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MARS Board Meeting Minutes
April 8, 2008
April 8 2008 minutes from MARS meeting
Present: Paul Gagliarducci, Hampden/Wilbraham; Mindy Kempner, Southeastern
Regional; Clifford Fountain, Quaboag; Donna Harlan, Central Berkshire; Maureen
Marshall, North Middlesex RSD; Cheryl Duval, Quabbin RSD; Mike Zapantis,
Ashburnham Westminster Regional; Steve Hemmen, Narragansett RSD; Lynn Ryan,
Assabet Valley RVTHS; Michael Buoniconti, Mohawk Trail, Joanne Blier, Mohawk;
Janet Killeen, Minuteman Tech; Gene Carlo, Assabet Valley; Voe Ciccolo, Blue
Hills Regional; Bruce Kaiser, Old Colony; Christine Lynch, Dept. of Elementary &
Secondary Education; Dee Dee Niswonger, MARS
Meeting opened with introductions around the table and proceeded to agenda item
one: future of MARS.
Using MAVA (Mass Association of Vocational Administrators) as a model, briefly
described by Gene Carlo as a potentially continuous stream of officers moving up
through the ranks from Secretary, to Treasurer, to Vice Pres to President, with
the President remaining for one year as Past President, with an Ex. Director,
and sub groups that provide opportunities for all members to be involved and
thus have something to offer to their colleagues and to the organization,
Maureen Marshall introduced the presentation by Mike Zapantis of the MARS’
Future sub committee’s conclusions. Before handing the meeting over to Mike,
Maureen stressed that this idea about to be presented would require all the
members of MARS, and most particularly the MARS Board to become involved in a
way not previously required.
Mike Zapantis then indicated that restructuring the organization would involve
the Officer/Board structure that MAVA uses (and that MARS has used in the past
but without the addition of a past President staying on the Board for a year)
with the addition of a Lobbyist, employed on an as-needed basis. He stressed the
importance of the Lobbyist position as central to the re-organization of MARS.
Later in the meeting the years of work that have been given MARS by both Gene
Carlo and Dave Tobin were gratefully noted, and that MARS can no longer depend
of free services of that caliber.
Although Mike indicated the job description for the Executive Director has not
been fully developed it is expected to be part time and, the position is
essential and would include out reach across all geographical areas of the
state, possibly relying on MASS’ Round Tables by calling a meeting of all
regional superintendents from each area before or following a Round Table
meeting, thereby reaching superintendents at times already convenient to them.
Such a plan might involve superintendents without requiring them to travel long
distances monthly to a central Executive Board meeting. There might be fewer
meetings altogether according to need.
The positions of Lobbyist and Ex. Director would be paid.
The Officers would not be paid.
A first step to begin accomplishing this change is the suspension of the current
By-Laws because some aspects of the current ones might restrict the changes.
Conversation ensued about increasing dues, possibly to $1000 from the current
$500. At this time the compensation for the two paid positions has not been
determined, although it is expected that a part time lobbyist might cost
$15,000. The increased dues will allow MARS to pay “our own freight” , no longer
depending on others who have so generously given of their time and work to the
organization. The compensation for the Ex. Director has not been determined. We
are dealing with 09 now and know something of its difficulties. We should expect
2010 to be much more difficult so it is good to get the Executive Director on
line now and ready to deal with an even tougher time.
Mike Zapantis has come from being turned off by the idea of a lobbyist to seeing
the whole re-structuring move as a real opportunity. Gene Carlo sees a need to
keep regions healthy over time, thus requiring a structure in place that assures
that regions do what is right. He has worried about not bringing in the full
geographic breadth of the state as we need to do. Therefore our structure needs
to recognize geography as positions open, with people chosen from different
areas ensuring North, East, South, West, represented. He sees particularly how
the western area is unique.
Gene Carlo thanked Christine Lynch for taking her time to come to the MARS
meetings. He says her interest speaks volumes about MARS (regions) importance.
Her attendance and interest means when regions need help the relationship is
already in place.
The Executive Director will not be expected to do it all as the previous Ex.
Dir. has done. We need to think what the return to regions will be for their
dues. They need to get value for their dollars. What gives the greatest return?
Transportation has given a return. During the meeting there was agreement that
these preceding ideas would be welcomed by current MARS members, and that dues
increases for increased value would not be a problem.
The Hill has changed—history has gone because of rapid turnover in the
legislature. We got regional transportation from 26 million up to almost 60
million and the reason is history. No one remembers, today, EEOG, regional
incentive aid, etc., or even 2003 under Romney when regions got cut 20%. We need
to consider regional financing such as the 1.6 billion under funded Chapter 70,
the huge Medicaid cuts (Assabet is losing 190K) and recognize how a lobbyist can
help us. A lobbyist will sift the bills filed and tell us what is coming up of
importance. It is very difficult to change what is accomplished, but not as
difficult to get involved in the dialogue. Gene draws a big picture, saying this
is a blank piece of paper. The structure MARS is talking about is a structure
needed to protect the kids.
In answer to a question about combining the two positions of lobbyist and Ex.
Director it was said that there are two very different skill sets are needed for
these two different jobs. Attendees indicated having specific people to call for
assistance would be of value to them.
Having an assured seat on the MASS Executive Board was discussed, recognizing
that currently the three regional supers on that Board are there by luck. Even a
non-voting position would be okay, so long as the person would be part of the
discussion. However, asking MASS to be an umbrella for MARS opens up Pandora’s
Box for MASS. so the restructuring ideas make the most sense.
