A. OPENING

PRESENT: Edwards, Hackett, Holmes, Huyler, Lok, O'Neill, Rizzo, Robinson, Thresher

ABSENT: None

ALSO
PRESENT: Superintendent of Schools Beitman, Business Manager Huot, Director of Student Support Services Tait, Director of Human Resources Attorney Libby, Assistant Superintendent for Curriculum & Instruction Brett

ABSENT: None

Mr. Robinson called the meeting to order at 7:30 p.m. and a quorum was established.

Mr. Robinson led the Pledge of Allegiance.

Minutes of December 15, 2003

Mr. Robinson asked for a motion to accept the minutes of the December 15, 2003 meeting.

MOTION: Hackett/Holmes s.v. The Board of Education adopts the minutes of December 15, 2003. (9/0/0)

Mrs. Hackett offered a friendly amendment on page 2, Student Representative's Report, Rachel Donnell should be Devorah Donnell.

Mrs. Lok offered a friendly amendment on page 12, last paragraph; comments made by Mrs. Lok should reflect Bennet and Illing Middle School specifically.

B. PUBLIC COMMENTS

1. Milt Perlman, 3 Sanford Road. He thanked the Roundtable Singers and Bennet students for a recent performance. He mentioned a website regarding grants. In the year 2003-2004, the city of Hartford received $246M in State and Federal grants. The enrollment in the schools is about 25,000 students. He feels that throwing money into a problem does not solve it; however, it is what you do with the money. He referenced a letter in the Journal Inquirer about the overcrowding and age of the buildings in Manchester. He feels that people make a building, not bricks and mortar. Buildings are important, but what's more important are the students and their test scores. Time should be devoted on how to improve the scores and the education of Manchester students.

2. George Lang, Manchester High School Student. He stated that the Manchester Band Association has raised $1390 for the overcoats for the band. More fundraisers are planned for the spring. He stated that the Board promised if the band raised $1000, that they would be able to help fund the rest of the cost for the 60 jackets. He is asking that the Board help to pay for the rest of the jackets. He feels these jackets will help keep band members dry and warm, as well as protect the investment of the band uniforms. They would also help to represent the Manchester band at all events.

3. Tom Stringfellow, 183 Hillstown Road. He has previously reported on several human rights organizations, and wanted to add those from Asia and Africa. He stated that it was Dr. Martin Luther King's holiday on the upcoming Monday, and that there would be a program at Cheney Hall at 6:30 p.m. Children would be reenacting the Civil Rights Movement. The mentioned a documentary to be shown on PBS, "The Second Civil Rights Movements". He stated that companies such as Verizon and Exxon/Mobil have volunteerism and mentoring programs that are available to students. With regard to home schooling, he mentioned a story, Public School at Home: Is It Really Home schooling? in the Practical Home schooling Magazine, Sept./Oct., 2003. He wished Laura Jawitz the best of luck, as she is graduating after the first semester. He recommended the book, We Are All Multiculturalists Now, by Glazer, Nathan, copyright 1997, 4th edition.

C. STUDENT REPRESENTATIVE'S REPORT
Devorah Donnell stated the Junior Engineering Technical Society (JETS) has begun at MHS. The members are practicing for the major meet at the end of the year. The fourth math meet of the year will be held on Wednesday, January 14. The Spanish National Honor Society has recently submitted original Spanish poems and stories to a national magazine. Juniors recently took the Meyers Briggs Personality Indicators. This data will later be used for the college and employment process and students can use the Career Center resources to help them with their study skills. On January 24 at the Colony, Manchester High School students will attend the Snowball, a winter semi-formal dance.

Laura Jawitz stated the 23 MHS music students auditioned and qualified for the Connecticut Eastern Regional Music Festival; she offered congratulations to all involved. The annual mid-winter concert will be held on Wednesday, January 14 in the Bailey Auditorium, and she invited all to attend. After midterms, auditions will be held for the second annual MHS Idol, based upon the reality show American Idol. This program was very successful last year. MHS Idol Concerts will be held on Thursday, Feb. 5 and Saturday, Feb. 7. The Saturday program will be the culmination of the first MHS Winter Homecoming Week. This week is sponsored by the Activities Planning Board, a branch of Student Council, and will be community service oriented. A fundraiser will be organized where the community can purchase paper mittens to be displayed with the buyer's name. Profits from this sale will be donated to a shelter to purchase actual mittens for people who need them. They will also sponsor a food drive. The Student Government Association, led by Al Harris, and the Student Activities Board, led by Sarah Jones, will have their first joint meeting to open a stronger communication between both groups. On January 10, Sock 'n Buskin presented a Reader's Theatre, and it went very well. On February 4, the group will be traveling to New York City to see a Broadway production. The FBLA Club is also planning a trip to the Federal Reserve Bank in Boston. They are currently fundraising in an attempt to offset the cost. The quarter end is Friday, January 16, and the close of the semester is January 23. As this is her last meeting, she thanked everyone for the opportunity of being on the Board. She stated that she had a great time participating.

Mr. Robinson thanked the representatives and asked Laura to join Mrs. Lok at the podium for a presentation.

Mrs. Lok stated that the Student Representative's role to the Board of Education has been critical over the last few years. They have relied on the students to provide the Board with the student's view of decisions the Board might be making. Laura has fulfilled that role at the highest level she has ever experienced. She stated that Laura is a gifted and talented individual, fully prepared on her graduation to travel to Brazil to share her talents in the area of music with young children. She is a member of the Roundtable Singers. She has proven herself to be an asset to the Board of Education as she is very articulate. She wished her the best of luck in her future endeavors. Mrs. Lok presented Laura with a Certificate of Recognition for Outstanding Service as Student Representative of the Manchester Board of Education.

Mr. Robinson thanked Laura as a superb representative and wished her luck in her future.

