Budget Presentation and Regular Meeting of the Regional School Committee
Tuesday, December 19, 2006, 6:30 p.m.
High School Library
Present: Elaine Brighty, Chair Jere Hochman, Superintendent
Tom Flittie Mark Jackson, HS Principal
Andy Churchill Nick Yaffe, MM Principal
Alisa Brewer Mark Prince, WW Principal
Maureen Ecclestone (arrived at 7:30) Public
Michael Katz (arrived at 7:42) Press
Debbie Westmoreland, Recorder
Absent: Marianne Jorgensen, Sonia Correa Pope, Michael Hussen
1. Welcome 7:41 p.m.
The regular meeting of the Regional School Committee was preceded by a one-hour budget process presentation by Dr. Hochman.
A. & B. Call to Order/Agenda Review—Ms. Brighty called the meeting to order at 7:41 p.m. She then reviewed the agenda and welcomed everyone to the meeting.
C. Minutes—None
2. Announcements and Public Comments None
3. Superintendent’s Update 7:42 p.m.
Dr. Hochman reported that approximately 225 toys were collected at the High School to be delivered to one of the elementary schools for wrapping and holiday delivery to local children. He then reported that the letter has been sent to Hampshire Educational Collaborative requesting a two-year leave from the Collaborative. The letter also notes that if a two-year leave is not possible, the district is withdrawing membership completely. Dr. Hochman also noted that the contract with NESDEC for a Demographic Study of the Amherst Elementary Schools is forthcoming in the next two weeks. Dr. Hochman reported that the district All-Call system is in place, and the first test call was made to families last Thursday with a 92% successful call rate. Information collected regarding the reason for bad calls will allow the schools to clean up incorrect phone numbers in the district database. Dr. Hochman also reported that he made a statement regarding the proposed CharterSchool at the Charter School Hearing last Wednesday night in Springfield. Ms. Brighty noted that she also made a statement, which is available for those who want a copy. Larry Kelly requested and received a copy of Ms. Brighty’s statement and Dr. Hochman said he will email a copy of his statement to Mr. Kelly.
4. Unfinished/Continuing Business None
5. New Business None
6. Reports 7:47 p.m.
A. Operations and Facilities—Dr. Hochman introduced Ron Bohonowicz, Director of Operations and Facilities. He noted that Mr. Bohonowicz serves in this role for both the Schools (80%) and the Town of Amherst (20%). Mr. Bohonowicz reviewed the information presented in the School Committee agenda packet, including a report on major work projects that have been completed in each of the district buildings since he began work in July. Ms. Ecclestone asked what Mr. Bohonowicz believes is the biggest change he has made in his department since he joined the district. Mr. Bohonowicz stated that it is the analysis of data he and his staff are doing. He is training members of his staff to do analysis of all areas of their work in order to determine patterns in an effort to improve efficiencies and save money wherever possible. Mr. Churchill said it is great to have the information Mr. Bohonowicz has provided. He asked if it would make a difference in the budget if the distance-from-school requirement for students to receive transportation was changed. Mr. Bohonowicz said that it would depend on the number of students on the routes and whether any additional buses would have to be added to accommodate them. Mr. Flittie asked if we are able to combine materials purchases with the Town since Mr. Bohonowicz works for both. Mr. Bohonowicz explained that at this time they cannot be combined; however, his goal is to get to the point that the Town and Schools can get combined bids and quotes in order to save money by purchasing in quantity.
Information Systems—Dr. Hochman introduced Jeff Comenitz, Director of Information Systems. Mr. Comenitz began by reviewing the information that was presented to the School Committee in the agenda packet, including an overview of recent accomplishments of the Information Systems department. In particular he explained the Data Warehouse that Amherst and other Districts have been working with DOE for the past three years to implement. This data warehouse will allow districts to analyze data in-depth and easily share data with other districts when students move within the state. Mr. Comenitz noted that the Data Warehouse will be unveiled to state Superintendents tomorrow. Mr. Flittie asked if there are security measures in place to ensure that hackers cannot get into the district’s network to steal information. Mr. Comenitz said that while you can never have 100% assurance that the system cannot be hacked, the district has several security measures in place. One measure is having a limited number of contact points for our network with the Internet. Ms. Brewer asked Mr. Comenitz if he could give the committee some ideas of items that will be needed in technology that are not in the capital plan or the current budget. Mr. Comenitz said he is working on details now, but he knows there are some extended warranties and software programs that were not anticipated. In addition, the purchase of equipment has increased over the years and the ability for limited staff to maintain that equipment has gone down. Therefore, some requests to restore cuts from prior years may be needed. Ms. Ecclestone asked if requests for technology needs in the budget are included in the budget of the department needing the equipment or in the Information Systems budget. Mr. Comenitz said he is currently discussing that issue with Rob Detweiler, Director of Finance. Ms. Ecclestone stated that she believes it is important for people to understand where those funds are included in the budget as the process continues. Mr. Churchill asked for a brief description of the functions of Powerschool and Kronos. Mr. Comenitz explained that Powerschool is the authoritative student information database and Kronos is the new Human Resources authoritative employee database that is currently being implemented. Mr. Churchill asked if the Information Systems department will need to evolve to handle more data analysis since the data warehouse will be coming online. Mr. Comenitz noted that Funmi Agbebi is a data analyst who was hired in his department about a year ago. She and others in Information Systems will be working on cross-training with other departments to enable people to run their own reports. Ms. Brighty stated that it is amazing to see so many things come to pass that were discussed five years ago. She thanked Mr. Comenitz and Mr. Bohonowitz for coming and for their very useful reports.
7. Sub-Committee Reports 8:40 p.m.
Ms. Brewer asked if there is any new information from the BCG group and when the JCPC group is meeting. Ms. Brighty said BCG will be meeting tomorrow so information will be available at the next meeting. The next JCPC meeting is January 18, 2007.
8. School Committee Planning None
A. Calendar Review—Ms. Brewer asked that the January budget meeting dates be sent to people prior to the holiday. Dr. Hochman said the dates were sent out last week, but will be sent again because the Middle School and High School budget meetings will now be separate. In addition, several negotiation sessions have been scheduled.
B. Items for Upcoming Meetings
9. Adjournment 8:47 p.m.
Ms. Ecclestone made a motion to adjourn at 8:47 p.m. Mr. Churchill seconded and the motion passed unanimously.
Respectfully submitted,
Debbie Westmoreland
Approved 1/9/2007