​PITTSFIELD SCHOOL BOARD
OF DIRECTORS MEETING
Tuesday, December 8, 2015, at 7:00 p.m.
Pittsfield Town Office Building
MINUTES
1. Call to order. Kris calls the meeting to order at 7:05 p.m. Kris, Richard Seaman (business manager WCSU) and A.J. in attendance. Ray called in and was unavoidably delayed.  
2. Consider amendments to the agenda.  None.
3. Approve minutes: November 10, 2015. A.J. moves and Kris seconds and minutes approved unanimously. 
4. Public comment/Visitors: None.
5. Action/Discussion: 
New Business: 
Payment orders #5:  Barstow ½ tuition $7,350, Audit Fee $1,200 RHR Smith, total of $8550.  Kris reports some invoices are still under review and she’ll follow up.  Kris moves to accept, A.J. seconds, approved.
Old business: 
Budget Discussion – Richard and Kris go over the list of students the PSB expects to have next school year.  Richard brought a list from his sources and the totals were extremely close, so a good start, approximately 36 elementary and 36 secondary students, total 72.  We are estimating 5 pre-K students as well.   Richard will seek announced tuitions from receiving schools.  We discuss and agree upon budget formats for Town Report.  Richard reports our equalized pupil number has decreased slightly and will follow up with us on the specific number. The equalized pupil issue does not impact our PSB due to us having no cost capping issues.  Richard is building in a small increase in Admin costs for the WCSU and he asks us to update on children receiving SPED services with the WCSU SPED director as soon as possible. Kris asks Richard to ask the WCSU SPED coordinator to tell us what the billing process and timeframe will be for the WCSU to bill us for our additional SPED costs, above the per pupil base cost we have already paid.   We discuss that if there are big budget changes after we submit the budget to the Town Report we will move to amend from the floor. 

Review and approve checkbook reconciliation (November) A.J. moves to approve, Kris seconds approved unanimously.
Update on IRS bond letter: Tabled to next meeting.  
Act 46 update – A.J. reports that the meeting set for tonight to discuss a virtual or ghost ED was postponed until next Monday evening and he is planning on attending.
6. Reports: 
Superintendent:  None.
Director of Finance:  See above in budget planning section.
7. Adjournment: Kris moves to adjourn and A.J. seconds and adjourned unanimously at 7:52 p.m. 
Minutes prepared by A.J. Ruben
Approved: Kris Sperber, A. J. Ruben
 
 
Upcoming meetings: 
 Pittsfield- January 12, 2016 at 7:00 p.m., Pittsfield Town Office Building
Agenda items to include IRS Bond Letter report from Richard Seaman, Payment Order, Act 46 update, minute review.
Act 46 update, minute review.