D. MANCHESTER PTA COUNCIL REPORT
Stephanie Knybel, President of the Bennet PTA, delivered the report. She stated the school year has been moving fast at Bennet. They had a major fundraising event and sponsored a Technology Night that ran for two nights for adults. They are already looking into their spring events. On January 15, the PTSA will hold their first Bennet Geography Night. There will be fun activities starting at 6:30 and will run through 8:30 in the cafeteria. In November, the Student Council ran a very successful can drive; the competition was great. Bennet PTSA still has concerns regarding their buildings, the safety of the students, and the budget. Bennet's Equity Committee has been formed and the first meeting is January 22. In the future, they will report to the Board. They always welcome new members to the PTSA; membership is $5.00. They have almost 100% participation from the staff. The PTSA recognizes honor students every quarter and PE students who have 100% participation. They also have many grants for teachers that are applied for at the beginning and end of the year. Since Bennet is a campus, it is important that students dress warmly during the cold months. She told the community that Bennet welcomes extra warm coats, hats and mittens for the Coat Drive. The PTSA and Kathy Turkington, a teacher at Bennet, sponsors a Homework Closet. This is where homework supplies are donated and then made available to students who may need them. If anyone would like to donate supplies, they can be dropped off at the Main Office. She reminded the community to shovel their sidewalks for the many students who have to walk to school, especially at crossing corners. She passed around a picture to Board members of an old chair that was placed in the lounge at Bennet. She stated that no one would want this chair in their home and wondered why it found it's way to Bennet. She recognizes that the faculty room is in desperate need of furniture, but stated that this is not appropriate and she hopes it finds it's way to the dump soon. Bennet PTSA supplied Bennet Middle School window clings to all PTSA members to display in their cars. She distributed them to the Board members. On January 16 and 17, the drama club will present "A Little Princess" at 7:00 p.m. at the South Methodist Church. On January 22-24, the Bennet Basketball Invitational will be held the gym. For the first time, Bennet PTSA is sponsoring a scholarship through the Manchester Scholarship Foundation, awarding $500 to a Manchester graduate who attended Bennet Middle School. The next PTSA meeting is January 13 in the Bennet library. She urged Bennet parents and the community to participate in the high school's PTSA discussion on underage drinking on January 14, 7:00 p.m. in the MHS library.

E. CONSENT CALENDAR
Mr. Beitman reviewed the items on the Consent Calendar, highlighting the resignation of Catherine Zachas, and thanking her for her dedicated years of service. He also commented on the extended field trip to Washington, stating they feel that it will be a safe trip despite the various problems over the past few years. He reminded the Board that the agreement is still in place that parents will receive full refunds up to a certain point in time if the trip is cancelled or if the parent changes their plans.

1) Personnel Action

Tenure
The following certified staff has successfully completed the required length of service to receive tenure as indicated in CT General Statute Sec. 151:

Mary Pickering, Waddell School.

Appointments
Raul Moeremans to be a Spanish Teacher at Manchester High School. Mr. Moeremans received his master's degree in Spanish at North Texas State University and resides in Manchester. Approved effective December 8, 2003 (MA, Step 11, $38,869, prorated to his date of hire).

Virginia Hilyard to be a French/Spanish Teacher at Bennet Middle School. Ms. Hilyard received her master's degree in French at Trinity College and resides in Suffield. Approved effective January 5, 2004 (MA+30/Step 11, $61,915, prorated to her date of hire).

Joanne Almeter to be an Elementary Teacher at Nathan Hale School. Ms. Almeter received her master's degree in Elementary Education at SUNY College and resides in Manchester. Approved effective January 5, 2004 (MA, Step 1, $38,869, prorated to her date of hire).

Resignations
Catherine Zachas, a Special Education Teacher at Illing Middle School, has submitted her letter of resignation for personal reasons. Ms. Zachas has been with Manchester Public Schools since August 1989. Approved effective December 23, 2003.

2) Permission to Apply for Education Special Projects - $600
CT 2003-04 ENC Campaign Mini-grant Program, funded by the
Federal Government

3) Extended Field Trip Request - Bennet Middle School
Washington, D.C. - Grade 8 - May 19-21, 2004

Mr. Robinson asked for a motion on the Consent Calendar.

MOTION: Hackett/Holmes s.v. The Board of Education adopts the items listed on the Consent Calendar. (9/0/0)

Mrs. Lok commented on Item E3, and stated that she is very glad that this has come before the Board. She is pleased that Manchester is able to provide this opportunity to the students, and noted that the application includes, through a confidential process, the opportunity to request partial financial aid for students who may not be able to afford the entire trip. It is also provides students an opportunity to provide a written essay. She commended the staff at Bennet Middle School for coming up with this system and she would like to hear from students upon their return.

Mr. Edwards also believes it is great that Manchester students are able to go to Washington D.C. He highlighted a display at the Space Museum of moon rocks. He also noted Ms. Almeter's appointment as an elementary teacher at Nathan Hale, and commented that he is very happy to see her join Manchester.

F. SUPERINTENDENT'S REPORT
1. Budget Workshop Agenda and Format
Mr. Beitman gave confirmation of the budget workshops as approved at the last meeting and distributed a draft of Board of Education items for those budget workshops. He proposed to the Board a slight change in the workshop format. It is informal and he encouraged citizens and community members to come to participate in the discussions. They are incorporating suggestions of Board members that more detailed discussions of line items be the focus of the Board's agenda; therefore, they proposed going through the budget and looking at the highest percentage increases/decreases and highest dollar increases/decreases in the budget so that specific items can be flushed out, and for better understanding of line items. He encouraged public comments as well. Mr. Huot and Mr. Beitman will make an initial budget overview, which will be updated at the budget workshops as to any changes in budget (retirements, new revenue sources, grants, liabilities). Also included at the bottom of the agendas are email addresses and phone numbers for Board and community members to contact them with specific questions. Notes will be taken during the workshops and answered either that evening or following some research and computation at the next Board meeting. The first budget workshop is scheduled for Wednesday, January 21. All workshops are at Robertson Elementary School in the cafeteria, 7:00 - 9:00 p.m. They hope to move through the budget this year by object code, which he will explain during the budget presentation.

