A. OPENING

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

ABSENT: Thresher

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

ABSENT: None

Mr. Robinson called the meeting to order at 6:30 p.m. and a quorum was established.

Mr. Robinson led the Pledge of Allegiance.

Student Awards

Mr. Robinson presented awards to students in Bowers Elementary School: Morgan Hall-Clough, Academic Achievement; Michael Crespo, Academic Achievement; Eileen Li, Academic Achievement; Andrew Marbrey, Academic Achievement & Citizenship; James Spellman, Academic Achievement.

Mr. Rizzo presented awards to students in Keeney Elementary School: Sara Barlow, Academic Achievement; Brei Francione, Celebration of Excellence; Mr. McDougal's Class (accepted by Chelsey Watson, Elizabeth Moran and Daniel Lima), Outstanding Citizenship; Taylor Rodrigue, Academic Achievement; Amanda Zappulla, Academic Achievement.

Mr. Rizzo presented awards to students in Martin Elementary School: Alexandra Eagleson, Academic Achievement; Egan Kealey, Academic Excellence; Enrique Lugo, Academic Achievement and Exemplary Effort; Kyle Phelps, Academic Achievement and Citizenship.

Mrs. Lok presented awards to students in Verplanck Elementary School: The following students wrote letters to the Board of Education members describing what traits they believe have brought them to receive this honor - Ryan Benton, Enthusiastic & Empowered Learner; Whitney Evans, Enthusiastic & Empowered Learner; Jasmine Mandamiento, Enthusiastic & Empowered Learner; Kira Shaikh, Enthusiastic & Empowered Learner; Shelby Willette, Enthusiastic & Empowered Learner.

Mr. Robinson presented awards to students in Waddell Elementary School: Olivia Arnson, Academic Achievement/Honorable Citizenship; Emily Meng Covey, Academic Achievement; Brian Hughes, Academic Achievement/Honorable Citizenship; Huma Khan, Academic Achievement/Honorable Citizenship; Zachary Philbrick, Academic Achievement/Honorable Citizenship.

Mr. Robinson congratulated the recipients and thanked the families for helping the students to achieve these goals.

Mr. Robinson announced a short recess.

Mr. Robinson called the meeting back to order at 7:50 p.m.

Minutes of March 22, 2004
Mr. Robinson asked for a motion to accept the minutes of March 22, 2004.

MOTION: Hackett/Rizzo s.v. The Board of Education accepts the minutes of March 22, 2004. (7/0/0 - Edwards/Thresher not present)

B. PUBLIC COMMENTS
1. Ted Bidwell, 112 Alden Road. In February, he alerted the Board of his concern about his granddaughter who was nearly struck by a car in the Robertson parking lot. He commended the Board for the quick action they took in removing snow piles from crosswalks. However, he continues to observe the parking lot and has been notified by the crossing guard of traffic concerns and violations. He stated the police have never written a ticket for any of these violations. He feels the principal of the building should be on top of the traffic situation, and that he does not see the principal involved. He believes tickets should be issued. He also mentioned that the milk served in the cafeteria is not good. He believes that milk that is purchased but not opened is picked up and put back for resale. He feels if the milk is paid for, it should go in the garbage.

2. Terry Werkhoven, 88 Santina Drive. He commented on the student awards and hopes that the students will someday be part of the Board of Education providing good leadership. He also commended the production of the Sound of Music. He addressed the two new ideas that were proposed at a previous meeting for Bennet Middle School. He feels that they are not new ideas as he and Bob Samuelson proposed this in June 2000. He showed documents that he presented at the time of his proposal. Regarding the procurement of adjacent properties, he also believes this was previously proposed and provided this paperwork. Regarding the addition to the high school, he presented a publication of plans for an addition produced in 1989, which called for a multi-floor structure. However, a one-floor addition was built. He wanted the leadership to know of the opportunities that have passed by. He also presented a national brochure, which we feels should be used in the selection of architects and consultants.

3. Maria Banks, 17 Westerly Street. She is the crossing guard on North School Street for Robertson School. She stated that she backs Mr. Bidwell's statement about the traffic violations. She witnessed his granddaughter nearly being struck by a car and has seen other near misses as well. She spoke with the principal, the police department and the Board of Education was notified. To date, no action has been taken. She feels that a student is going to get seriously hurt if no action is taken. She feels the principal needs to supervise the activity in the parking lot before and after school.

Mr. Beitman stated that he would call Police Chief Berry to address this issue and to ask for assistance in the parking lot. He commented that there have been numerous discussions and that school property is town property in which the police department has full authority to exercise whatever police actions are necessary.

4. Bob Samuelson, Hemlock Street. He stated that he has lived in the area all of his life, and attended school in the room in which the meeting is being held. Four years ago, he and others offered alternate solutions to classroom shortage problems. The structure they proposed could be used at the high school, or any other location in need. At the high school, it is close to heat, light, sewer and water on the tennis courts. He feels the plan could also be used at Bennet by constructing two of these buildings, yielding 48 rooms. The prices that have been quoted are $200 per square foot. The proposed building would cost $7-8M. The land is already owned. He also spoke about test scores and quoted several years of scores as compared to the budget line increases. He also spoke about the roofs installed and the lives of the roofs. Additionally, he asked who gets the State rebate for bus transportation, the Town or the Board of Education.

