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MARS Board Meeting MinutesSeptember 9, 20081. Welcome and Introductions:Maureen Marshal, President of MARS, opened the meeting at 10:05am by welcoming all those present. Those in attendance introduced themselves including the District they served: Cliff Fountain, Michael Wood, Bruce Kaiser, David Ferreira, Reza Namin, Lynn Ryan, Mindy Kempner, Brian McDermott, Christine Tyrie, Tim Lynch, David Papagni, Donna Harlan , Paul Gagliarducci, Michael Zapantis, Gene Carlo, May Joe Nawrocki, and MARS Executive Director, Stephen Hemman Chris Lynch called on Monday to indicate she could not attend because the Commissioner scheduled a meeting of the ESE staff on Tuesday morning. An agenda and packet which contained information for the meeting was given to each member. Gene Carlo announced to the Association that he would be retiring this December. He introduced the new superintendent, May Joe Nawrocki. The members congratulated Gene and welcomed Mary Joe to MARS. 2. Review Bylaws-update a. Current Officers’ structure b. Officers’ structure in other organizations The Executive Director, Steve Hemman, reviewed the proposed updates to the Bylaws. This update was presented at the Superintendents’ Institute in July. The Officers’ structure of other organizations was presented. After the review, Gene Carlo began the discussion that we should strengthen the blending of the organization, that is, the relationship between the School Committees, Superintendents, and the School Business Officials. He indicated the importance of adding this to the purpose. A discussion took place. Gene provided the group with the background of the Bylaw updating which began last spring. Moved: Gene Carlo Second: Lynn Ryan Motion: In the purpose, add that the school committee members, superintendents, and business officials are part of MARS. So voted. The Executive Director indicated to the Board that the Officers under the current Bylaws consisted of the President, Vice-President, Secretary, and Treasurer. The Executive Director has been responsible for doing the work of the secretary and the Association has hired a treasurer. The recommendation is to eliminate the secretary and treasurer positions as officers and add two directors. There would now be 9 directors instead of the previous 7. A discussion took place concerning the makeup of the Board of Directors. The consensus was the Board should consist of school committee members, superintendents, and business officials. Moved: Lynn Ryan Second: Mandy Kemper Motion: The Board of Directors of MARS will consist of two School Committee members, two superintendents, two business officials with the remaining three Directors being superintendents, or school committee, or business officials. So voted Paul Gagliarducci asked what the Board of Directors vote on. A discussion took place concerning the operation of the Board and the members who attend the Directors meetings. Who votes on what? It was stated the meetings are open to all members and an item can be placed on the agenda by any member. It was suggested that wording be put into the Bylaws concerning participation by non Board members. 3. Elections of Officers and Directors A discussion took place concerning the election of officers and directors. It was asked are if we are going to operate under the new proposed Bylaws. President Marshall indicated that we are currently operating under a vote by the organization to suspend the Bylaws. It was mentioned that future annual meetings might be held at the MASC/MASS conference in November or at the Superintendent’s Institute. More discussion will take place concerning future annual meetings. Bruce Kaiser asked about the process for the election. Lynn Ryan asked if the current officers and directors are eligible for election. Extensive discussion took place on the process and when the new Bylaws will take effect. It was suggested that the Bylaws take effect in the school year 2009-2010 so that we can keep the current structure for this year. Lynn Ryan indicated we need to discuss the issues raised at the October meeting. The issues raised were: a. Present Officers and Board members—eligible for elections b. Nominating process c. Election process 4. Establish Annual Meeting Moved: Mike Zanpantis Second: Gene Carlo Motion: The annual meeting for this year will be November 18,2008 at 10:00am at Assabet Valley. So voted The Executive Director will send an email to member districts indicating the date and time as well as who may vote. 5. Review 2008-2009 Budget The Executive Director reviewed the budget with the membership. He pointed out that a line for taxes was added. At each meeting, the status of the budget will be presented. The Executive Director requested a reimbursement of $75 per month for phone and internet expenses. 6. Review Membership List—active and establish associate member The Executive Director established a database for the membership. The members present were given the listing. An email will be sent to each Superintendent requesting a School Committee member’s name and email as well as the information for Business official. This becomes important for disseminating information and for the annual meetings. The listing will be easy to update when changes are made within a district. The addition of associate members was not discussed but will be on the October agenda. 