2. June 2004 Graduation Site (discussion only)
Mr. Beitman invited Mr. Sierakowski, Principal of Manchester High School, and Mr. Keith Carson, President of the MHS PTSA, to join the discussion. Mr. Beitman explained that two years ago, due to the construction at the MHS football field and renovations to the gymnasium, they began looking for a place to hold graduation. If the event is held outside on a sunny day, it is very suitable for graduation; however, if it rains, it moves inside and there are a number of problems including temperature, humidity, level of distraction by the large number of people, and limited seating for guests. At that point, graduation was moved to the Bushnell in Hartford. The parents were very positive about this site; however, it is not available this year due to a performance schedule. Mr. Sierakowski, his staff, PTSA and Student Activities looked for alternatives and conducted a survey.

Mr. Sierakowski stated that they spoke to a number of sites starting as early as last June when they found out the Bushnell was not an option. The MHS track and field area was not deemed suitable since the turf is new and there are sprinkler heads that must be dealt with, along with the issues of inclement weather. Options looked at include Central Connecticut State University, the University of Hartford, the Hartford Civic Center, the Jorgensen Auditorium, Gampel, some of which will accommodate the graduating class and guests. A survey was put out to all parents and spoke with parents groups, and the overwhelming response was that parents wanted a dignified ceremony. The first preference from the survey result was Gampel; however, Gampel then decided they were not interested in hosting graduations. Second choice was Jorgensen Auditorium. He stated that four parents did call in regarding the use of the high school; however, they felt comfortable with the reasons why it could not be held there.

Mr. Carson stated that PTSA made informal phone calls to primarily senior parents regarding their preference. Last year, all parents he spoke with really enjoyed having it at the Bushnell, and he feels Manchester has the same opportunity at Jorgensen this year. They are hoping to get more than half of the students to attend Project Graduation after the ceremony. Since graduation is on a Thursday, he feels the opportunity for family graduation is on the weekend.

Mr. Beitman stated that the district would continue to provide coach buses to Jorgensen departing from Manchester High School for families and guests. The students will be driven by bus, and unless the district receives advanced written parent permission, students are to return to MHS by bus as well.

Mrs. Holmes stated the Jorgensen just had its first mid-year graduation this year for the UCONN graduation in December. She stated that it was a wonderful event, and although it is farther away, she supports the choice.

Mr. Edwards stated that he was glad that some parents did call in, as he had a discussion with a resident on Brookfield Street who is saddened by the fact that the graduation would not happen at the new stadium, although understanding the reasons why. Mr. Edwards stated that he too is saddened by not having it at the school; however, it should be about what the parents and graduates want. In addition, the cost factors are similar when compared to having it on or off-site. He stated he would support this plan.

Mrs. Lok stated that she is pleased that transportation for students and families is included in the plan. She asked in light of students being graduates, if there were any issues in the past of students refusing to take the bus transportation back to Manchester.

Mr. Beitman stated that it has not been a problem. In addition, in order to secure the Jorgensen, a date had to be identified. Should the school year be extended past this date, seniors may have to return to complete the year.

3. Grade 9 Initiatives to Assist Students
Mr. Beitman stated that Board members asked for a report following the December meeting, in which they heard concerns from a Student Representative regarding freshmen attendance and achievement. He feels that comments made did not reflect accurately on what was taking place; therefore, he asked Mr. Sierakowski to prepare the presentation to the Board.

Mr. Sierakowski highlighted some of the freshman initiatives that are being taken in regard to attendance and achievement. There are three priorities at MHS this year; attendance and achievement; safety and security; and, consistency. This will speak to the first initiative. He broke the initiatives into two groups: Personalization and Professional. He stated there is an issue at MHS that in addition to the size is exacerbated by students coming in from many other schools into grade 9. This is a unique point in student development in terms of personal responsibility. In personal initiatives, the school has set up parent partnerships in which teachers will call a minimum of three parents per week for good and bad reasons. They are reaching out to engage students on a one-to-one basis. Teachers are doing one-to-one tutorials during and after school, as well as teachers instituting grace periods for make-up work. They are giving students the opportunity to re-take tests and mastering skills. Three teachers joined together and invited 75 parents to an evening meeting to talk to parents; however, only 5 parents came. Additionally, on a Saturday, 35 parents and students were invited to discuss extreme behavioral issues; however, only 4 parents/students came. Those four were offered "a deal" to try and turn themselves around. Some of the professional initiatives are wider in scope and include proficiency portfolios. This is holding a great deal of promise and establishes very clear standards that students have to meet in their performance, and not accepting that they won't accomplish it. This is aided by some requirements of new NEASC standards and in CAPT standards. Students are required to move up to the next level. Other professional initiatives include writing labs; increased use of rubrics; Multiple Intelligences in instruction; added instructional periods; study skill clinics; co-taught classes in Special Education; digital portfolios; student-centered approaches; Data Driven Decisions; focus on improving attendance; Behavioral Intervention Room; professional development; and Alternative Education review.

Mrs. Lok asked if there is an attendance problem at the ninth grade level at the high school this school year. She stated that in all of the work that the community, the Superintendent and administration has done to address the student drop-out problem, it was discovered that there was a tendency among students who dropped out that they reached a point of no return. Once a student reached a number of days out throughout the year, they were unable to earn the number of credits that other have accumulated. Therefore, they begin grade 10 a little bit behind and the trend continues. At some point, it is evident that the student will not make it to graduation; therefore, the student is compelled to become a dropout. Mrs. Lok asked if there is something presently happening to be concerned about.