5. John Tucci, 352 Hilliard Street. He stated he was present when Dr. Kennedy eliminated the Gifted Programs. As years passed, he feels Special Education gets everything. He referred to an April 7 Wall Street Journal article in which Clinton stopped a gifted program in the South because the diversity component was not fulfilled. He feels it was revamped and standards were lowered to belong to a gifted program. He feels this is the philosophy in public education today. He also commented on the mission statement for the Efficacy Institute. He stated the sale of Clinton's book, It Takes a Village, is funding the Efficacy Institute from Harvard. He feels that this is only a belief system that all children are capable of brilliance. He states that this system is designed to hold everyone down, instead of letting the cream of the crop rise to the top. He feels that equality in education is going too far. He asked the cost of the program and the results coming from it.

6. Milt Perlman, 38 Sanford Drive. He also commended the Sound of Music and believed it should have gotten more publicity. He commented on the money uncovered in the budget and the pending investigation. He agrees that it should be looked into to determine why there were discrepancies. With respect to the mold, he saw Mr. Beitman's letter to Mr. Hachey. He feels that if there was mold, it was up to the Board to find out way the paper was allowed to deteriorate and if the mold affected the rest of the building. Additionally, it should be determined why the paper was not used when it was first purchased or donated. He also discussed the Mastery and CAPT tests. He stated the reason for the tests is not to reveal what particular schools did, but for people who are running the educational system to analyze the data to find out where students are and are not doing well. Additionally, the next step is to find out why.

7. Tom Stringfellow, 183 Hillstown Road. He stated on May 17, it is the 50th anniversary of Brown vs. the Board of Education. He recommended a book by Attorney Charles Ogletree, All Deliberate Speed. It is also the 15th anniversary of Sheff vs. O'Neill. He stated that Earth Day is coming on April 22 and it is the 34th anniversary. He commented that there are several books and magazines to read on the subject. There is a Diversity Day on April 28th from 10 a.m. to 7 p.m. at Manchester Community College. Study Circles are also beginning on this day in the Town of Manchester. He asked for an update on the Efficacy Institute regarding the effectiveness and student learning progress. He passed on an article to Dr. Brett regarding Block Scheduling. He ended with a quote from Malcom X, "I believe in society where people can live like human beings on the basis of equality."

8. Robert Laughlin, 310 Hackmatack Street. He is the director of the after school program at Washington School. He invited the Board to the June 4 Family Showcase at Washington School at 3:15 p.m. This is going to be the biggest showcase they have ever produced. This will be the last showcase of the year and coincides with the PTA Block Party and parade.

Mr. Robinson stated that the Student Representative's Report would be given later in the meeting, due to a concert performance at Manchester High School.

D. MANCHESTER PTA COUNCIL REPORT
Postponed.

E. CONSENT CALENDAR
Mr. Beitman reviewed the items on the Consent Calendar. Mr. Beitman commented on 15 staff members who are retiring this school year. He stated that they represent over 300 years of service to Manchester Public Schools.

1) Personnel Action

Resignations
Alan Beitman, Superintendent of Schools, has submitted his letter of resignation to accept another position. Mr. Beitman has been with Manchester Public Schools since September 1, 1992. Approved effective June 30, 2004.

Yolanda Burt, Director of Foods and Nutrition Services, has submitted her letter of resignation to accept another position. Ms. Burt has been with Manchester Public Schools since December 4, 1989. Approved effective April 19, 2004.

Robert Alibrio, Social Studies teacher at Manchester High School, has submitted his letter of resignation for retirement purposes. Mr. Alibrio has been with Manchester Public Schools since September 3, 1969. Approved effective June 30, 2004.

Cathy Cerrina, Social Studies teacher at Manchester High School, has submitted her letter of resignation for retirement purposes. Ms. Cerrina has been with Manchester Public Schools since September 8, 1970. Approved effective June 30, 2004.

William Ryan, Mathematics teacher at Bennet Middle School, has submitted his letter of resignation for retirement purposes. Mr. Ryan has been with Manchester Public Schools since August 28, 1997. Approved effective June 30, 2004.

Shirley Sullivan, Library/Media Specialist at Bennet Middle School, has submitted her letter of resignation for retirement purposes. Ms. Sullivan has been with Manchester Public Schools since August 28, 1997. Approved effective June 30, 2004.

Joann Brown, Health teacher at Manchester High School, has submitted her letter of resignation for retirement purposes. Ms. Brown has been with Manchester Public Schools since January 16, 1992. Approved effective June 30, 2004.

Marilyn Cavanna, Mathematics teacher at Manchester High School, has submitted her letter of resignation for retirement purposes. Ms. Cavanna has been with Manchester Public Schools since September 2, 1981. Approved effective June 30, 2004.

