REVISED
~ AGENDA ~

Call to Order

Roll Call

Baxter
Carter
Callaghan
Eastman
Gato
Gilboy
Goldberg

Report of the Superintendent

1. Report on new business items - Mrs. Godin

New Business

2. Consideration and action to enter into executive session discuss an amendment to the Service Employees Association Collective Bargaining Agreement according to 1 MRSA 405 (6)(D).

Motion:
Second:
Vote:
Time:

3. Consideration and action to return to public session.

Motion:
Second:
Vote:
Time:

4. Consideration and action to authorize the Superintendent of Schools that pursuant to 20A MRSA §§ 1486(2) and 2307, the form of Notice of Amounts adopted at the City Council meeting be approved, and that the Superintendent of Schools be authorized and directed to complete said notice in accordance with the meeting at which the FY2009 School Budget is approved, and to cause said notice as completed to be delivered to the City Clerk for display at all polling places for the school budget validation referendum to be held following the meeting at which the City Council approves the FY2009 School Budget.

Motion:
Second:
Vote:

Adjournment

Motion:
Second:
Vote:
Time:

~ AGENDA ~

Call to Order

Roll Call

Baxter
Carter
Callaghan
Eastman
Gato
Gilboy
Goldberg

Report of the Superintendent

1. Report on new business items - Mrs. Godin

New Business

1. Consideration and action to enter into executive session for the purpose of conducting a hearing on the re-admittance of expelled Student A to the South Portland Schools according to MRSA 405 (6)(8).

Motion:
Second:
Vote:
Time:

2. Consideration and action to return to public session.

Motion:
Second:
Vote:
Time:

3. Consideration and action to re-admit expelled Student A to the South Portland Schools and direct the Superintendent of Schools to provide the student and his/her parents with the Board's findings.

Motion:
Second:
Vote:

4. Consideration and action to enter into executive session discuss an amendment to the Service Employees Association Collective Bargaining Agreement according to 1 MRSA 405 (6)(D).

Motion:
Second:
Vote:
Time:

5. Consideration and action to return to public session.

Motion:
Second:
Vote:
Time:

6. Consideration and action to authorize the Superintendent of Schools that pursuant to 20A MRSA §§ 1486(2) and 2307, the form of Notice of Amounts adopted at the City Council meeting be approved, and that the Superintendent of Schools be authorized and directed to complete said notice in accordance with the meeting at which the FY2009 School Budget is approved, and to cause said notice as completed to be delivered to the City Clerk for display at all polling places for the school budget validation referendum to be held following the meeting at which the City Council approves the FY2009 School Budget.

Motion:
Second:
Vote:
Time:

Adjournment

Motion:
Second:
Vote:
Time:

Application Deadline: May 15, 2008

A complete packet should include a Teaching Application, cover letter, resume, transcripts, copies of certification and (3) current letters of recommendation.
Obtain application from:
Superintendent of Schools
130 Wescott Road
South Portland, Maine 04106-3442
207-871-0555 or our website at www.spsd.org
or Heather Tolan

Application Deadline: May 15, 2008

A complete packet should include a Teaching Application, cover letter, resume, transcripts, copies of certification and (3) current letters of recommendation.
Obtain application from:
Superintendent of Schools
130 Wescott Road
South Portland, Maine 04106-3442
207-871-0555 or our website at www.spsd.org

Application Deadline: May 15, 2008

A complete packet should include a Teaching Application, cover letter, resume, transcripts, copies of certification and (3) current letters of recommendation.
Obtain application from:
Superintendent of Schools
130 Wescott Road
South Portland, Maine 04106-3442
207-871-0555 or our website at www.spsd.org

Application Deadline: May 15, 2008

A complete packet should include a Teaching Application, cover letter, resume, transcripts, copies of certification and (3) current letters of recommendation.
Obtain application from:
Superintendent of Schools
130 Wescott Road
South Portland, Maine 04106-3442
207-871-0555 or our website at www.spsd.org