PITTSFIELD SCHOOL BOARD
OF DIRECTORS MEETING
Tuesday, November 10, 2015, at 7:00 p.m.
Pittsfield Town Office Building
AGENDA
1. Call to order. Kris calls the meeting to order at 7:09 p.m. with Ray and A.J. in attendance.
2. Consider amendments to the agenda.  None.
3. Approve minutes: October 13, 2015. Kris moves to amend the amount recorded for Woodstock tuition figures from Payment Order #3 to now be $85,333.33 and the overall total payment order to be $208,946.27.  Ray moves and Kris seconds and minutes approved unanimously.
4. Public comment/Visitors: None.  Kris reports Patty’s appreciation of her working relationship with the WCSU.
5. Action/Discussion:
New Business:
Payment orders #4: Cushing Academy ½ tuition $6,500, WCSU SPED Admin and Admin cost $51,000, Sharon Academy ½ tuition $42,891, Rutland Town ½ tuition $6,650, Stockbridge ½ tuition $43,500, Bethel ½  tuition $21,750, Holderness ½ tuition $7,148.50, Rutland City 2nd Quarter and 1st semester Tech $424.32, Patty Haskins, School Board Treasurer $200, Killington Mt. School 100 days tuition $7,761.50, Kris, Ray, and A.J. Stipend $315 x 3, TOTAL: $202,770.32.  Ray moves to accept, Kris seconds, approved unanimously.
Old business:
Policies (tuition tabled from last meeting):  Tuition Policy third reading. A.J. moves and Ray seconds to approve, unanimously approved. Kris will forward the form to Patty to post on website along with the policy and implement in the 2016-2017 school year.
Review and approve checkbook reconciliation (September and October) Ray moves to approve, Kris seconds approved unanimously.
Update on Act 46: Ray reports on Act 46 Conference put on by VSBA on October 23rd  at Lake Morey. Ray met with representatives from Granville, WNWSU, SBE, VSBA, Rutland, and a Northern SU.  Ray was told we can’t do a $20k and $5k study group, but we could do more than one $5k study.  He learned that there are 21 non-operating districts, more like 90 for semi-operating districts.  Participants in the meeting determined a non-operating ED would need a Superintendent Business, SPED Director and Business Manager. A.J. suggested it may work with only two administrative staff given the lack of many normal “SU” type duties (no teachers, no buildings, etc.).   Ray moves that the PSB authorize the VSBA to communicate to the AOE that the PSB agrees to form a study committee with other non-operating districts, including but not limited to Hancock and Granville, to study forming a non-operating Educational District and to seek funds to hire a consultant to obtain said study. Kris seconds, motion approved unanimously.  
Update on IRS bond letter: Tabled to next meeting. 
Update on budgeting : Tabled to next meeting.
WCSU Act 46 Merger Study Committee: Discussed above.
Vote on participation in $20k WCSU study committee (tabled from last meeting):  The PSB is unanimous in believing that at this point the board does not have the approval of the town to give up school choice by putting all of our study money into the study of joining a no-choice WCED.  This position is supported in part by the past PSB study that showed no cost savings and other concerns by giving up school choice and the uncertainty of the legislative intent to change Act 46 in the future.  Because the WCSU has communicated to the PSB that they would not consider allowing Pittsfield to retain choice, even if the recent SBE ruling is overturned and such a configuration is possible, Ray moves, Kris seconds and a motion to decline to participate in the WCSU ED study committee is approved unanimously.  The PSB discussed and acknowledged that the end result of this round of school governance legislation and change may be joining the WCSU ED and giving up school choice, but because of the clear mandate from the town at the last several annual meetings to retain school choice and the lack of certainty about the future of Act 46’s mandates and timeframes, this was our decision.
6. Reports:
Superintendent:  None.
Director of Finance :  None.
7. Adjournment : Kris moves to adjourn and Ray seconds and adjourned unanimously at 8:00 p.m.
 
 
Upcoming meetings:
 Pittsfield- December 8, 2015 at 7:00 p.m., Pittsfield Town Office Building

PITTSFIELD SCHOOL BOARD OF DIRECTORS MEETING

Tuesday, October 13, 2015, at 7:00 p.m.
Pittsfield Town Office Building
Minutes

1. Call to order. Janice Stumpf, Richard Seaman from the SU, Kris, Ray, A.J. at 7:03 Kris called the meeting to order.
2. Consider amendments to the agenda.  None.
3. Approve minutes: September 8, 2015 Kris moves to accept, Ray seconds, approved unanimously.
4. Public comment/Visitors: Janice is interested in Act 46 updates.
5. Action/Discussion:
   • New Business:
 o Payment orders:  No. 3:  VSBA $273.25 dues; Marylou Scofield, PC Legal Anticipation TAN; Woodstock1/3 tuition 16 HS $85,333.33; Killington Elementary $118,686.18; Rutland City 504 1st Q $4,466.01.  Total $208,946.27.  Kris moves to accept, Ray seconds, approved unanimously.
 o Director of Finance: Richard reports on Patty visiting with the WSCU finance office regarding overall financial responsibilities.  Richard says he has to keep books on what the town does so they have to have at least their own set of books.  Patty reports concern about having SU access Pittsfield town accounts.  We discuss sending the bank reconciliation monthly which is our normal course of business.  Richard says that works fine.  We discuss how SPED billing will be done from the SU to us and identifying the breakdown.  

Kris reports on overall budget situation being approximately $500k in the bank but we have significant bills to pay and an expected deficit. More to come during payment ordering and budgeting for town meeting.