Mr. Sierakowski stated that there is something to be concerned about and that it why the priority is not just achievement, but attendance as well. This is part of the rationale to have staff call parents and going beyond the traditional means of assessment. The guidance counselors have also stepped up in that when a student is absent more than three times, they also make a call home. When students miss pieces of instruction, they are less capable of moving forward. Not being able to get parents come to extra programs is also a problem. He is also speaking with Dr. Brett about collecting data to look at achievement patterns linked to CMT scores and grades. If they are able to collect data earlier, they can address the problems earlier. Another initiative this year was to close the campus to freshmen so that they cannot leave school. Helping students boils down to targeting students and individual efforts. The addition of one security guard this year has helped corral students into the building.

Mrs. Lok asked if the problem is worse than it has been in previous years.

Mr. Sierakowski stated that he does not have numbers at this point in time; however, they are reviewing it. He believes attendance is a bit better because of the changes made in hallway monitoring.

Mr. Rizzo wonders what the students think about the variety of efforts to address the attendance problem. It troubles him that parents do not respond to invitations to programs, as it is very frustrating. How much are students involved in the solution.

Mr. Sierakowski thinks that the students feel if administration and staff are real with them and demonstrate a personal interest, they will respond. This was demonstrated through the use of proficiency portfolios. Students have been responding very favorably to this approach. This changes a culture of expectations for students on individual levels. He also believes that students need to be taught to be flexible enough to adapt to a changing environment. The vast majority of students are doing very well; however, the challenge is to reach all of the students.

Mr. Rizzo believes the concept of engaging the students in their attendance problem will help them to improve it. He suggested surveying students with an attendance problem to find out what would engage them in having regular attendance and improving their achievement.

Mr. Sierakowski mentioned the Behavioral Intervention Room, which used to be called In-School Suspension. When a student is having persistent behavioral or attendance issues, one of the options is for them to go into the Behavioral Intervention Room. The Student Support Services staff, including social workers, psychologists and counselors, are working with each individual as they are assigned to this room. They are engaged in a data study to determine the problems, and will develop plans to help students, hopefully before they get to this point. If the community supports the addition of a grade 9 wing to the school, it will help to address these issues as well. There is also a plan to restructure the guidance program to help with supportive services and focus groups are in the plan for second semester.

Mr. Edwards asked what percentage of the ninth grade students has an attendance problem.

Mr. Sierakowski stated that 35 ninth grade students have a serious attendance problem. This is the group that was targeted for the parent program.

Mr. Edwards stated that he has spoken to high school students and that there is a cavalier attitude about skipping classes and the feeling that parents do not always get contacted. His perception is that students gamble with skipping classes and the consequences.

Mr. Sierakowski stated that there is a calling system at the end of the day. Anyone who was out during the day gets a call that evening. At least half of the calls made results in a message to an answering machine or no one at home. With teachers calling home more often, more contact is being made. He stated that there are students who "play the system" in that if they want a couple of days off, they cut a couple of classes, miss the detentions, miss Saturday School, miss the Behavioral Intervention Room assignment, and get suspended. They have been discussing a variety of ways of establishing consequences that affect students without giving them time off for poor behavior.

Mr. Edwards asked if the call home does not result in a contact, does the absence remain unexcused until a note is produced.

Mr. Sierakowski stated that it did. This would also result in a Loss of Credit for a particular class. The problem is that students that are least able to navigate the system are the ones to lose credit. They are also reviewing the Loss of Credit system. There are also problems with limited parent support and different languages spoken in the home.

Mr. Edwards asked about parental support and believes it is a key issue.

Mr. Sierakowski agrees that it is the absolute key issue. He reiterated that it is a small percentage as there is an incredibly active PTSA and a large number of active parents. However, for this smaller percentage of students, parental support is a common factor.

Mr. Edwards stated that his biggest concern is the students. His secondary concern is that he sees a general trend in education where the school district continues to assume more of the role of the parent. He believes this cannot continue and the district must force parents to come to the table. He believes this will yield tremendous results.

Mrs. O'Neill believes the rules are that when a student misses three classes, they lose credit in the course. In her conversation with students, once they miss three classes, they begin to disengage. She knows that students involved in teams support one another to be able to play, and she asked if there are other instances that students can help or support other students. She suggested pairing honor students with some of the students who need support.

Mr. Sierakowski stated that the combination to complete work and attend class go hand in hand. He feels that there is some mentoring that happens although he does not have data to speak about at this time.

Mrs. O'Neill feels that it is great to be able to give some students a second chance, and that if it gets publicized; maybe some other students will buy in. She asked for a follow-up in mid-March.

Mrs. Hackett thanked Mr. Sierakowski for the report and agrees it will take a multi-pronged approach to battle this problem. She asked him to keep the Board involved with new information. She is hearing that the response time in notifying parents about skipped classes is not great. She asked what the process is.

Mr. Sierakowski stated that there are night callers who call the home on the same day of the absence. Additionally, the report cards system has just been changed to include cumulative attendance for the quarter. This may raise questions about consistency that will have to be dealt with. Teacher calls also help with the notification process.

Mrs. Hackett asked if email was used to contact parents.

Mr. Sierakowski stated that email is being used successfully. However, not all homes have email addresses.

Mrs. Hackett asked if it could be a goal that email is used for parents who would like to provide their addresses for contact purposes during the day. She also asked who the point person at the high school is once a student has been identified as a chronic absentee problem, or if there is a group of staff members working with this.

Mr. Sierakowski stated that it depends upon the situation. The Grade Level Principal becomes the point person. It could also involve the Guidance Counselor or Student Support Center staff, the Student Advocate, social worker or psychologist. The bottom line is the relationship with the classroom teacher.

Mrs. Hackett stated that since this is a problem, she hopes that the administration would emphasize this to parents at future orientation programs.

Mr. Sierakowski stated that there are other options currently being considered that he would report on at a later time.