7. Voting Members: School Committee (1) Administrator (1) The Bylaws state that each District has two voting members: One Voting Member shall be a duly appointed member of the regional school district committee, and either appointed by the Chair thereof, or elected by said committee. One Voting Member shall be the Superintendent of Schools of the regional school district or some other school an administrator of such regional school district appointed by said Superintendent of Schools. The Executive Director will send out an email requesting that the voting members be named by emailing the names to the Director. 8. Review new initiatives The new initiatives were presented to the Board. They will be reviewed at future meetings and be part of the Executive Director’s goals. Meetings by roundtables Meetings with new Superintendents Hiring a Lobbyist Working relationships with all 4 organizations: MASS, MAVA, MASC, and MASBO Gathering information on items that affect regions Sending reminders by the month to Superintendents and Regions about what they need to do concerning DOE reports Conducting surveys 9. Hiring a Lobbyist Extensive discussion took place concerning hiring a lobbyist. Gene Carlo felt that we might not need to hire one this year. Charlie Lyons stated that the Association needs to be careful who we hire. His concern is when a lobbyist is hired, in most cases they represent other organizations. It can be hard to determine who the person is representing in certain situations. It was stated that it is the collective organizations that have a strong influence over issue in the legislature. The lobbyist could be hired to alert the Association to bills that would affect regions. There was discussion by Gene, Paul and Charlie concerning the need for a lobbyist and how the person can help the Executive Director. The question was asked if we want the person to be just a lobbyist or provide different types of services. A motion was made to change the title. Moved: Lynn Ryan Second: Donna Harlan Motion: The title of Lobbyist be changed to Legislative Consulting Services. So Voted 10. E and D issues The Executive Director presented the Board with information concerning E and D. At a workshop put on by MASBO, E and D and how it is used came up for discussion by DOR. Gene Carlo provided the members with background on E and D and why it has been brought up. The Executive Director has had discussions with DOR, DESE, and MMA concerning E and D laws. There are different opinions on the procedures and use of E and D. Charlie Lyons provided information on meetings he had with other organizations and with DOR and DESE. He pointed out the opinion written by Richard Manley from Ropes and Gray. Extensive discussion took place concerning the use of E and D and how MARS should proceed. Concern in filing a law is that what goes in might not be what comes out. Questions that could be asked of State agencies: Why doesn’t DESE establish regulations concerning E and D? What is the exact problem concerning E and D? What are the concerns by DOR and DESE concerning E and D? If something is to take place concerning E and D, all organizations need to be in agreement. Charlie Lyons indicated that there is established past practice in using E and D by districts. The consensus of the meeting was to refer this to the sub group that met last spring to discuss E and D issues. Motion made concerning action by MARS: Moved: Donna Harlan Second: Mike Wood Motion: MARS supports the opinion by Richard Manley of Ropes and Gray concerning the use of E and D by regional school districts. So Voted 11. Budget votes by towns not voting the requested assessment—problems for regions Discussion took place concerning situations when a district’s budget does not pass. David Ferreira related issues that took place when he was at Old Colony. The Board meetings are scheduled from 10:00 to 12:00 noon. At 12:10pm, a motion was made to adjourn the meeting and continue with the other agenda items at the October meeting. Before the meeting ended, the Executive Director informed the group that a meeting with Kathrine Carven of MSBA is scheduled for September 23 at 11:00am to discuss how regions operate. Members are invited to attend and an email will be sent out to the districts with information. The meeting ended at 12:15 pm. The next meeting will be on Oct 7.2008. 12. 1/12 Budget 13. Status at MSBA a. Understanding Regions b. Committee to work with MSBA 14. Gov. Patrick’s “Readiness Project” 15. Set Meeting dates for Board and round table meetings 16. Goals for 2008-2009 17. Formation of Sub Committees a. Laws and regulations affecting regions b. Health insurance c. Energy d. Grants e. Personnel f. Mentoring g. Insurance h. Assistance in doing End of Year Report Respectively submitted, Stephen R. Hemman Executive Director Serving as Secretary
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