Peter will provide update
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Karl Smith |
Aye
|
| Jessica Xiarhos |
Aye
|
| Richard Doron |
Aye
|
| Ian Hunt |
Aye
|
| Paul Baker |
Aye
|
| Rebecca Whidden |
Aye
|
| Rodolphe Herve |
Aye
|
| Artie Sullivan |
Aye
|
| James Rogers |
Aye
|
| NDack Toure |
Aye
|
| Peter Cheney |
Aye
|
| Peter Cohen |
Aye
|
II. Public Comment
A.
Public Comment
There were no comments at this time.
III. Review of Previous Meeting Action Items
A.
Review of Previous Meeting Action Items
The discussion on previous action items focused on the following:
- Bylaws updates have been provisionally approved by the State. The Governance Committee will review the additional remaining updates suggested by Alyssa Hopkins, School Development Manager from DESE before final submittal
- Charter language updates - we are waiting for comment period to end and will have some additional time to consider any additional wording updates
- Board restricted funds - the Finance Committee will draft proposed policy language and present to Board when ready
IV. Board Annual Items
A.
Upcoming Meeting Agenda Items
The agenda items discussed included:
- December - board development, fundraising, roles of the board, and a presentation from the Academic Excellence Committee
- Jan - HOS mid-cycle review - it was noted that at the November of 2021 the board will need to communicate intentions regarding the HOS contract renewal.
B.
Board Goals for SY 2020-2021
Artie Sullivan reviewed the Board goals and the group discussed identifying sustainability and continued involvement by parents and community members, along with communication / development. It was noted that the new website is up and running with members expressing their satisfaction and appreciation.
V. HOS Report
A.
Monthly Report
Dr. Cohen reviewed his HOS report in detail. Please see the attached document for the information presented.
After some consideration and deliberation, it was suggested that based on the nature of the other committees, the Communication sub-committee be dissolved and that function / initiative be integrated with the Development Committee.
With that, the group decided a vote was in order.
After some consideration and deliberation, it was suggested that based on the nature of the other committees, the Communication sub-committee be dissolved and that function / initiative be integrated with the Development Committee.
With that, the group decided a vote was in order.
Ian Hunt made a motion to Dissolve the Communications Sub-committee and update Development Committee to become the Development and Communications Sub-Committee.
Paul Baker seconded the motion.
Becca asked some clarifying questions about what was being proposed.
Susan answered some questions regarding the outlook and benefits to enact this update.
Dr. Cohen noted that a significant portion of Communication is focused on recruitment and retention, and Development is highly complimentary to this.
The board VOTED to approve the motion.
Susan answered some questions regarding the outlook and benefits to enact this update.
Dr. Cohen noted that a significant portion of Communication is focused on recruitment and retention, and Development is highly complimentary to this.
| Roll Call | |
|---|---|
| James Rogers |
Aye
|
| Karl Smith |
Aye
|
| Ian Hunt |
Aye
|
| Peter Cohen |
Aye
|
| Paul Baker |
Aye
|
| Rodolphe Herve |
Aye
|
| Artie Sullivan |
Aye
|
| NDack Toure |
Aye
|
| Peter Cheney |
Aye
|
| Jessica Xiarhos |
Aye
|
| Richard Doron |
Aye
|
| Rebecca Whidden |
Aye
|
VI. Other Business
A.
MCCPS Bylaws
Recently the DESE has provided comments and feedback regarding the proposed ByLaw updates submitted.
After some discussion, it was proposed that the Board provide the updates suggested by DESE to the Governance Committee, and then a special board meeting should be held in two weeks to approve the final changes and then submit those final edits to DESE for their approval.
The group determined to schedule a special meeting for December 1st and to move the regular governance meeting out to a later date.
After some discussion, it was proposed that the Board provide the updates suggested by DESE to the Governance Committee, and then a special board meeting should be held in two weeks to approve the final changes and then submit those final edits to DESE for their approval.
The group determined to schedule a special meeting for December 1st and to move the regular governance meeting out to a later date.