G. OLD BUSINESS
1. Board of Education/Town Financial Software
Mr. Beitman invited Alan Desmarais, the Town's Finance Director, and Mr. Jack McCoy, the Town's Director of Informational Service to come forward for the presentation. Mr. Demarks and Mr. Huot have been working on the financial management software and there has been a committee of very dedicated citizens working with them. The Board has received a number of memos and updates regarding the financial software package that they are prepared to move forward with. After the presentation, he asked that the Board move a recommendation forward to have this lease purchase approved to be on-line for July 1, 2004.

Mr. Desmarais gave an update from last month. The Board received a second set of documents, which fine-tuned the proposal financially and with a time-line. Since last fall, the cost of the project has gone from $1.6M to $1.475M. The reduction predominantly consisted of an identification of items, which could be provided internally rather than purchased from a third party. The breakdown between the schools and town is 35% schools and 65% town, which is the realistic commitment on both sides. They are still on target for July 1, 2004. The Financial Management Software Committee has committed to this date and they have had conversations with their preferred vendor on a number of levels.

Mr. Huot forwarded to the Board the financial summary that Mr. Beitman had prepared. The cost of the software is $1.475M and will be financed over seven years. With the financing, the total cost is about $1.8M. The cost to the Board for the lease share is estimated at $91,420 per year, over the life of the lease, or $640,000. That is not the entire cost, as there is also maintenance and support cost estimated at approximately $70,000 per year. The first impact of this to the Board budget will be in the 2005-2006 budget. At that point, about $100,000 will have to be added to the budget. Fortunately, about $50,000 will drop off because the old system will go off line and those costs will go away. The software is being used in several towns and school districts in the State of Connecticut. They believe it will serve their needs and expect to have it on line for July 1, 2004, which is a very aggressive timeline.

Mr. Desmarais stated that this item is on the Board of Director's agenda for the following night, and he would be making a similar presentation. At this point, they will have the lease/purchase resolution, and it is that approval which puts funding in place. If they approve the funding, they approve the project. He stated they are looking for agreement from the Board to participate in this.

Mrs. Holmes reviewed all of the lease payments the Board currently has commitments to. Although some leases will fall off, there are still a few years where there is a lot of commitment. She feels that it is a good idea; however, this is a long-term commitment and she would like to hear about the plan to pay for it.

Mr. Huot stated that the leases aside from the financial management system are steady for 2004-05, 2005-06, and 2006-07. After that they fall off in 2007-08. For the next three years, they are heavy, $528,000 per year for debt service. In terms of the size of the budget, this is not huge. With caps on budget and state revenue, a concern about a new $100,000 worth of expenses is warranted. However, balanced with the current software, which has problems, he believes it is a sound investment to manage $80M worth of business and is cost effective. He also believes that when the Board was on People Soft by itself, it was a huge expense. This expense is being shared by two entities, which provides some efficiencies. He stated that it has his recommendation. However, knowing about a current budget that lays people off, it may be tough to swallow.

Mrs. Holmes asked for clarification if this would save us in hiring more staff.

Mr. Huot stated that this software is web-based and provides self-service by employees to check insurances, change addresses, and basic things that they have to call in for. He believes he can use another person in Payroll; however, there are space constraints. They look forward to the efficiencies of a new software system to reduce the stress to continue to get the increasing workload completed. This software will allow moving reports from one platform to Excel with the stroke of a key, which would replace the file transfer process that now takes 5 or 6 steps. This time saving will be worth it over more staff.

Mr. Desmarais stated that the ability to provide information for decision-making is important. The goal is to increase this service. This system also has the ability to cut down on postage costs as well through electronic email and automatic fax capabilities. This will help in moving purchase orders rather than through the mail. This is where savings will be seen initially.

Mr. Robinson asked about maintenance and support costs and what the projection of the base cost would be.

Mr. Desmarais stated that there is a ten-year guarantee on 5 percent.

Mr. Huot stated the cover letter on Mr. Beitman's memo to the Board of Directors includes the spreadsheet and both the lease costs and the maintenance and support costs. He will send this out again.

Mr. Rizzo asked for clarification that the 2005-06 budget will be impacted $100,000 for the total.

Mr. Huot stated that this was correct and that there are some costs that have been built into the budget for support fees right now that will be in addition to that. The annual financial impact to the Board of Education for its share is $91,420, $639,940 over seven years. This covers software training and implementation. What is not covered in this amount is maintenance and support costs. This is estimated at an additional $70,000. They expect to add an additional $100,000 of new money for the first year to the budget. By 2006-07, the old system will go off-line and the cost will go away.

Mr. Edwards asked for clarification of what would be seen on the 2005-06 additions to the budget.

Mr. Huot stated $91,420 would be seen in the 450 Buildings Alteration line, and a small amount in the IS account, and in the following year will see a $50,000 savings in the IS account line.

Mr. Robinson asked for a motion on this item.

MOTION: Lok/Edwards s.v. The Board of Education adopts the Superintendent's recommendation to move forward with the plan. (9/0/0)

Mr. Edwards thanked all of the people on the Committee and for their work. The vendor previously scheduled to replace the system came in with unbelievably high maintenance upgrade fees and he is very glad that the Board is not going with the vendor. He believes this is a better solution. He stated he fully supports the package and believes it is clearly the correct solution. He has no reservations about the software, but his only concern is how to pay for it. He believes the comments previously about choosing between software and teachers may be real. The Board is making a statement if they go forward with this and making a commitment regardless of future budget priorities.

2. Manchester Public Schools' Grade Configuration
Mr. Beitman stated he presented at the December 15 meeting an overview of the Manchester Public Schools grade configuration. In preparation for a January 15 meeting with the joint committee of the Board of Education, the Board of Directors and the Town Building Committee, the committee had set aside some funds for an analysis of an addition to Manchester High School, and were waiting for the direction from the Board of Education with regard to Bennet Middle School. At that time in December, he recommended to the Board that they maintain the current plan of grades 6, 7, and 8 and allow the analysis by the Downes Group to move forward in terms of what the costs are of rehabilitating the current Bennet Middle School. The reason to bring this forward for a vote at this meeting is to be able to bring to the Joint Meeting on January 15 some guidance so the next step of moving forward by the Downes Group can be taken.