Pamela Gidez, Elementary teacher at Martin School, has submitted her letter of resignation for retirement purposes. Ms. Gidez has been with Manchester Public Schools since February 16, 1972. Approved effective June 30, 2004.

Patricia Loftus, Elementary teacher at Bowers School, has submitted her letter of resignation for retirement purposes. Ms. Loftus has been with Manchester Public Schools since September 3, 1969. Approved effective June 30, 2004.

Mary Mahoney, Elementary teacher at Martin School, has submitted her letter of resignation for retirement purposes. Ms. Loftus has been with Manchester Public Schools since January 9, 1984. Approved effective June 30, 2004.

Joyce Marino, Music teacher at Keeney School, has submitted her letter of resignation for retirement purposes. Ms. Marino has been with Manchester Public Schools since September 9, 1970. Approved effective June 30, 2004.

Douglas Migliozzi, Science teacher at Manchester High School, has submitted her letter of resignation for retirement purposes. Mr. Migliozzi has been with Manchester Public Schools since January 28, 1971. Approved effective June 30, 2004.

Claire Sullivan, English teacher at Manchester High School, has submitted her letter of resignation for retirement purposes. Ms. Sullivan has been with Manchester Public Schools since January 29, 1985. Approved effective June 30, 2004.

Cheri Bertus, Elementary teacher at Martin School, has submitted her letter of resignation for retirement purposes. Ms. Bertus has been with Manchester Public Schools since September 8, 1971. Approved effective June 30, 2004.

Ann Zajchowski, Elementary teacher at Robertson School, has submitted her letter of resignation for retirement purposes. Ms. Zajchowski has been with Manchester Public Schools since September 9, 1970. Approved effective June 30, 2004.

Sue McInerney, Elementary teacher at Martin School, has submitted her letter of resignation for retirement purposes. Ms. McInerney has been with Manchester Public Schools since March 1, 1976. Approved effective June 30, 2004.

Non-Renewal of Teachers
Approval of Superintendent Beitman's official notice of non-renewal given to non-tenured teachers prior to April 1, 2004. The teachers are noted in Exhibit A.

2) Extended Field Trip Request - Illing Middle School
Eighth Grade - Boston, MA - May 2 - May 3, 2004

3) Permission to Apply for Education Special Projects - $500
Exxon Mobil Education Alliance Grant, funded by the
Exxon Mobil Education Alliance

4) Permission to Apply for Education Special Projects - $108,061
Carl D. Perkins Vocational & Applied Technology Education
Grant, funded by the CT State Department of Education

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

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

Mr. Robinson congratulated several of his past teachers noted on the retirement list. He also acknowledged Mr. Beitman's resignation and congratulated him on his new appointment in the Monroe School District. He thanked him for the many years of dedicated service to the Manchester Board of Education.

Mr. Rizzo commented on the retirement of Mrs. Claire Sullivan, English Teacher at Manchester High School and thanked her for all her help that she provided to him as a Board member.

Mrs. O'Neill congratulated Mrs. Loftus on her retirement from Bowers School.

Mrs. Hackett congratulated Mrs. Sullivan on her retirement and thanked her for the students she inspired over the years.

C. STUDENT REPRESENTATIVE'S REPORT
Justin Smith read a letter to the Town officials for some of the remarks he made at the April 7 meeting. He stated that although he feels very strongly about the budget situation, he apologized for some of the comments that he made which may have offended some members. He also address some issues that he felt important to the student body such as non-resident students. He feels this would affect the amount of altercations in the school and increase the level of safety. Additionally, students feel that Hall Monitors play a very important role in providing a safe environment. He does not support any layoffs of hall monitors. Additionally, every year he and others feel the fine arts program is put into jeopardy because of the budget situation.

He stated that the World Language Department participated in a competition in which three students won awards for first place. He commented on the spring sports teams at Manchester High School that are currently underway. The Performance Arts Department just finished performing at the high school, and will soon have a fundraiser at the Outback Steak House on May 8. AP testing will start in May. He also commented on some visitors at the high school who were in to interview students for scholarships. Mr. MHS will be held on April 30, and Battle of the Bands will be held on May 7.

Mrs. Lok thanked Justin for his integrity of publicly apologizing for his comments. She stated she was present at the April 7 meeting, and did not find his comments offensive. She felt he spoke with passion that evening and is obviously interested in public education in Manchester.

Justin stated the school elections would take place on Thursday and Friday. They are using town voting machines in the high school auditorium and will be assisted by the Registrar of Voters. Justin encouraged Board members to visit.

F. SUPERINTENDENT'S REPORT
Mr. Beitman commented on two special items. Each Board member was presented with an Earth Day paper bag. Highland Park Market and Shoprite, in conjunction with elementary school students, have decorated shopping bags, which are returned to the grocery stores and are used and reused to protect the environment. In addition, he presented the Board with MHS Parent Pledges. He stated that every community, particularly at this time of the year, grows very concerned about alcohol use by its high school students. Following lengthy discussions through the year, the PSTA, administration, staff and students have been working hard to get the message out that it is illegal and dangerous. This year, there is a parent pledge program where students do not have access to alcohol or drugs. This was a result of a number of organizations.