How do we make these changes?
1) suspend the by-laws
2) recess the June Annual meeting to September and have a meeting on the Cape at
the Summer Institute with the regional supers there.
3) Modify the dues
The website needs to include a listserv and respond to the interests of our
customer base, helping MARS to identify common problems. This will help to build
a stronger network. It was noted that the current webmaster is well able to
provide the needed services for an enhanced website.
Concerns expressed:
Essential legislative piece because the experience at Mohawk previews the
experience many regions are likely to have. With talk of a possible loss of hold
harmless things will be very serious, and a good lobbyist becomes even more
essential.
Costs of a lobbyist and salary for Ex. Director may require more dues than we
think. But the increase could provide an attractive salary for an Ex. Director.
A Board member could /should be responsible for legislative stuff. Some see that
as the Ex. Director’s role. This question will get attention at the time job
descriptions are developed, but it is important for all the members to be
closely involved to develop strong collegiality.
After the extended discussion it appeared that all were accepting the concepts
toward more marketing and outreach. It was suggested that the May meeting
include suspension of the by-laws, dealing with structure, with appointing an
Executive Director based on applications, and refining the by-laws to ensure
good geographical distribution of Board members.
Motion made by Michael Zapantis and seconded by Donna Harlan
Suspend the by-laws while we go through the re-structuring process.
The motion was voted in the positive Unanimously
The May meeting will not have to deal with that aspect of the by-laws. But the
May meeting will have a presentation from the MARS Future sub committee on dues,
and the other items discussed above. The MASS summer institute is July 16, 17,
18 and if the Executive Director could be in place by that time some feel the
regional community might be interested in organizing during that period. It was
strongly expressed that we need to be ready before September so that in
September MARS is up and running.
The position will be posted on the MASS listserv, with MASBO, on MARS website,
and other places people think will be useful.
Michael Buoniconti made a presentation on Mileage based regional transportation
reimbursement.
This method applies primarily if you are currently transporting students closer
than 1.5 miles, and have a relatively large district. Jay Sullivan, DOE, had
alerted Mohawk that alternative methods such as this exist.
Mohawk ran the figures, first using headcount. Cost per student was determined
by dividing the number of riders into total cost. The eligibility of riders was
determined by excluding those living within 1.5 miles. The reimbursable expense
was determined by multiplying the cost per student times the number of eligible
riders.
Using the alternative mileage based method first the road mileage for each
student from home to school was determined, using GPA and other technologies.
Then the sum of that mileage was calculated. Then the eligible reimbursable
mileage was calculated for all students living more than 1.5 miles from the
school.
In Mohawk’s case they estimate a 60 K plus increase in reimbursement using
either 90% and 85% rate of reimbursement.
While this method brings in a greater sum of reimbursement, the meeting was
reminded by Chris Lynch, DoE, that the more reimbursable expenses we have the
smaller percent ratio.
Chris went on the describe the DoE’s grant announcement now on their website.
Please go to the DoE site to find out about dollars available for new
transportation software and the vendors. By buying the software through the
grant program the blanket contract assures a set price depending on the vendor.
To use the grant you must act before the end of the fiscal year, as the
$400,000. is only available for this fiscal year. The grant is only for new
software, not for add-ons to existing software, and grants will not be given to
pay for previous purchases. Purchasers need to talk to the vendors about
specific hardware needs. This grant is meant to get a district up and running.
All the $400,000. will be spent. If there are more requests than money the DoE
will have to evaluate requests. If they have to evaluate they may prefer
districts starting new contracts rather than those already working within a
multi year contract.
The MASBO meeting Tuesday May 13 on the Cape has a workshop specifically on
transportation covering all aspects of the subject. One of the presenters in Jay
Sullivan. Contact MASBO for further information. It looks like a very good
opportunity.
Work is continuing on E & D. There is no change in the proscribed means
to access E & D. Once a district has an extraordinary expense that the
superintendent identifies as such to the school committee, the school committee
votes to expend the recommended amount for the specific expense and the vote is
recorded in the minutes. Other administrators cannot make this recommendation
and E & D cannot be spent without the authorizing school committee vote as
reflected in their minutes.
E & D cannot be used for a supplementary budget.
If you get blind-sided by SPED follow the pattern above and be careful to be
thorough.
It is really important that the message get out to all regions to access this
money properly and to cut it out if you are not accessing it properly.
The first meeting that included just about all players was successful in that it
was clear that all agreed conceptually. Chris Lynch agreed with that. The
definition of emergency or unforeseen circumstances was not agreed to.
The question was asked about using a contingency line item in the budget of a
certain amount. If this is done and the budget passed, is it necessary to go
back to the towns to use that contingency money. The answer is no, it is not
necessary to go back as long as 2/3rd passed the budget with the contingency
line in it.
If you use E & D to reduce assessments it must be apportioned according to your
agreement. This is one of the situations that can get a district into trouble if
the agreement isn’t followed here.
E & D can be used, if built into the budget, to reduce assessments, but be very
careful not to say you are using E & D for any specific part of the budget, like
salaries or some other area. Instead E & D is used to offset, that is, to
reduce, the budget. Don’t associate E&D in the towns’ minds with any specific
costs.
Respectfully submitted by
Dee Dee Niswonger
For More Information Contact:
Massachusetts Association of Regional Schools
P.O. Box 334, Williamsburg, MA 01096-0334
Tel: 413-268-3607
E-mail:
niswonger@comcast.net
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Massachusetts Association of
Regional Schools