Application Deadline: May 15, 2008

A complete packet should include a Teaching Application, cover letter, resume, transcripts, copies of certification and (3) current letters of recommendation.
Obtain application from:
Superintendent of Schools
130 Wescott Road
South Portland, Maine 04106-3442
207-871-0555 or our website at www.spsd.org
or Heather Tolan

Application Deadline: May 15, 2008

A complete packet should include a Teaching Application, cover letter, resume, transcripts, copies of certification and (3) current letters of recommendation.
Obtain application from:
Superintendent of Schools
130 Wescott Road
South Portland, Maine 04106-3442
207-871-0555 or our website at www.spsd.org
or Heather Tolan

Application Deadline: May 15, 2008

A complete packet should include a Teaching Application, cover letter, resume, transcripts, copies of certification and (3) current letters of recommendation.
Obtain application from:
Superintendent of Schools
130 Wescott Road
South Portland, Maine 04106-3442
207-871-0555 or our website at www.spsd.org
or Heather Tolan

A complete packet should include a Teaching Application, cover letter, resume, transcripts, copies of certification and (3) current letters of recommendation.

Application Deadline: May 15, 2008

Obtain application from:
Superintendent of Schools
130 Wescott Road
South Portland, Maine 04106-3442
207-871-0555 or our website at www.spsd.org
or Heather Tolan

Experience working with ESL students, and teachers in supporting English language development and academic achievement. State certification and ESL endorsement required.

Application Deadline: May 15, 2008

A complete packet should include a Teaching Application, cover letter, resume, transcripts, copies of certification and (3) current letters of recommendation.

Obtain application from:
Superintendent of Schools
130 Wescott Road
South Portland, Maine 04106-3442
207-871-0555 or our website at www.spsd.org
or Heather Tolan

A complete packet should include a Non-Teaching Application, cover letter, resume, transcripts, copies of certification and (3) current letters of recommendation.
Obtain application from:
Superintendent of Schools
130 Wescott Road
South Portland, Maine 04106-3442
207-871-0555 or our website at www.spsd.org or e-mail Heather Tolan

SOUTH PORTLAND CITY HALL COUNCIL CHAMBERS

~ AGENDA ~

Call to Order

Roll Call

Baxter
Carter
Callaghan
Chatto
Eastman
Gato
Gilboy
Goldberg
Viola

Pledge of Allegiance

Report of the Secretary

1. Approval of the minutes for the regular meeting on Monday, March 10, 2008.

Motion:
Second:
Vote:

Report of the Chairperson

a. Announcement of the next regular meeting of the Board of Education on May 12, 2008 at 7:00 p.m. in Council Chambers.

Report of the Superintendent

1. Report on the April 1, 2008 enrollments - Mrs. Godin
2. Recognition of Mahoney Middle School Students - Mrs. Germani
3. Recognition of the top achieving graduates of the Class of 2008 - Mrs. Crocker
4. Report of volunteer services and business partnerships - Ms. Eberle/Ms. Aldrich
5. Resignations of professional staff: John Clark, Assistant Principal, South Portland High School; Cynthia McOsker, Speech/Language Clinician, Skillin Elementary School; Judith Kline, Special Education Teacher, Memorial Middle School; Louisa Beckett, Kindergarten Teacher, Kaler Elementary School
6. Report on new business items - Mrs. Godin

Audience of Citizens - Topics on the Agenda

Citizens in the audience will be privileged to speak to a topic on the agenda. Such privilege is to be limited to one presentation per citizen of not more than five minutes.

Report of Committees

1. Report of the Finance Committee - Ms. Callaghan
2. Report of the Buildings & Grounds Committee - Mr. Eastman
3. Report of the Secondary Facilities Committee - Mr. Baxter

Correspondence

New Business

1. Consideration and action to approve the following personnel items.

a. Appointments
SOUTH PORTLAND HIGH SCHOOL
Bryan Hoy, 2/5 Assistant Boys Outdoor Track Coach
Christopher Hughes. First Team Baseball Coach
Frank Scott Hutchinson IV, 3/5 Assistant Boys Outdoor Track Coach
Tammy Loring, Junior Varsity Girls Lacrosse Coach