We all applaud the interaction and increased communication between Patty and Richard and the SU finance office.

Richard reports on the IRS bond notice and he continues to look into it.  The Board agrees to delegate to Richard to follow up on that notice which must be in error. 

Richard discusses his work on the budget for next year, making good progress. We discuss trying to budget to avoid carrying increased deficits.  Perhaps a contingency fund budget line.   We discuss having to budget for pre-school, at $3200 per child. Richard reports on WCSU advertising to find new pre-school kids without much response.  We expect to have draft budgets by December, and to press by end of January.

 o WCSU Act 46 Merger Study Committee:
      1. Vote on participation:  we discuss whether the SU will include us in their study while we look at getting a ghost town study.  There is confusion about whether WCSU would include Pittsfield in their study of ED consolidation, without Pittsfield losing its ability to get an AOE grant for a study of the ghost ED option.  Kris reports that 21 ghost towns equaling about 970 students is a possibility.

Richard believes Pittsfield may be able to participate in both studies with AOE funding.  We agree to send Ray to the upcoming Act 46 merger meeting at the WCSU even though we’re not voting tonight. Richard and A.J. will both reach out to Nicole Mace at VSBA to clarify the AOE grant process. 

We agree to table the vote on joining the WCSU merger study until these important issues are resolved.  Ray and A.J. will plan on attending the VSBA conference later in October with a facilitated session on this subject.

             2. Nominate a representative if appropriate. we nominate Ray. Ray agrees.
   • Old business:
        o Policies:  tuition policy review tabled due to lateness. 
 o Act 46 update:  Richard discusses the merger study committee, all the other districts have agreed to engage in the study.  See above.  Kris discusses with Richard the fact that our past evaluations indicated giving up school choice and going to WCSU would have cost our town more due to high cost of Woodstock schools compared to others.  We need to hear from WCSU how joining their ED would benefit Pittsfield students and taxpayers.  Kris agrees to make a copy of the VSBA report from 2010.
 o Review and approve checkbook reconciliation:  tabled.
6. Reports:
   • Superintendent: none.
7.  Executive Session: to discuss individual residency issue.  A.J. will look into the issue and not pay that part of the bill in question. His review is that it is up to the Commissioner, now Secretary, pursuant to the statute if there’s a dispute.
8. Adjournment and Agenda for next meeting:   review and approve checkbook reconciliation for September and October; update on IRS bond letter, update on Act 46 issues, Update on budgeting for Town Meeting, payment orders, minutes of last meeting, Policy review, director of finance and superintendent reports.  Ray moves and Kris seconds to adjourn at 8:20 p.m.

PITTSFIELD SCHOOL BOARD OF DIRECTORS MEETING
Tuesday, September 8, 2015, at 7:00 p.m.
Pittsfield Town Hall
Minutes