1. 2004-2005 Budget Discussion
Mr. Beitman stated that today notification was received that the original date of May 4 for the budget appropriation has been changed to May 11. He also noted that there are no changes to revenue streams or liabilities in the current Board of Education recommended budget. There continues to be monitoring of the budget. The major event is to set up the post-appropriation budget workshops later in the agenda.

2. Strategic Plan Update
Mr. Beitman stated that Dr. Brett has been working with Central Office Administrators, and next with Building Administrators, on the newly adopted 2003-04 Strategic Plan. A draft copy of a brochure was distributed to Board members. He asked that after they view it, it would be distributed to the community. He stated that this is the backbone and working document of the Board of Education. This is the second Strategic Plan. He asked all comments be referred to Dr. Brett or him.

3. Enrollment Update
Mr. Beitman stated that enrollment fluctuates this time of year with families preparing to move. On October 1, enrollment was 7,811. On April 1, enrollment was 7,793 and last month there was an increase of 39 students.

4. School Safety Update
Mr. Beitman stated that Mr. Bishop would not be in the district for several weeks. He reiterated the Safety Tips line 250-3019, and Mr. Bishop's office number is 647-3491. He commented that they would have someone receive these calls, and ensured the calls could be anonymous if so desired. He spoke about the incident, which occurred at Waddell School the past week. He stated parents wanting additional information utilized the line. He thanked the gentleman who came forward and shared what actually took place. He encouraged the community to use the line when necessary.

5. Air Quality Policy #3100 (Guidelines only)
Mr. Beitman stated that the policy has been adopted by the Board of Education. The Administrative Guidelines direct the policy.

Mr. Huot stated that approximately a year ago, the Board of Education adopted policy #3100. During this past summer, the CT Legislature passed some additional laws requiring a framework in which to investigate and report suspected problems. This prompted the district to develop the newly proposed guidelines. It essentially puts the head nurse in each building, as the resident health professional, as the chairman of the committee. It requires the committee to be composed of at least five people, including the principal, a member of the certified staff, and at least one parent. The committee can grow as large as the school feels comfortable with. It gives a framework on how to operate and investigate concerns brought on by the building occupants, how to use the Tools for Schools, and how to use the resources that are available. They also developed the framework on how to structure and prioritize maintenance issues. He stated health and safety are first priority. It states how to take minutes and where minutes are to be stored, gives checklists on how to evaluate the school building, and some basic ideas on how to keep the classroom safe and the air clean.

Mrs. Lok stated that she was surprised at the brevity of the Superintendent's Budget Discussion portion of the report. Although she does not intend to belabor the news she has read in the newspaper of the last week. She has spoken to Mr. Robinson about it and community members have been contacting Board members to express their annoyance and distrust. She also referred to the joint meeting Monday evening between the two Boards in which the topic was discussed. She believes the Superintendent and Business Manager have also received calls from the community asking questions. She believes that since this is the regular meeting of the Board of Education, and the matter has been an embarrassment to the Board, that she expected more of an explanation. She stated that she is disappointed, and asked the Chair to ask the Superintendent to present more detail of the situation, which caused the Town to question some of the Board's budget lines. If necessary, she proposed a short recess.

Mr. Rizzo agreed with Mrs. Lok. He stated the meeting with the Board of Directors on the past Monday night was embarrassing and uncomfortable. He believes there are questions that need answers. There has been a call on the Board of Directors for an investigation as to exactly what happened. He feels that it is incumbent on the Board to lead the way and try to come up with some of the answers. He believes a deeper discussion at a public meeting is appropriate at this time.

Mr. Robinson stated that a recess could be taken if warranted. He agrees that there has been a great deal of confusion for the public, and they deserve an explanation of events and the state of affairs going forward. The Board would like to know where the budget stands in respect to the $1.8M cut that the General Manager has proposed. He feels the public has a right to get clarity to understand if programs are imperiled or not.

Mr. Rizzo stated that he has specific questions that he would like to ask. The General Manager emphatically stated that the Board of Education, at several points, was informed that the percentage to apply to the medical insurance fund was different and needed to be changed from what had originally been budgeted in November. He hoped there was written communication, or memory, if this actually occurred and when. Additionally, regarding the transfers out of line 270 that was recently approved by the Board of Education, the resultant action that should have been taken was to reduce the current line for the current year, and then starting to apply the increases to the medical insurance fund for the 2004-05 budget. He feels these two items seem to generate the most questions.

Mrs. Lok stated that she had specific questions as well, but would like to hear from the Superintendent first.

