ADVISORY COUNCIL MINUTES

June 2007-no meeting held

May 22, 2007
• It was asked if the meeting minutes could be distributed sooner.

Snow Days:
• The calendar for 2007 has been revised and is to go to the Board for approval at their 5/22/07 meeting. Revisions recommended are that the scheduled June 15 Staff Work day be changed to a ½ day for elementary in the afternoon, and that the scheduled June 21 Elementary ½ Staff Day be changed to a full day with students.

Staff Concerns:
• After discussion, it was decided that the Advisory Council will plan an exchange day to help elementary and secondary staff understand each other’s perspectives.

Flags being lowered to half-mast:
• The group thanked Larry for the e-mails about informing them of the flags being lowered to half-staff.

Student Assessment Data:
• Is there a way to narrow focus/accessibility to pertinent and adjacent grades but not give each teacher district-wide access?
• Larry advised that Chris Mount is looking into ways to do this technologically.

April 17, 2007

Menu:
• Seems like a lot of high fat and high carbohydrate foods are being given and offered.
• Larry advised that the Wellness Committee will be studying our menu choices.

Snow Days:
• Larry advised that he is discussing with Lori Megivern.

Staff Concerns:
• Some of the elementary staff feel less equal due to the High School teachers seeming to be “off” during Regents week.

Transportation:
• The bus solution to the traffic problems at Parker Elementary seems to be working.

Nursing Shortage:
• Continuing to research to find a solution.

Buildings and Grounds:
• There seems to be an odor in the library at Smith.
• The District will be vigilant about keeping the rooms as dry as possible, clean as possible, and will continue to look for reasons as to why this s happening.
• Please see the attached e-mail from Dave Payne.

Flags being lowered to half-mast:

• It was asked if there could be an e-mail every time the flags are flown at ½ mast.
• Larry advised he would send out an e-mail when these events happen.

Parent Conferences:
• Concerns were expressed about the location of parental conferences.
• Larry advised that we will revisit this next year and reevaluate.

Student Discipline:
• Concerns were raised about the senior prank and worries that the consequences are too lenient.

March 20, 2007

Parker Traffic Concerns:
• Larry explained that a meeting had been held this morning, 3/20/07, on the Parker parking problem. A new traffic pattern will begin after the spring break and will be tested until the end of the year.

Nursing Shortage:
• The remaining nurse sub has left the District. We are currently investigating the use of a temp agency to generate more subs.
• It was noted in later discussion that SED says you cannot use an LPN as school nurse, but they can do most of the school nurse duties if supervised by an RN.

Sub Calling Service:
• Subs are not called between 6:45 and 8:00 AM, which makes it hard to get a sub by 8:15 AM.
• There seems to be some confusion as to who to call at the High school.
o Larry suggested that this concern be discussed with their principal.

Calendar Issues:
• How many snow days are built into the calendar each year? Does the number of days allowed for elementary and secondary differ?
o Larry explained that for this year there had been 2 days built into the calendar, and there were 3 snow days used.
• Discussed the possibility of delayed openings.
o Larry advised that procedures would be developed and reviewed.
• Concerns were expressed regarding the adopted 2007-08 calendar:
o Parent conferences have been scheduled for 10/18, earlier than usual. Report cards are usually passed out during conferences, and having them earlier would cause a lapse as to what is said at the conference and what shows up on the report card. Would report cards then be passed out to students to bring home?
? Larry noted that report cards could be distributed at Open Houses.
o As November 21 is shown as holiday/vacation day, has the PPPD day been dropped for next year.
? Larry advised that there will be no formal PPPD next year.
• Larry noted that all District staff were invited to a have coffee with the Superintendent on January 25, 2007 to discuss any issues/concerns they had with the proposed calendar for 2007-08, and the idea for the earlier conference date came out of that meeting.
• Larry also advised that he would review next year’s calendar in detail at the next meeting.

Good Friday:
• It was asked if this could be taken as a personal religious day, if a workday.
o Larry said that it could be.

CSE Meeting:
• Some parents have been told that we are going to full inclusion next year; however, no teachers have been notified of this.
o Larry advised that this is not true, we are not going to full inclusion.

Bus Driver Shortage:
• The bus driver shortage is putting a lot of pressure on with regards to field trips, etc.
o Larry advised that administration is always open to suggestions. This has been a topic of discussion in Leadership Council, and we are trying to find a solution to this problem.

Communications Concerns:
• A concern was expressed about feedback not being received at the high school from Open House or the November Superintendent’s Conference Day. Also, a list of students at risk was to have been distributed to staff and has never been received.
o Larry advised that he believed the Superintendent Day feedback was e-mailed, but was not sure if it was sent District-wide.
o Larry advised that the information on students at risk is being worked on for another means of distributing other than by a list.
• A lengthy discussion was held regarding Perception Surveys, the purpose of them, if they were beneficial, and if the current document was a useful one. Some felt it meaningful as constructive criticism.
o Larry advised that due to time, it was decided to use the same survey as previously used for this year. However, as it is felt that there are flaws in the system, after this year, when time permits, the system will be reviewed.