MIDDLE SCHOOLS
Jeanne Bogdanovich, Softball Coach, Mahoney
Lynne Hasson, Assistant Boys Track Coach, Memorial
Randy Inosencio, Head Girls Outdoor Track Coach, Mahoney
Elizabeth King, Girls Lacrosse Coach, Mahoney
Christopher Linscott, Boys Lacrosse Coach, Mahoney
Ethan Norcross, Head Boys Outdoor Track Coach, Mahoney
Justin Howard, Baseball Coach, Memorial
Maggie Tielinen, Girls Lacrosse Coach, Memorial

b. Issuance of Probationary Administrators Employment Contracts
George Conant, Assistant Principal, Memorial Middle School
Diane Lang, Principal, Kaler Elementary School

c. Issuance of Administrators Employment Contracts
Lucretia Bagley, Principal, Skillin Elementary School
Jeanne Crocker, Principal, South Portland High School
Colleen Fleming, Principal, Dyer Elementary School
Kathryn Germani, Principal, Mahoney Middle School
Margaret Hawkins, Principal, Brown Elementary School
Mary Heal, Assistant Principal, Skilin Elementary School
Bonnie Hicks, Principal, Small Elementary School
Carrie Stilphen, Assistant Principal, Mahoney Middle School
Megan Welter, Principal, Memorial Middle School
Jennifer Vitiello, Assistant Principal, South Portland High School
Kevin Woodhouse, Athletic Director

Motion:
Second:
Vote:

2. Consideration and action to approve a Related Arts Task Force 5-Year Plan.

Motion:
Second:
Vote:

3. Consideration and action to approve the 2008-2009 School Calendar.

Motion:
Second:
Vote:

4. Consideration and action to accept the recommendations proposed by the Secondary School Facilities Committee.

Motion:
Second:
Vote:

5. Consideration and action to increase school meal prices for the 2008-2009 school year, as follows: K-8 lunch from $2.00 to $2.25: 9-12 lunch from $2.25 to $2.50; K-8 breakfast from $1.25 to $1.50; and 9-12 breakfast from $1.50 to $1.75.

Motion:
Second:
Vote:

6. Consideration and action to approve an extension of the Superintendent of Schools contract through June 30, 2011.

Motion:
Second:
Vote:

7. Consideration and action to authorize the Superintendent of Schools to execute a contract for $39,521 with Scholastic Inc., to provide reading intervention instruction materials for middle school students.

Motion:
Second:
Vote:

8. Consideration and action to authorize the Superintendent of Schools to negotiate a contract with DMT of Lewiston, Maine, to repair the concrete bands at the entrance of Mahoney Middle School.

Motion:
Second:
Vote:

9. Consideration and action to request City Council approval to fund Maintenance items identified in the FY2009 budget using funds remaining in Capital Improvement Accounts.

Motion:
Second:
Vote:

10. Consideration and action to approve FY2008 School Budget Adjustments.

Motion:
Second:
Vote:

11. Consideration and action to approve a revision to the Board of Education Policy: EBCA - Comprehensive Emergency Management Plan (Formerly: Crisis Response Plan)

Motion:
Second:
Vote:

12. Consideration and action to approve a revision to the Board of Education Policy:
JEDA – Truancy.

Motion:
Second:
Vote:

13. Consideration and action to approve a revision to the Board of Education Policy:
JEDA-R - Student Absenteeism Protocol.

Motion:
Second:
Vote:

14. Consideration and action to accept a donation of $500 for the Robotics Team from the Wal-Mart Foundation, through the efforts of South Portland parent Jeff Williams.

Motion:
Second:
Vote:

15. Consideration and action to accept a mini-grant of $300 from the Portland Water District for transportation of students from Skillin Elementary School to the trout release sites located in Westbrook and Windham.

Motion:
Second:
Vote:

16. Consideration and action to accept a $1,000 grant from the Siemans Foundation This grant has been awarded to South Portland High School as the recipient of the 2007-2008 Siemans Awards for Advanced Placement and will be used to help support science and math education.