Mr. Beitman stated the Town prepares for the Board an estimate of the cost of health care, the pension fund, and the MISIP account. These are accounts that are generated on the Town side, and they provide regular updates as to what the Board of Education should budget. The budget process began with an estimate of roughly 18 percent from the Town, with a suggestion that it may even go higher. During his discussion with Mr. Werbner, he stated he thought the number was high in February and March. He asked Mr. Huot to recalculate the numbers. He believes that breakdown occurred as the Town adjusted its numbers, and the Board did not receive the information the way they have normally received it. To that extent, the Superintendent made the recommendation is that there be formal exchanges of documents before public documents are presented, meaning the Superintendent's budget, before the Board adopts its budget, before the General Manager issues his letter of recommendation, before the General Manager issues his budget, before the Town meeting, before the appropriation, and before the Board of Education adopts its budget, and possibly after July 1. He feels that have functioned in a casual exchange of emails and telephone calls. Mr. Huot anticipated direct information from the Town, and it is expected that as the Town does calculations, they will adjust them. There is no formal structure between the Board of Education and the Town in which documents are formally exchanged when rates relative to items calculated on the Town side are performed. Additionally, when the Board made its budget public (which begins in January) it carried the 18 percent line item, and carried it through the discussions and public workshops, when the Board adopted it, and when it was passed onto the Town. At no time during these discussions was there a major concern raised that the number needed to be adjusted. The medical piece was out to bid; therefore, it was not determined what the percentage would be. They started at 18 percent and held it. He believes the major issue is not one of miscalculation, but one of miscommunication. He believes the Superintendent and Business Manager, the Town Manager, and the Director of Finance should schedule official meetings to review the actual accounts in order for the Board to have accurate information as rates change. He suggests that these formal meetings should take place a week before the actual release of the Board of Education documents. The Board of Education presents its budget in five different iterations before the Town meeting. The Town has the opportunity, by Charter, to introduce one budget in which they have made their calculations before releasing it to the community. He feels it is appropriate to be constantly reviewing the numbers and constantly be recalculating them. With regard to budget transfers, he knows there were concerns that this account had surplus money, which it always has. Mr. Huot prepared for the directors a spreadsheet, which showed a deficit in the account one year based upon the projections from the Town. There was surplus this year in part due to turnover of staff. When the Board adopts its budget on June 7, he stated the account would not be the same on June 8 due to various factors. In general, the amount in the health care account will be less because as turnover occurs, premiums are not paid and expenses are not incurred. He stated that he is in the process of preparing a more formal recommendation to the Board, which will state that about six times per year, there be a formal exchange of documents; the Town providing the Board of Education information on the MISIP account, the pension account and the health care account. This should be presented one week before there is a public release of changes or recommended changes in the budget. This would give the Business Manager adequate time to recalculate and make adjustments. He believes that with this type of communication, there should be no reason to have excess budgeting in that account. In the past five years, this account has not been over-funded, and was over-funded this year and was caught as the result of discussions between the Town and Board of Education. His biggest concern was that the discussions were "your account appears to be over-funded". Given that, Mr. Huot did calculate; however, the new percentage was not known or used.

Mr. Huot stated the sequence that is followed in the budget process. In early November, the Town provided the Board with a placeholder of 18 percent. This is done because the Board is almost two months ahead of the Town in terms of the budget cycle, and the Board does not have the data it needs, at that point in the year, to understand what the experience is and how to calculate the next year. It is fully expected that by the time the Superintendent's budget, that the information is not available. This was presented on or about January 9, and the bid for the Blue Cross that the Town put out was opened a week after that and sent to the consultant for analysis. During the month of January, the Board worked on the 3 percent cap of the budget, knowing that the health insurance and debt service was a fixed part of the budget, therefore, not a part of the concern at that point. On February 9, the Board of Education adopted the recommended budget and forwarded it to the Town. At that point, it had 18 percent in it. Also at that point, the Board was aware the Special Education accounts were heavily in the red, almost $1M short. At that time, he was aware that a 25 percent increase was given in health insurance, and he was looking to use the balance in those accounts to cover the Special Education shortfall. He felt a large part of the resources would be directed into Special Education. He believes there is another factor, which is one of timing. There is a new requirement that the Board of Education meets with the Board of Directors as a Charter change. This is earlier than the Boards have met in the past. He has been told that he should have known that there was money in that account. He stated that he did know there was some because it was on the Board agenda to transfer $350,000 to cover some of the deficit; however, at no time did he receive specific information. Usually in this timeframe, he meets with Rob Huestis; however, this did not occur this year. There was discussion on Monday night that there was a phone call from Mr. Werbner's office, via the Superintendent to him, in which the Superintendent asked him to meet with Mr. Huestis to discuss the Blue Cross accounts. That meeting never occurred. He agrees with the Superintendent's comments to formalize the process rather than a casual conversation. He stated in the three previous years, the Board has been right on the money. He feels that if a process is set up, this can be easily avoided in the future. While it is a large account to calculate, there are only 4 or 5 factors to calculate. There was never an issue of lost or found money. He has been providing the Board, from early October, with a printout of an estimate of his projection of the budget. He looks particularly at this account every month. He has seen the balances in this account to offset the Special Education deficit.