1. Call to order at 7:17 pm by Ray, with A.J. and Alice present.
2. Consider amendments to the agenda.  None.
3. Approve minutes: June 9, 2015 and August 11, 2015.  Ray approves both, A.J. seconds approved unanimously.  We note there was no PSB meeting in July.
4. Public comment/Visitors:  none.
5. Action/Discussion:
• Payment Orders: #2 – Barstow half tuition $7,350; KMS half tuition 4 hs students $28,594 for a total of $35,944.  A.J. moves to accept and pay, Ray seconds, approved unanimously.
• Act 46:  Alice discusses Act 46 and acknowledges that there are complex issues and difficulties in determining financial impacts to districts.  Alice reports that the AOE has told her Pittsfield cannot stay in the WCSU if we don’t agree to be in the new large educational district. She reports our only choice would be to join an SU or ED of other choice towns.   A.J. notes that he has been told that the law does allow us to stay in the WCSU as a choice town even if the rest of the SU became on ED.  There is a difference of opinion on this, but Alice will forward the PSB email from AOE on this point to help clarify.
Alice next states that the WCSU is now concerned that Pittsfield would be too costly to stay in the WCSU even if the law allowed us to do so because our education costs have risen about 55% over the last five years.  There is a long discussion analyzing why this occurred with eventual agreement that the increased costs were completely out of PSB’s control and that there is no clear evidence that giving up school choice would have prevented or will prevent such increases in the future.  Alice suggests that it is not a certainty that all other WCSU districts would elect to join an ED but she hopes to move forward with an AOE funded study of that option. 
Alice discusses the requirement to do a study in any event.  She foresees a pre k to 12 school district with choice within WSCU that would become the ED.  She is not pursuing the first incentives requiring commitment, vote and study by next June.  We discuss the options under Act 46 to have a $20k study to see if all SU districts may want to join an ED and a $5k study for districts seeking an alternative structures but that AOE may not want Pittsfield to be receiving both pots of money.  A.J. discusses that Ira, Granville, Hancock and Granville, and possibly Plymouth may be open to a $5k study and that only two districts are needed to access those study funds. A.J. reports the VSBA offered to help facilitate that discussion.  Alice suggests that the WCSU study would include options for Pittsfield even if we were not officially part of the grant recipient group. 
We discuss that the Vt. School Board Association, Vt. Superintendents’ Association and another group are in collaboration to determine if there’s a better way to move forward.  Alice suggests that she will work as the SU to give us that data.
We review the check book reconciliation and approve it. Kris signs.
6. Reports:
• Superintendent Report: Alice discusses that she issues a SU wide report before each WCSU meeting and we’ll be receiving that. We also discuss how to more efficiently use the agenda setting process. A.J. will try to be clear in the minutes about what needs to be in the next agenda.
• Kris will work with Alice to have Patty and Richard Seaman, the WCSU finance manager, talk and then be at our next meeting regarding consolidating our financial work..
7. Adjournment:  prior to adjourning we agreed on agenda for next month.  See below. Kris adjourns at 8:45, approved unanimously.
Agenda for next month’s meeting should include “new business” including payment orders, “old business” to include policies, Act 46 update, review and approve check book reconciliation, and “superintendent report.”
Upcoming meetings:
 Pittsfield- October 13, 2015 at 7:00 p.m., Pittsfield Town Hall
 WCSU- September 14, 2015 at 6:00 p.m., WCSU Conference Room

Pittsfield School Board Meeting Minutes
Pittsfield Town Office
August 11, 2015

1.  Meeting called to Order at 7:15 p.m. with Kris and Ray present, A.J. appeared late with apologies.
2. Amendments:  Kris moved and Ray seconded adding payment order #1 to the “Action/Discussion” section, approved unanimously
3. Approval of June 9th minutes. Kris moves to table until next meeting due to A.J. being tardy and not bringing a copy, Ray seconded.  Please note to put both tonight’s meeting minutes and the July meeting minutes on the agenda for our September 8th meeting.
4. Public Communication: None.
5. Action/Discussion
a. Bank Statement Compliance:  review bank statements for May and June 2015 and approved per unanimous vote.
b. Mascoma Bank and Town Debt discussion:  We still owe Mascoma $12,037.97 for the line of credit used to pay bills until tax revenue came in. Kris moves to pay off the debt at this time and add it to Payment Order #1.  Approved unanimously after Ray seconds.  We discuss our also paying the debt of $200k off we owe to the town and agreed we would ask Patti to hold the payments until August 16th, the day after school taxes should be available. Ray moves, Kris seconds and approved unanimously. 
c. Representation at WCSU Board Meeting:  We discussed that due to extenuating circumstances we have missed two WCSU board meetings and this is not our goal. Kris moves to allow any of the three of us who are available to have voting privilege at the WCSU Board if Ray is not available as our primary delegate.  Ray seconds approved unanimously.
d. Payment Order #1:  total of $212,037.97, as noted above.  Ray moves and Kris seconds, approved unanimously. 
6. Reports: No representative from WCSU Admin present.   Alice did send us information about school choice and WCSU’s concern that under the new education law it may be difficult for us to retain school choice, as well as her position that moving to designating WCSU schools for Pittsfield students would be in the students’ best interest.  Discussion ensued, including reiterating that Pittsfield has always been clear and straightforward with WCSU that we did not intent to give up school choice when moving SU’s.  In addition we discussed the apparent internal contradictions of the new education law (Act 46) as it has a Section Four that protects school choice, but has a mandate for Education Districts that are much larger than Pittsfield. A.J. agreed to research more about the situation and brief the board prior to the next WCSU meeting on the facts as he can determine them at this point.  What seemed clear is that the new law is not crystal clear on this aspect of the new education system and some kinks are being worked out.   We also discussed that next year we need to budget for mandated pre-K programs for Pittsfield students.
7. Adjournment: moved by Kris, seconded by A.J., approved unanimously.