Motion:
Second:
Vote:

BE IT RESOLVED, that the following school budget articles be adopted and approved for fiscal year 2008-2009:

17. That $15,371,766 be authorized to be expended for Regular Instruction.

Motion:
Second:
Vote:

18. That $ 7,671,473 be authorized to be expended for Special Education.

Motion:
Second:
Vote:

19. That $ 302,683 be authorized to be expended for Career and Technical Education.

Motion:
Second:
Vote:

20. That $ 764,389 be authorized to be expended for Other Instruction.

Motion:
Second:
Vote:

21. That $ 3,555,678 be authorized to be expended for Student and Staff Support.

Motion:
Second:
Vote:

22. That $ 986,990 be authorized to be expended for System Administration.

Motion:
Second:
Vote:

23. That $ 2,002,766 be authorized to be expended for School Administration.

Motion:
Second:
Vote:

24. That $ 1,404,801 be authorized to be expended for Transportation and Buses.

Motion:
Second:
Vote:

25. That $ 5,152,393 be authorized to be expended for Facilities Maintenance.

Motion:
Second:
Vote:

26. That $ 2,292,004 be authorized to be expended for Debt Service and Other Commitments.

Motion:
Second:
Vote:

27. That $ 428,048 be authorized to be expended for All Other Expenditures.

Motion:
Second:
Vote:

28. That $28,065,828 be appropriated for the total cost of funding public education from kindergarten to grade 12 as described in the Essential Programs and Services Funding Act and that $23,860,012 be raised as the City’s contribution to the total cost of funding public education from kindergarten to grade 12 as described in the Essential Programs and Services Funding Act in accordance with the Maine Revised Statutes, Title 20-A, section 15688.

Explanation: The City's contribution to the total cost of funding public education from kindergarten to grade 12 as described in the Essential Programs and Services Funding Act is the amount of money determined by state law to be the minimum amount that the municipality must raise in order to receive the full amount of state dollars.

Motion:
Second:
Vote:

29. That $ 2,127,763 be raised and appropriated for the annual payments on debt service previously approved by the voters for non-state-funded school construction projects, non-state-funded portions of school construction projects and minor capital projects in addition to the funds appropriated as the local share of the City's contribution to the total cost of funding public education from kindergarten to grade 12.

Explanation: Non-state-funded debt service is the amount of money needed for the annual payments on the City's long-term debt for major capital school construction projects and minor capital renovation projects that are not approved for state subsidy. The bonding of this long-tem debt was previously approved by the voters of the City as follows:

Skillin Elementary School Addition and Renovation, approved by voters on November 5, 1991.
SPHS Auditorium/Cafeteria Construction, approved by voters on November 8, 1994.
Elementary Schools Construction and Renovation, approved by voters on November 6, 2001.

Motion:
Second:
Vote:

30. That $7,778,597 be raised and appropriated in additional local funds, which exceeds the State's Essential Programs and Services Allocation model by $ 7,106,967 as required to fund the budget recommended by the Board of Education.

The Board of Education recommends $ 7,778,597 for additional local funds and gives the following reasons for exceeding the State’s Essential Programs and Services funding model by $ 7,106,967:

Pension Obligation Debt Service, approved by voters November 4, 2003
Co-curricular costs not recognized by EPS
Reduction in Special Education Students
Maintaining/Staffing two small Middle Schools rather than one
Staffing for Nursing Services greater than acknowledged by EPS
Maintaining/Staffing five small Elementary Schools rather than four
Class Size Target less than State standard

Explanation: The additional local funds are those locally raised funds over and above the municipality's local contribution to the total cost of funding public education from kindergarten to grade 12 as described in the Essential Programs and Services Funding Act and local amounts raised for the annual payment on non-state funded debt service that will help achieve the school department budget for educational programs.

Motion:
Second:
Vote:

31. That the Board of Education be authorized to expend $39,932,991 for the fiscal year beginning July 1, 2008 and ending June 30, 2009 from the municipality's contribution to the total cost of funding public education from kindergarten to grade 12 as described in the Essential Programs and Services Funding Act, non-state funded school construction projects, additional local funds for school purposes under the Maine Revised Statutes, Title 20-A, section 15690, unexpended balances, tuition receipts, state subsidy and other receipts for the support of schools.