Karl Smith made a motion to Highlight all of the proposed changes to the bylaws as provided by a representative from DESE along with additional updates to board member term lengths and officer term lengths including an alternating two year approach to officer terms.
Paul Baker seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| Artie Sullivan |
Aye
|
| Peter Cohen |
Aye
|
| Ian Hunt |
Aye
|
| James Rogers |
Aye
|
| Jessica Xiarhos |
Aye
|
| Paul Baker |
Aye
|
| Richard Doron |
Aye
|
| Rodolphe Herve |
Aye
|
| NDack Toure |
Aye
|
| Karl Smith |
Aye
|
| Peter Cheney |
Aye
|
| Rebecca Whidden |
Aye
|
B.
Board Restricted Fund
Artie Sullivan explained, the board needed to waiting until the Finance Committee formally presented a policy / approach to determining Board Restricted Funds. It is anticipated they should be able to report back within a few months' time.
VII. Committee Updates
A.
Governance Committee
No governance meeting this month yet.
B.
Finance Committee
Based on the non-standard time for this board meeting, the monthly Finance Committee is scheduled for tomorrow.
The December meeting will include a review of the year to date financial statements available at that time.
The December meeting will include a review of the year to date financial statements available at that time.
C.
Personnel Committee
Artie Sullivan noted that the Personnel Committee is currently working on Personnel / Staff and Student handbooks.
D.
Academic Excellence
Jessica Xiarhos noted the committee has been meeting regularly and the next meeting is scheduled for this coming Friday. She is confident that a report will be available for the December meeting.
E.
Development
Susan Hauck noted the next scheduled meeting is to occur on Friday. She is pleased with the ongoing system and process updates.
F.
Strategic Plan Committee
There were no updates at this time.
G.
Communications, and Community Relations Committee
As indicated earlier, the new web-site is up and running, and the committee will now be merged with the Development Committee.
H.
Facilities Task Force
Becca Whidden indicated the progress has been steady and that the group recently had a productive walk-through of the facility with the group.
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
None at this time.
IX. Board Member Comments and Resolutions
A.
Board Member Comments and Resolutions
Members of the Board wished each other a safe an Happy Thanksgiving, noting much has been accomplished, and that we all have much for which to be thankful.
The sentiment was conveyed that in person meetings are sorely missed and we hope to return to normalcy as soon as possible.
Additionally there will be an effort to revive the students and PTO updates and committee involvement.
The sentiment was conveyed that in person meetings are sorely missed and we hope to return to normalcy as soon as possible.
Additionally there will be an effort to revive the students and PTO updates and committee involvement.
X. Closing Items
A.
Recap Action Items
Next meeting is scheduled for Tuesday, December 22nd.
It was noted that Paul Baker will be acting Chair the meeting.
Additionally the special meeting to approve the bylaws is tentatively planned for December 1st, pending Governance review.
It was noted that Paul Baker will be acting Chair the meeting.
Additionally the special meeting to approve the bylaws is tentatively planned for December 1st, pending Governance review.
B.
Meeting Evaluation
The group considered the meeting productive and well executed.
C.
Adjourn Meeting
Karl Smith made a motion to Adjourn meeting.
Ian Hunt seconded the motion.
The board VOTED to approve the motion.
| Roll Call | |
|---|---|
| James Rogers |
Aye
|
| Peter Cohen |
Aye
|
| Peter Cheney |
Aye
|
| NDack Toure |
Aye
|
| Rodolphe Herve |
Aye
|
| Paul Baker |
Aye
|
| Artie Sullivan |
Aye
|
| Richard Doron |
Aye
|
| Ian Hunt |
Aye
|
| Jessica Xiarhos |
Aye
|
| Karl Smith |
Aye
|
| Rebecca Whidden |
Aye
|
There being no further business to be transacted, and upon motion duly made, seconded and approved, the meeting was adjourned at 8:23 PM.
Respectfully Submitted,
Karl Smith
Documents used during the meeting
- HOS Report to Board of Trustees 11_11_20.pdf
- MCCPS Bylaws, 2020, Provisional DESE Approved.docx
- MCCPS Financials, Oct-2020.xlsx
- October FinCom notes & grant info.pdf