Minutes respectfully submitted by A.J.

PITTSFIELD SCHOOL BOARD
Minutes of meeting
TUESDAY, JUNE 9, 2015 – 7:00 PM
PITTSFIELD LIBRARY

7pm library Kris calls to order Ray Meg Powden A.J. and Patty present. 
Added Jean Colver Sofield Award under Old business, policy on cash handling under New Business added. All agreed unanimously on these amendments.

I call to order 7pm

II see amendments

III public comment and communications: One scholarship discussion and only one applicant.

IV Board communications and comment: Ray went to first WCSU meeting last night and reports favorably. He was not a voter yet. Pittsfield will add one vote for a quorum, from 11 to 12. Some policies will be changed to accommodate our move, and are considering by law changes.  With Pittsfield’s 75 students WCSU is at 901 students, the number for the new districts.    We discuss that not just Pittsfield kids, but also Stockbridge kids use the high school bus. Ray will provide this perspective if the issue arises at the WCSU board.  Some new information on children leaving Pittsfield, reducing our overall numbers. 

V Consent Agenda Minutes of May 12, 2015.  Kris moves to approve, Ray seconds and approved unanimously.

VI. WNWSU Report: This is our final meeting with Meg Powden under the auspices of the WNWSU.  Meg reports on school choice issue in new law…there are four areas to look at regarding a new education district…preferred structure is important…requires choosing tuition or some lesser choice form.  The “alternative” structure may allow us to maintain school choice.  Ray will keep this in mind as he attends WCSU meetings.  Meg reports $3141.96 in Medicaid reimbursement and we plan to use it to reduce deficit.  We Thank Meg for her Work!

VII. Old Business:
Financial Report: Kris reports on monthly balance issue. Tax anticipation Note discussion ensues.  Despite borrowing the full $200k from the town, we still need to find additional money to cover this cost. Kris suggests we get line of credit for $220 to pay back the town and cover the approximately $13k we need to cover payment order #10.  We would not pay interest unless we had to repay the Town but would have the ability to do so promptly.   Ray seconds, approved unanimously. Patty is authorized to get this done. Board members will sign the documents when notified by Patty.
Payment Order #10:  May assessment for WNWSU ($31,197.91) and two partial tuition expenses for students moving in or out midyear to Rochester ($8,011.24).   Total $39,209.15.
Jean Colver Sofield Award:  There was only one applicant, Eli Ruben. A.J. recuses himself from deliberations.  Ray moves to award to Eli, Kris seconds, approved unanimously.
Transition to WCSU: We discuss business mgr at WCSU wanting to talk with Patty about details of book keeping. Patty will follow up with their business manager on the final details of the balance between Pittsfield writing our own checks and keeping our own financial records and providing sufficient information to the WCSU for their oversight and reporting responsibilities.

VIII. New Business:
Business procedure policy cash handling. Patty reviews the proposal.  It involves PSB oversight of reconciliations. We discuss the use of the assistant clerk and propose to add payment for that position in our next budgeting effort. Patty explains in detail the reconciliation oversight responsibilities.  A.J. moves to adopt this policy, Ray seconds, approved unanimously.  This evening we all reviewed the reconciliation statement and agreed one Board Member will sign and date to show compliance. Kris signs.

IX. Policy:  Resident Notification Policy (second reading).

X. Adjournment and Agenda: 803p.m.
Add Bank Statement Reconciliation Policy Compliance.

PITTSFIELD SCHOOL BOARD
Meeting Minutes
TUESDAY, MAY 12, 2015 – 7:00 PM
PITTSFIELD TOWN HALL
Lower level

I. CALL TO ORDER: Kris calls to order at 7pm with Ray, Meg, Richard Seaman ( business mgr from WCSU), A.J. came in late.

II. CONSIDER AMENDMENTS AND DELETIONS TO THE AGENDA: Ray moves to add Jean Colver Sofield Award discussion.  Meg suggests discussion of Medicaid Fund letter. Agreed to amend unanimously.