<strong>Motion:
Second:
Vote:

32. That the City of South Portland will appropriate $20,000 for Adult Education and raise
$20,000 as the local share; with authorization to expend any additional, incidental, or
miscellaneous receipts in the interest and for the well-being of the adult education program.

Motion:
Second:
Vote:

*Audience of Citizens - Open Discussion

Adjournment

Motion:
Second:
Vote:
Time:

*Citizens in the audience will be privileged to speak on any educational topic. Such privilege is to be limited to one presentation per citizen of not more than five minutes.

~Agenda~

1. Welcome
2. Approval of minutes from March 20, 2008
3. Prioritize list and costs from aspects of SPHS plan.
i. Consideration of plans by Harriman
ii. Identification of projected costs by prioritized segment of the plan
4. Recommendations to Board of Education to bring to the CIP planning meeting.
5. Next meeting CIP planning meeting w/ City Council and Board of Education, April 28, 2008 @ South Portland Community Center, 6:30 p.m.
6. Other

March 20, 2008

MEETING NOTES

These notes were prepared by Megan Welter / Steve Bailey to the best of their understanding. If you find any inaccuracies, please contact the Superintendent of Schools Office at 871-0555 within one week after receiving the notes.

Present: Tom Blake, Suzanne Godin, Megan Welter, Polly Ward, Kathy Germani, Gene Swiger, Ellen Benson, Randy Martin, Carrie Hall-Indorf, Jeanne Crocker, Molly Aldrich, Ralph Baxter, Jr., Dan Cecil and Steve Bailey

1. Welcome and introduction of newly appointed members (Tom Blake and Eugene Swiger)

2. Approval of minutes from November 8, 2007

3. Review of data from SSFC Survey (December 2007)
a. Survey reviewed
i. 84 respondents
ii. Primary reasons that project was voted down:
1. Plan too expensive.
2. Should have applied for funding from the state.
3. Proposed design was too large.
iii. Those in favor cited the following reasons:
1. Children in school system.
2. Value strong school system.
3. Safety, health, ADA issues within the school.
iv. While communization & misinformation are still a concern, the opinions represented in the surveys are the opinions of the South Portland voters.

4. What are next steps?
a. City Council, Board of Education, & SSFC need to review the needs of the schools as presented by the SSFC
i. April 28th (new date-previously scheduled for May 12th) - a joint workshop has been scheduled to have the three above bodies meet.
ii. We need to develop a memo that states for each project:
1. Purpose & Description of project
2. Need
3. Cost
4. Funding sources
iii. We need to write 3 different memos from this committee (1 for each secondary school: SPHS, Mahoney, & Memorial).
1. We should include an explanation of the logic behind submitting two applications (1 for each middle school) to the state. We would be willing to consolidate into one middle school.
2. Over the next 20 years, we are looking at 3 major building renovations- might only be 2 (if middle schools consolidate).
3. The City Council already recognizes the need for the renovations to the three schools (T. Blake).
4. Prior to the workshop, have a conversation with Scott Brown (person at the state) who can update us on the status of the date for new applications and the revision of the application criteria worksheet.
5. Doesn't look like more money will be available from state in revolving renovation fund-State in dire straits right now.
iv. For the workshop presentation:
1. Start with Design Studies from Harriman.
2. Consider & revise for inflation-assuming going to bid in 2010 (Ref. in Nov 2009)--20% up in copper in last 6 weeks, but cost of plywood & drywall is going down).
3. We will move forward with middle school memos using design studies. Problem with using the design studies for middle schools-not apples to apples comparison to high school design The reason we know more about the H.S. is that more studies have been done. We will need to write some language in memo indicating the need for more study before we could give hard numbers /costs for middle school projects.
4. What would we propose as a H.S. project?
a. If we propose, as is, it won't fly.
b. Given inflation, the costs will be much higher the longer we wait.
5. Will those on the city side bring projections and costs based on 2008 or 2009.
v. What is the scope of the H.S. project?
1. Maybe look at the H.S. plan that went to vote as a "master plan" to be done in phases?
2. We can present:
a. Go forward with plan (adjust for inflation).
b. Go back to committee & try to break out project over 20 years.
i. Worry about getting approval for funding, if built in phases.
ii. How do we avoid piece-by-piece or a building that looks or is broken up?
iii. The committee will need to examine priorities of a building project.
iv. Ouch… the building will be under construction for 20 years (lots of transitions for lots of kids).
3. Could we build a new building on Fickett’s property since it abuts Wainwright?
4. We wouldn't have $ to buy land- How much is land in SP?
5. Is the land better? ($40,000 for land studies…estimate of cost of land - $1.5 million…lots of water out there.
6. In presentation, address question about "excess sq. footage" in SPHS plan
7. What about eliminating the 1950's portion of the building?
8. Problem with the building is that when you "touch" one part of the building, you trigger a lot of upgrades & DEP issues on the site
9. We will have to find out about the Fickett property.
10. If we do build elsewhere, what do we do with old building?
11. Do we ever consider bonding one huge bond- for 2 buildings?
12. We have a 5-year window to finish bonding a project from the date of the referendum.
13. In some ways, we have already phased these by bonding elementary, then high school, then middle schools.
14. An issue with a phased plan is that we don't have excess space ... we would have to put kids in trailers for extended periods of time.
15. Any phasing plan: first phase will trigger DEP issues
16. Beal Gym-what to do?
vi. For the memo:
1. Project description & explanation of the need.
2. Priorities for SPHS.
3. What we will put forward to Council will have to be voted on by Board at their April 14, 2008 meeting. We have the meeting of 4/3/2008 to determine the content of the memo to send to the Board of Education.