Mr. Edwards felt the crux of the issue is that a percentage was used early on in the process in November of 18 percent. At some point, someone on the Town side knows this number is high. Additionally, at some point, someone on the Board of Education knows this number is high. The question becomes when each knew it was high, and how big is the gap between the two dates and what is happening between those two dates. He feels that it the Board knows the number is too high, it is clearly misleading the public and using bad tactics. If that is not the case, and the Board does not know, then the Board has little culpability in the matter. Further, if the Town knew the number was high at that time, there may be another view of the situation. He fully supports the Superintendent's recommendation of formalizing the process so that this cannot happen again.

Mr. Beitman stated that when he proposed the cuts to the Board of Education, he always lists anticipated changes. At that time, migration was listed as one of the changes. He did not anticipate the degree of savings that existed in this account. Several times, Mr. Werbner and Mr. Huestis said to him that the numbers should be reviewed and recalculated. However, this was a recalculation as opposed to an adjustment to the percentages. He also reminded the Board that the Town was in discussions with CIGNA and Anthem relative to who would receive the bid. If they had lowered the account to the CIGNA account, they would now have a shortfall. Until these numbers can be confirmed, the number can shift from high to low. It was not his intention to announce cuts to staff and programs knowing there is money to fund them. He stated that they were surprised at the savings.

Mr. Edwards questioned when the meeting and telephone call took place.

Mr. Beitman stated it was in February, when the budget was transferred to the Town.

Mr. Edwards asked if it was before or after February 22, when the $1.8M in cuts was proposed.

Mr. Beitman stated he didn't recall.

Mr. Edwards asked if he could find this information. Mr. Edwards confirmed that the world "recalculate" was used, so it was assumed the percentage rates were correctly applied. Meanwhile, the Town believes the lower number has been given to the Board, and can't understand while the calculation is yielding a high number. In terms of finding out what happened, a timeline of events needs to be constructed. He also stated the Board has no intention of padding the accounts as it goes directly to the credibility of the Board. He has heard from many sources that people believe the Board of Education budget has extra money in it. This incident has taken credibility away from the Board, and he stated that he is second-guessing himself about the numbers.

Mr. Beitman stated that the Board has joined with the Town in a venture to be on the same financial platform so that there is an even exchange of information. This has never existed before. Additionally, five years ago it was stated there were grave concerns about the salary account. They were very clear that they would not carry a dual salary when a teacher retires so that there was an actual true accounting. The major concern is one of credibility. That is why he has no objection to meet with the Town on how the numbers are calculated. He reminded the Board that Mr. Huot manages the budget, the buses and the buildings and grounds. Earlier in the year, Mr. Huot approached Mr. Beitman to add a part-time Business Manager for some relief on the Board side. He encouraged the Board to consider if an $80M budget, busing, management of maintenance for 20 people can be managed by the same person.

Mr. Huot stated that towards late February, early March, he was aware that the issue of health and hospitalization would have to be adjusted. However, it was complicated by the fact that there is large negative numbers in Special Education. Until he has the information that is provided by the consultant, he could not give the scope or sequence or impact as to what would happen. Once he has these numbers, he can recalculate the numbers within ten minutes. Additionally, he does not believe the common software package will solve the problem, as it is not a good substitute for communication. He strongly feels the practice of the past needs to be formalized and set to certain dates, especially before the Superintendent puts any cut lists out. He stated he has 25 years of experience in five communities. After working with the Superintendent, he has been very impressed by the fact that when it comes to budget cuts, he has spread the harm and not really killed any one program - until the past couple of years. He feels it will be hard for the Board of Education to put funds back into the budget because even with this money, it will not solve the problems. He feels that any rise in the budget should go into classrooms, not into benefits.

Mrs. Holmes stated that when the Superintendent first joined the Board, the Town told the Board they needed an additional $1M for TOMMIF. She asked why there wasn't an investigation then. She does not like the insinuations that have been made, and that it has happened several times on the Town side. She mentioned the Town seems to find additional money on bond packages, and she asked where the accounting was during these situations. She asked with the retirements, if the reduction of benefits has been already calculated, or if they will generate additional savings.

Mr. Beitman stated that these savings have already been factored in. He stated that they cut $2.5M before he presented the Superintendent's budget. Roughly, $700,000 was staff cuts in order to get to the 3 percent cap they were directed to get to. The budget that was presented did not reflect the needs of the school district, but rather the concept of a cap of 3 percentage.

Mrs. Holmes stated that every other level of government seems to be able to put caps on those below them or on their own spending; however, the board gets no ability to cap any of the money. She stated the Board is not out of the woods yet as there is legislation that is still pending and could have a serious impact on local budgets. She stated she trusts the Superintendent and Business Manager to work out a greater level of communication.