Mr. Robinson asked for a motion on this item.

MOTION: Lok/Hackett s.v. The Board of Education adopts the Superintendent's recommendation that the Board works to maintain a Head Start K-5, 6-8, and 9-12 grade configuration. (9/0/0)

Mrs. Lok stated that she supports the Superintendent's recommendation, but does not support the reasoning behind it. She feels that whatever is done in the schools has to be based on what is best for the students and academic achievement. She understands how the Superintendent has arrived at the conclusion and recommendation, and she views this as a necessary evil in the ten-year plan to improve the schools. Her vote to support this in no way reflects her understanding of what has become known as what is best for students in grades 5-8. She understands that students in grade 5, 6, 7, and 8 are very unique individuals. Students who are in grades 5 and 6 are much more like each other than students in grades 7 and 8. In all that was learned in the last failed referendum, she believes students in grades 5 and 6 should likely be together for their academic success and that students in grades 7 and 8 should likely be together. She continues to support this concept and believes the Superintendent supports this concept.

Mr. Rizzo stated he made comments at the last Board meeting expressing some frustration over the process and he wanted to go on record that he understands the Board needs to do its due diligence and has an obligation to the community to explore everything and see to it that the buildings are adequately used and able to take care of the education. He sees this motion as the Board fulfilling its obligation to do its homework and putting the facts together so that an analysis can be done. He agrees with Mrs. Lok on this issue and believes grades 5 and 6 should be together; however, in order to move this process forward, the Board needs to do this study and hire the professionals so that a decision can be made. He stated he would support this motion as it stands; however, should it be determined that Bennet is not a viable building, that this issue comes back to the Board to make a decision on what is best for the students given the lack of a building.

Mr. Edwards stated that he is sympathetic to these comments and that in a perfect world; the district would have a 5/6 and 7/8 school. He feels that it is clear to anyone who followed the process that the Board is adopting the 6/7/8 configuration in the hope that Bennet can continue to serve as a middle school and perhaps be added on to in such a way that the middle school population can be balanced across the existing two middle schools, without the need to build a new middle school. In that sense, he feels it is important to note that students cannot be helped without fitting the plans into the needs and concerns of the community, which have been clearly expressed in the failed referendums. He stated that the Board should also note some of the citizen's comments that it is not the building, but the teachers, students and parents that matter. The Board needs to strive to give the tools to the children for their achievement. He agrees with Mr. Rizzo that if Bennet is deemed unusable as a school, that it should come back to the Board.

Mrs. Hackett expressed her fondness for the concept of a 5/6 and 7/8 grade configuration with looping. She feels it is an educationally sound idea based on extensive research. She heard a lot of support for this during the referendum. She does not feel that this was solely the controversial piece. She does feel that there is a lot of interest in this idea, but she believes it is an ideal. She believes the Board has to recognize that the current configuration is good and that it does work. She feels the Board has to approach this in a conservative manner and cannot propose something that is such a change that it would not have the support of the community. Additionally, she feels that cost has to be a factor in the decision. She feels that keeping with the current configuration is the direction to go; however, she is interested in this discussion again should the analysis of Bennet determine that the facility cannot be used.

Mrs. Holmes stated that she would support the motion on the table. She has concerns about whether or not Bennet is suitable, and what to do with it if it is not. She would like to make another motion to add work to the Downes Group to review Bennet in a different way.

MOTION: Holmes/Rizzo s.v. The Board of Education recommends that the scope of work of the Downes Groups include a review for the potential for Bennet to be used as a small high school. (4/5/0)

Roll Call: O'Neill - no; Edwards - yes; Rizzo - yes; Hackett - no; Lok - no; Holmes - yes; Huyler - no; Thresher - yes; Robinson - no.

Mr. Robinson conferred with Mr. Beitman as to his understanding of the Downes Group's charge at this point with respect to Bennet.

Mr. Beitman stated the recommendation on January 15 would be for the Downes Group to analyze the costs related to rehabilitating the Bennet buildings, to examine parking and athletic facilities. Once that report has been prepared, it will give the elected officials an understanding of the community's cost for rehabilitation. There are two costs related to any school construction project: those that are reimbursable by the State of Connecticut with the balance covered by tax dollars through a bond. He appreciates Mrs. Holmes' recommendation, but believes it might be wise to wait for the Downes Group to finish their initial analysis to determine what the out-of-pocket expenses for the Manchester citizens would be to rehabilitate the Bennet property. Once that is known, then the next logical question would be if the Town wishes to proceed, or are the expense too large to negate using it as a middle school. After that, it could be determined what other uses could the property be put to, such as a smaller high school. He recommends taking the first step first before asking the Downes Group to analyze more.

Mrs. Holmes stated that she appreciates the comments, but felt that since they were analyzing the building, these questions should be addressed at the same time. She hoped that the joint committee would consider this, as she feels that it could be used as a smaller school environment that might address some of the issues the high school is currently facing. She would like to see a recommendation from the Board to take a look at these costs.

Mrs. Lok stated that she liked the idea that was proposed; however, she agrees with the Superintendent. She also feels it is worth noting that the Board has just approved a grade configuration that is not a part of all Board members' vision in an effort to move this process forward. She feels that this motion would complicate the process. She encouraged Board members to wait for a better time to consider this motion.

Mr. Edwards feels that this is a complicated issue and stated he would support the motion. He stated that Bennet as a 6/7/8 school is a priority for him. He feels that if Bennet can be added on to in order to equal out the middle school populations, and an addition put on the high school, it is a good solution in that a new site does not have to be found to build. Every time a school is added to the district, it adds to the operating budget. This plan would keep the number of schools the same in the district. However, he is intrigued by the motion as it provides smaller learning communities, which is something the Board has been striving for. He feels that the Board of Directors should know that the Board is interested in this idea but willing to leave that decision to them.