b. Further conversation regarding next step considerations
i. Costs have skyrocketed since November 2007 (last referendum).
ii. The next time the State might accept applications--best case scenario is spring 2009. Within best case scenario: building in 2013
iii. What about "Revolving Renovations" and "What will we do with Beal Gym?"
1. Gym roof: $945,000 project- state would only consider structural improvements… only would fund $83,000 of the total project cost. (This represents a shift-- we used to get a much higher % of projects)
2. In the past, the city has paid for it up front & we have gone to the state after
3. Do we present the gym roof as a separate, outside project?
4. City Council might be willing to go to referendum for gym roof & SPHS social worker area where there has been much water infiltration. Social worker area had been put in FY09 budget.
5. Does it make sense to sink that much money into the gym if that gym won't be usable? The people are clear that they don't want 2 gyms in a new plan. We would need to build a new gym. We don't want to do the renovations to the Beal gym roof only to undo them.
6. State money for roof ($83,000) has a window of time for completion.
7. They won't accept applications for major capital construction projects until they re-work the old criteria (last time they took app. was 03-04)
8. Even if we get state money for construction, we wouldn't get 100% funded because we don't have any state-approved debt service.

c. Communication
i. We had so many issues with the high school that we couldn't narrow focus of proposal.
ii. How can we do a better job at communicating with City Council so they understand?
iii. We need to prioritize the needs:
1. Start with Health & Safety, ADA, Technology planning and needs, Educational needs
2. If we start with annex, where would we put kids
3. Cut out new gym?
iv. ADA mitigation 5-year plan is needed.

Priorities for SPHS

Health & Safety
ADA
DEP

* Water infiltration
* Security
* Air Quality
* Life Safety 101 (building codes)
* Emergency lighting
* Stairwells
* Ht/width
* Structural
* Mechanical System
* Ventilation
* Electrical Load
* Parts of Building not accessible * Storm water/watershed
* Permitting

- Next meeting:
- Look at above list & prioritize
- Dan's team will bring plans to look at ways to prioritize stages of the plan
- Invite the full Board of Education

Next Meeting will be Thursday, April 3, 2008 to be held at the SPHS library from 6:30 - 8:30 p.m.

We also are scheduled to meet with the Board of Education and the City Council on Monday, April 28, 2008 to share the high school and middle school needs. This meeting will be at 6:30 p.m. and be held at the South Portland Community Center. (This is a change of date from the previously scheduled May 12 meeting).