Mrs. O'Neill thanked Mr. Huot for giving the Board updates at every meeting as she feels they are very valuable. With these updates, the Board members can follow which accounts are going up or down. She also thanked Dick to putting money in the categories where it really belonged, which led to good tracking. She strongly suggests that the details are put in writing and saved for record. She understands how percentages can be given based on certain data. She believes this will not happen again and she apologized for any hysteria it may have cost. She feels the Board should meet quickly to determine what programs/staff could be reinstated.

Mrs. Lok asked if there was any way through the budget process have provided the Board with various scenarios in the health insurance line.

Mr. Huot stated that if the Board had wanted predictions as to various calculations, he could have provided them. He keeps this data on a spreadsheet in which he plugs in the most up-to-date figures into monthly.

Mrs. Lok asked at the time he presented the Board with numbers, would there have been any value in presenting various scenarios.

Mr. Huot stated the Town hires a consultant to analyze and set up bids for carriers. In early November, it is too early to have an idea of the trending that is encountered that year. That is why there is a placeholder put in, so that it can be adjusted as the Board receives more information, particularly in March.

Mrs. Lok stated that there would be an investigation. She feels the Board should request from the Superintendent a full report of the sequence of events that occurred from the time the Superintendent recommended a budget to the time the budget moved forward to the directors, to the best of anyone's recollection. She feels the solutions and recommendations the Superintendent is making is a solid plan. She stated that in all of her time on the Board, there has always been an undercurrent that the Board of Education has money in its accounts, and that it cries poverty in order to solicit organizations to demand the directors fund education. She thanked Mr. Huot for his attention to the budget, which may have, at times, generated savings. She feels that this incident has caused the Board to rethink how they present every detail of every transaction. This process has moved her towards favoring a joint operation between the Town and the Board to the extent that is allowed by law and that the Board finds acceptable. She feels a need to eliminate the undercurrent. She feels that the accusations that this has been any sort of a technique, is surprising. She hopes that the Board can move forward.

Mrs. Hackett thanked Mr. Huot and Mr. Beitman for entertaining an open and spontaneous dialogue about this issue. She attended Monday's meeting, and agrees that this issue is just starting to unfold in terms of the scrutiny the public will pay to this. She stated to the public that she regrets the anxiety and concern that this caused parents, families, students, staff and members of the public. She believes people are still mad that the Board is cutting their budget, and she feels the Board cannot lose sight of this. She stated she is very proud of the 600 people who attended the budget hearing, and the 80 that spoke. The speakers who continued to speak about programs that are no longer endangered encouraged her. She feels there is a frustration in Town that the cuts that are made year after year. She feels that the Board's communication with the Town could become much stronger. She stated that if documents were exchanged, she would like each Board member to get a copy with explanations. She urged the Superintendent to provide the Board with as much documentation as possible. She also feels the frustration with the spreadsheet the Superintendent provides regarding the budget, and asked that text be provided in each column for explanation.

Mr. Rizzo thanked the Superintendent and Business Managers for the answers and comments made regarding this issue. He feels it has been a difficult process to go through. He reiterated the timeline of events stating that in February the Board was told to recalculate the numbers without being told that the percentage being applied is not correct. He asked that when the Superintendent was building the reductions list, why line item 270 was not included in the list. He feels that in the future when these numbers are presented that they are also told the percentages that are given. He stated that the Town budget hearing was on April 7 this year, and the day before, the Board is just then finding out the numbers are wrong and why. He asked if this was something the Board was told, or if it was found on their own. He stated that this really bothers him and that if the information was not given the information until the 11th hour, it was wrong. He agrees the communication needs to be improved and documented. He feels that combining the two office of the Board and Town is going to require a great deal more communication between the two sides, and he does not see where that is happening in a sufficient manner. He would need to see much greater improved communication before entering this suggestion. He stated he personally trusts the Superintendent and Business Manager's advice and will continue to trust them.

Mr. Beitman stated that he does not feel the Town deliberately withheld information. He feels the Board did not completely understand what the Town was saying. The Town has been exceedingly helpful on so many fronts and that the working relationship has been outstanding. He feels that when the recalculations took place, that is when everyone realized what was wrong.

Mrs. Holmes feels that written summaries to the Board are not necessary and that summaries to the Board are sufficient.

Mrs. O'Neill stated that as elected officials, when a surplus comes about due to a retirement, it is their purpose to allocate the fund for the betterment of the students. She stated it is not found money, but money that had come about because of circumstance. There should not be a perception that the Board hides money.

Mrs. Hackett stated that Mr. Huot has brought great clarity to the budget process and has championed the cause to make sure there is money to fund programs for students. She thanked him for attending Monday's meeting, and his willingness to help the Board work through this and crafting procedures that it does not happen again. Additionally, she stated she asked for summary pages on the top of documents for clarity.

MOTION: Lok/Edwards s.v. The Superintendent provide the Board at the next Board meeting with a full accounting of the events that took place between the Superintendent, the Business Manager and any Town officials involved in the budget process, to the extend that the information is available. (8/0/0)

MOTION: Lok/Rizzo s.v. The Superintendent provide the Board at the next Board meeting with a written recommendation of his proposed solutions and that the Board set aside some time for the discussion. (8/0/0).