Mr. Rizzo stated that in the original document that was sent to the Downes Group there were several options listed that they might look at for Bennet, and he believed that one of them was a small alternative high school. He asked if Mr. Beitman is this was correct.

Mr. Beitman stated that he did not remember this. He stated that they spoke with the Downes Group about the cost of doing two analyses and there may have been some reference to other uses, but they were not specific.

Mr. Rizzo stated he would look up this previous documentation. He believes the motion is asking the education subcommittee to consider this as an add-on to the Downes Group. Since this would not cost a lot of money, he believes this could be done now and he stated he would support the motion.

Mr. Robinson stated that he agrees with Mr. Beitman and Mrs. Lok on this. He stated that he serves on the special committee and believes they are taking small measured steps. The engagement with the Downes Group is in line with this in that they he small, single-purpose studies. Although there is intrigue in the plan proposed, he believes the Board would be better off waiting for the result of the first study. This also gives the community more confidence that the direction the Board is going in has a purpose. He stated he would not support the motion at this point.

3. Budget Priorities for 2004-05
Mr. Beitman stated a list of budget priorities were established this school year. There were some changes and modifications based upon Board members' comments to the Superintendent. Specifically, a line was added to state: annually review the budget to ensure comparable physical plants, especially at the middle school level. The budget priorities document serves as a guide to the Board with regard to its funding and provides the community with a basis for why certain things are in the budget, and why some are not. He asked the Board to review the document and approve it so that it can be incorporated into the formal budget documents. He stated that this is the ideal, but does not necessarily translate to things that can or will be done.

Mr. Robinson asked for a motion on this item.

MOTION: Lok/Huyler s.v. The Board of Education adopts the budget priorities the Superintendent has outlined for the budget year 2004-2005. (9/0/0)

Mrs. Lok thanked Mr. Beitman for adding the item she suggested. She commented that it is large part due to public comments the Board has received. She feels it is important that the Board keeps an eye toward adequate physical plants, and specifically physical plants that are equal especially at the middle school level. She stated that there is a definite perception that one physical plant is better than the other. Anything to eliminate that perception would be worth the effort.