III. PUBLIC COMMUNICATIONS AND COMMENT: None.

IV. BOARD COMMUNICATIONS AND COMMENT: Kris reports on reimbursement from Bethel of approximately $7000 for some 504 related costs for a student who moved from Pittsfield to Bethel.

V. CONSENT AGENDA
A. Minutes of March 17, 2013 and April 14, 2015. A.J. moves to approve and Kris seconds both minutes approved unanimously.

VI. WNWSU REPORT:  Meg asks about what we need to provide to WCSU. Ray suggests Title 1 information.  Meg suggests transferring the records of PSB minutes and meetings.  Kris suggests about 10 years of audits be provided to WCSU and budget development records from computer databases.  Meg and A.J. will look for any PSB policies to provide to the WCSU. 

VII. NEW  BUSINESS
A. Approve Audits FY 2014: Kris moves to approve, Ray seconds, approved unanimously
B. Pittsfield Agreement with WNWSU:  Meg reports on WNWSU request that we sign a memorandum of agreement to assure that Pittsfield not fail to pay fair expenses as we leave the SU, and if the WNWSU owes money to us it gets reimbursed.  We review the MoA and A.J. moves to accept and Ray seconds, approved unanimously.  Meg reports that the WNWSU has to do an audit for this year (2014-2015) that will be due in September. 
C. Jean Colver Sofield Award discussion:  We confirm that we did send out the letters but no responses. The board will attempt to follow up with candidates for this.
D. Medicaid Letter of Funds: Meg reports that Medicaid funds can be obtained and will be used for guidance programming, but Pittsfield will receive our share.   Kris moves to approve and sign the form necessary for the WNWSU to obtain the funds, Ray seconds, approved and unanimously approved.

VIII. OLD BUSINESS
A. Transition Update: Richard reports that WCSU is going to be responsible for reporting data to AOE so we need to identify a way to get our data to WCSU in a manner that works for them.   A.J. discusses considering ways to avoid having all the checks and billing be made from WCSU and suggests we wait to discuss how this could work with Patty, who is our treasurer and was not able to be here tonight.    We agree to have at least Kris, Patty and Richard meet over the next few weeks to discuss how best to resolve the need for the SU to receive and report data with our tradition of paying our own bills.  Richard discusses Title I money that goes to the towns, and notes that Pittsfield doesn’t receive any Title money due to not being needy enough. We discuss how any Title 1 money we have been qualified for has gone directly to the schools not through our board. Kris reports that the eligibility is based on free and reduced meal program and it would have to be pulled from each school our children attend.  Meg reports that she is overseeing the Title 1 money for the WNWSU and does not think Pittsfield qualified for any money.  We discuss going forward WCSU finding out if our children would qualify for Title 1 funds and determine if WNWSU had collected data and we didn’t qualify or that neither WNWSU nor PSB did attempt to collect the data.
B. Payment Orders:  Kris discusses that we reconciled our bank statements this month but we hold off on discussing the bank statements until next month when Patty is present.   #9:  WNWSU assessement $5,953.18 admin, $22,807 SPED, $2437.73 EEE – total $31,197.91, Rutland 4th quarter $10,125; Rutland 504 4th quarter $5,143.91; Killington Elem. $8667; Hartford School Dist. $818.42 – TOTAL $55,952.24. Kris moves and Ray seconds, approved unanimously.

IX. POLICY
A. Tuition Payment Policy- 1st Reading: discuss the Tuition Payment policy, read through, A.J. moves to adopt and Kris seconds, approved unanimously. Set for second reading at the June 9th PSB meeting. 

X. EXECUTIVE SESSION

XI. NEXT MEETING DATE/AGENDA ITEMS
A. June 9, 2015, 7pm Town Hall
B. Agenda Items: regular ones.

XII. ADJOURNMENT  Kris moves to adjourn at 8:40pm, approved unanimously.