Mr. Robinson stated there were positive suggestions to move forward. He asked where the Board stands money wise.

Mr. Beitman stated that they are currently showing reductions in staff originally of $680,000, and additional reductions of $217,000 and $118,000, which is about $1M in which there is approximately $500,000 to apply against it. This does not include supplies and accounts that were cut to get to the 3 percent level. He stated he would calculate this for the Board and estimates a negative $500,000.

Mr. Robinson asked what the status of the Excess Cost Cap reduction.

Mr. Beitman stated that the problem is until the legislature acts on the budget, municipalities will not know yet.

Mr. Robinson asked Mr. Huot asked how the 2003-04 budget is currently.

Mr. Huot stated that he believes they are higher in the hole than two weeks ago. He stated the money was transferred to cover a deficit in another line, special education out of district tuition. The other issue is the Town gave the Board $150,000 from the sale of Anthem shares. When the money was added to the appropriation by the General Manager, it was posted not to the Blue Cross account but to another account. At this particular point in time, he believes the budget will end in the black at the end of the year. He believes it will be a delicate balance.

Mr. Edwards asked what the negative balance at this point in the budget is in relation to.

Mr. Beitman stated that is in relation to the Board of Education recommended budget that was adopted in March, which includes the 21 positions.

Mr. Edwards stated that the Board of Education is not funding the budget were it has been in the past, and there will be less services this year.

Mr. Robinson asked that the Committee Reports be posted due to the late hour of the meeting.

G. NEW BUSINESS
1. Proposed Post Appropriation Budget Workshop Dates
Mr. Beitman stated there is a recommendation to have three workshops in order to review the appropriation by the Board of Directors and to finalize the Board of Education budget for the next school year. The Superintendent recommends that the Board of Education schedule workshops for May 5, May 12, and if needed, May 19, 2004 to finalize it's budget for the 2004-05 school year. The May 5 and May 19 workshops will be held at Robertson Elementary School at 7-9 p.m. and the May 12 meeting will be held at Lincoln Center. These workshops follow a Board policy and the Board is scheduled to adopt a budget on June 7.

Mr. Robinson stated they are in the process of formalizing some of the steps for the search for a Superintendent.

MOTION: Lok/Hackett s.v. The Board of Education amends the agenda to add the item of the Superintendent search. (8/0/0)

MOTION: Lok/Rizzo s.v. The Board of Education directs the Chairman of the Board to appoint a search committee charged with the responsibility of conducting the Superintendent's search and that the committee be made up of Board members. (8/0/0)

MOTION: Lok/Rizzo s.v. The Board of Education hires a consultant to assist in the search process. (8/0/0)

MOTION: Lok/Hackett s.v. The Board of Education goes into executive session immediately following the regular meeting. (8/0/0)

H. COMMITTEE REPORTS
1. Curriculum Committee
Postponed.

2. Building and Site Committee
Postponed.

I. COMMUNICATIONS
Mrs. Huyler commented on how wonderful the Sound of Music production was.

J. PUBLIC COMMENTS
1. Milt Perlman, 38 Sanford Road. He feels that the town should get upset about the budget cuts. He stated that at the budget hearing, there were at least one-third kids at the meeting. He believes the students did not write the material that they delivered at this hearing. He stated that the sale of homes in Manchester is the second highest in the Hartford area, yet many people state that no one is moving into Manchester. The sale of homes does not support this. He stated officials are elected to Boards to provide oversight and provide communication to the Town. He feels that education is not discussed enough.

2. Debbie Ruttigliano, Co-president of the Manchester's Para Union She feels that there is a lot of questions and the Town of Manchester deserves answers. She stated there is a lot of confusion with the State Legislators and they feel that Manchester is presently ok. As presidents of unions, they are not sure at this point in time what the actual cuts are. She asked that presidents meet with Mr. Beitman for an update. She stated that even if the budget is approved as is, there are still many positions that are lost.

3. Tom Stringfellow, 138 Hillstown Road. He supported all the items on the Consent Calendar. Regarding school safety, he recognized "Without a Trace" episode dealing with missing children. With regard to underage drinking, there is information at MADD and on the Internet. He recommended the book A Parent's Guide and Toolkit for Teachers that deals with NCLB. He supports the policy on Air Quality as well.

Mr. Robinson responded to one of the public comments as he found a remark an insult to students. He believes the students of Manchester deserve an apology and that the speaker should consider his words before smearing students in the district. He thanked the students who spoke at the budget hearing, as he thought they were sincere and had written the comments themselves.

4. Milt Perlman, 38 Sanford Road. He stated that this was the observation he made; however, he apologized for his comments.

K. ITEMS FOR FUTURE AGENDAS
Mrs. Hackett asked Mr. Beitman if the new police chief could come to the Board for a presentation to the Board.

MOTION: Rizzo/Hackett s.v. The Board of Education adjourns to Executive Session at 10:30 p.m.

Respectfully submitted,

Margaret Hackett, Secretary
Manchester Board of Education