H. NEW BUSINESS
1. Superintendent's Recommended 2004-05 School Budget
Mr. Beitman presented his recommended budget for the 2004-2005 school year. After tonight, it becomes the Board's working document. He stated the budget demonstrates how unfunded and partially funded mandates continue to strip away the core programs and services for almost 8,000 Manchester students. There has been a directive that this year's budget for both the Town and the Board of Education be capped at 3 percent excluding health care and debt service. He presented two budgets: one that includes the cost of health care and debt service and one that does not include the additional cost of health care and debt service. If health care and debt service were excluded, the Board of Education budget would rise by just under $2M dollars or 3 percent. If it were included, the Board of Education budget would increase by 5.22 percent, or just a little over $4M. The operating budget would be the same in either case, which would be $80,685,096. In the 1926-1927 school year annual report, there was a quote, which said, "salaries and wages of all classes constitute 88% of our total school budget". He stated that this is a common factor in Connecticut public schools. Labor in Connecticut is very expensive and public schools are labor intensive. He displayed the last five years of labor costs, which stay about the 82-83 percent range. He stated the sources of input for the budget are parents, students, PTA's and PTSA's, community members and residents, teachers and staff, administrators and elected officials. The budget is aligned with several key documents: the Mission of the Manchester Public Schools; the Board of Education Strategic Plan; the Board of Education's Budget Priorities; the Board of Education Policy 3510; previous Board of Education initiatives; and unfunded State and Federal mandates. He stated that the district is required to collect data and perform certain functions even though the district may not be reimbursed for any of these expenses. In general terms, the Board of Education wants to maintain, during difficult budget times, current programs, services and staff. They want to build on their strengths and restore cuts from the 2003-2004 budget year, and minimize the impact of any State and Federal grant reductions and eliminations. Last year, the State of Connecticut embarked upon a process of reducing promised grant applications to the Board of almost $500,000 and to the town of almost $700,000, which forced the district to cut back on services or find other sources of revenue. He presented a list of partially funded mandates for the Manchester Public Schools and highlighted Special Education. The Federal Government, under its own legislation, was required to pay 40 percent of the cost of Special Education. To date, they pay 17.5 percent of this, which leaves the balance to the State of Connecticut. The taxpayers in every community make up the balance. He stated that this is one of the fundamental problems of public school funding. There was some serious movement by the Federal Government to fund these mandates until 9-11 occurred and money was directed towards Homeland Security and the War on Iraq. He reviewed a long list of unfunded mandates that take a serious toll on the resources of a school district. He is not suggesting that items on this list are not important, but rather there should be dollars attached to them if legislative bodies are going to demand that school systems do them. No Child Left Behind is one of the most significant cost impacts to a school district. This legislation was not to cost any district any money, and Manchester will spend between $200,000-$400,000 next year, in which they expect to see no reimbursement. He also highlighted Special Education Excess Cost and Agency Placement Fees. The State of Connecticut reimburses for Special Education and special placements once five times of educating a child is exceeded. Public schools have complained for years that this does not cover the costs. There was a great deal of pressure in the state to drop it to 4.5 two years ago. This finally passed, and the State said they didn't have the money so they shelved the law. This could be anywhere $300,000-$500,000 of savings that the district is not seeing. In addition, the State government also capped excess costs in agency placement. This means that even if a district is eligible for extra funds, they are not going to get them. He reviewed the Mission of the Manchester Schools. With regard to enrollment, he showed an analysis made from 99-00 through 04-05. The projections show losing 350 students in the next year, and he does not feel this is accurate. The poverty rate in Manchester has risen from 25.6% to 30.8% and has been steadily rising. He reviewed the largest increases in the budget, such as health insurance premiums, certified teachers salaries, tuition for special education students, non certified salaries and hourly/time reporting staff, special education paraprofessionals, tuitions, homeless transportation and regular transportation are all over $100,000. (See attached handout for complete list and dollar amounts). He stated that there is a new position that the Town and Board of Education is supporting: a project manager for the school construction projects. It is being funded in three ways: one-third by the Board of Education; one-third by the Town; and one-third of the cost built into the bond that was just recently approved. The budget increases total $4.5M that have to be included in this year's budget. The largest decreases are shown in the reduction of non-special education paraprofessionals; unemployment compensation; certified sick time; certified subs; tutors; contracted services; non-certified sick buyout; overtime; and one hall monitor. He displayed a list of what was reduced to reach the target goal of a 3 percent increase. They have estimated that there are about 60 certified people eligible to retire, in which they believe approximately 25 will retire. Each retirement generates about $15,500 in savings to the Board. They are recommending the elimination of two elementary teachers for enrollment reasons. Other items which include decreases are certified subs, certified sick time, the position of Director of Career and Vocation (part of a long-term reorganization of guidance), program improvements, additional professional development, educational consultants, legal fees, contracted services, repair of equipment, field trips, phone, postage, advertising, Vo-Ag tuition, travel, supply accounts, equipment replacement accounts, dues and fees, overtime, staffing at the Environmental Center, hourly employees, workshops, a student support worker at Washington Elementary, unemployment, non-certified sick time, homeless transportation, tutors, special area supervisors, three secretarial positions, ten non-special education paraprofessionals, one hall monitor, electricity, heat energy, regular transportation, CT tuition, special education tuition and one magnet school tuition. A total elimination of $2,384,418 was made. What is not in the recommended budget is any new staff, new programs, new professional development, new furniture replacement, any recommendations of the intramural/Interscholastic committee, any savings from health care, any savings from the dental and health care bids, any funds for school construction consultants, and further State/Federal grant reductions, any funds for property purchases, and new minimal revenue generated by fee increases, and any new revenue from the Environmental Center. The budget decreases show $387,500 in certified retirements, $232,608 in reductions of certified staff and $320,000 in reductions of non-certified staff, totaling $940,108. Certified staff reductions include 2.0 elementary teachers, 1.0 in the Environmental Center, 0.4 Department Heads in MHS Special Education, and 1.0 Special Area Supervisors. Non-certified staff reductions include 10 non-special education paraprofessionals, 3 district wide secretaries, 1 hall monitor at MHS, 1 hourly reporting employee, 1 unaffiliated employee, and 1 tutor. Efficiencies and improvements includes an increase in special education instruction, the guidance/career position, maintaining the PSAT program, maintaining magnet school tuitions, maintaining the kindergarten fair, maintaining the Equity Director position, the fiber optic lease, over $5M dollars invested as a result of Policy 3510, modest increase in per pupil based upon enrollment, partial funds for band jackets, increase in MHS sports funding, new financial software in the 05-06 budget, one-third of the cost of a project manager, post 9/11 security, maintaining the current modified school choice options and environmental staffing. He stated the budget asks for $1,123,328 be invested in Policy 3510, broken down between custodial supplies, maintenance supplies, capital repairs and capital projects. He presented what has happened over the past five years. A grand total of $5,097,901 has been invested in the public schools over the last four years, with a proposal of $1,123,328 to spend next year. This demonstrates the Board's commitment that something has got to be done about the condition of the schools. He stated that he believes it is time to establish a Student Achievement Policy which will set aside a minimum amount of funds each year for specific student achievement initiatives (selected by the Board of Education after a comprehensive review with benchmarks). He proposes that these initiatives will not be subject to reduction in future years without a comprehensive review of the benchmarks. He gave an overview of expenses of regular education and special education over the past four years. He feels that special education mandates are impacting regular education funding. He also reviewed the cost of special placements for 2003-2004, which at this time total $1,637,436. This number continues to change based on a variety of factors. He showed the cumulative staff reductions, which will now total 49.4 (14.4 certified and 35 non-certified). He stated that the district cannot continue to survive with this large number of cuts. He reviewed the per pupil expenses by school over the past few years. The elementary schools reflect a 2.8 percent increase and the secondary schools reflect a 3.56 percent increase. He stated the budget workshops for the community will be held at Robertson School from 7:00-9:00 p.m. on January 21, January 29 and February 3. The Board plans to adopt a budget at its regular meeting on February 9. He thanked everyone who helped to prepare the budget.

Mr. Robinson postponed the remainder of the agenda, with the exception of Public Comments, until the next scheduled meeting due to the late hour. There were no objections by Board members.

2. Approval - Change in Summer School Tuition Fees
Postponed.

3. Proposed Three-Year Calendar - Effective July 1, 2004 - June 30, 2007
Postponed.

I. COMMITTEE REPORTS
1. Curriculum Committee
Postponed.

J. COMMUNICATIONS
Postponed.

K. PUBLIC COMMENTS
1. Milt Perlman, 3 Sanford Road. After listening to the budget presentation, he heard limited resources and mandates; however, he did not hear about anyone in education trying to help the public. He referenced last year when the Superintendent asked for three furlough days and was rejected. He feels they were rewarded anyway with a salary increase. He also referenced all of the people losing jobs and stated the Board is still asking for an increase. He feels the schools cannot worry about parent involvement, as their obligation is to teach students. He feels that teachers and administrators get paid enough to solve some of the problems.

2. Stephanie Knybel, 38 Bobby Lane. She stated that whether Bennet is used as a 6/7/8 middle school or as a high school, there is going to be a cost. There are many issues that the Board already knows about the building that needs to be considered. She also spoke about parent involvement and how powerful it is to help students in school. She also believes that help is needed from the school to get students to realize what they should do.

L. ITEMS FOR FUTURE AGENDAS
Postponed.

MOTION: Robinson/Edwards s.v. The Board of Education adjourns the meeting at 11:10 p.m.