February 2007

Could routine maintenance and repairs to furnaces be scheduled on days other that staff work days, or days when special events/guests are planned.

Concerns were expressed and discussed regarding going from two fifth to one sixth grade class. Currently fifth grades are 14 and 12. What if there are additions and it goes above 26 for sixth grade?

Concerns were expressed about the different attire required for sports teams. Is there some way to coordinate efforts to lessen the cost to students.

Discussed the process for submitting items for the capital project.
• Larry explained the process, and that it would involve stakeholder groups and focus groups.
• Also noted was that it would be at least 3 years to significant work initiation.
• The group also discussed equipment that may not qualify for aide.
• Also discussed was the possibility of a replacement scheduled for certain equipment, such as photography equipment, similar to what is currently done for textbooks, PCs, etc.

Regarding discipline, it was noted that the process is being worked on.

The heat is turned off at 3:00 PM, and some programs run until 5:00. Is it possible to check on the activities/programs for the day before shutting off the heat?

Continued to discuss concerns and solutions to parking problems at Parker.Continued to discuss the nursing shortage and concerns with the current solutions.

January 2007

When the capital project is finalized, could an update to the heating system be included?
• Larry advised that updates to the District’s heating systems will be included.

Again discussed the nursing shortages and possible ideas, including a floater, for a solution.
• Larry and Steve Woodard noted that the nurses have been meeting, and are working on a possible solution.

It was requested that current follow-up be provided at meetings on issues previously discussed and still pending, for example, the parking issue discussed at the last meeting at Parker.
• Larry advised that this could be done.

It was asked if it was possible to start Kindergarten earlier, if the start date could be changed.
• Larry explained that there is a possibility of flexibility as kindergarten is not mandatory. However, he stated that this should be systematically looked at before any changes are made.
• This lead to a discussion about retention. Larry reported that our current process is currently being looked at and studied by elementary principals.
• Some of the current criteria for retention and what is needed for first grade was reviewed. A copy will be forwarded to the Superintendent.
• Also discussed the differences between YIT and Instructional Support Teams.

It was noted that Advisory Council members should first attempt to resolve issues with their principal before bringing them to the Advisory Council meeting.

With regards to discipline concerns, it was noted that Steve Woodard has set up a focus group (grades 7 through 10) to discuss discipline issues. They will discuss specific issues and general perceptions, and will have a report in February.

Larry noted that all staff received an invitation to meet with him on January 25 to discuss calendar issues. He asked the group to remind those in their buildings who have concerns about the calendar that this meeting is on January 25, from 3:30 – 5:00.

The Decemeber meeting was cancelled.

November 2006
A concern was raised about washing desks in classrooms. Previously staff had not been allowed to clean or keep cleaning supplies in classrooms, but were recently advised that they should wash the desks, and not custodians, when there is a peanut allergy. Would this also be true for other food allergies?
• Larry Spring advised that he would ask the principals, Carl Van Etten, Judi Riley and Beth Donnelly to meet to discuss this matter.

Discussed a safety concern at Parker due to the amount of traffic coming into the parking area to drop of and pick up children from school.
• It was noted that Officer Reyngoudt reviewed the situation, but suggested that this should be done over a period of time, as some days are not as bad as others.
• Discussed possible solutions, including signage, a sidewalk along one side of parking lot. Larry Spring noted that the lot is not officially school property, but belongs to the park, so the City would need to be contacted for anything done to the parking lot.
• It was noted that the reduction of parking spaces is really not an option as there is not much room now.
• Larry noted that the situation should be analyzed by a professional.

The recent fire inspection noted rooms that need automatic closing doors. A concern was expressed that due to the air quality in copy machine rooms, a door needs to sometimes be open.
• Larry advised that this should be discussed with their building principal.

A concern was raised about the donuts and sugary cereals being served for some special events.
• Larry advised that this should be discussed with their building principal.

A concern was raised about the use of computers by staff’s children, noting that in one instance the parents were working at the school and their supervisor told them that their child could not use a computer. It was asked if that was policy or specific to the individual involved.
• Larry asked if any other individuals received similar treatment in after hours computer use. (None did.)
• Larry asked for the name of the individual so he could further investigate.
• There was some discussion about the general desire to have school facilities open to students and their families in the off hours.

It was noted that the High School administration in thinking outside the box has made academic arrangements with specific unmotivated students to motivate them to be successful, not always with input from teachers.
• Larry explained the need to think of alternative ways to keep students in school.
• He also noted that decisions on alternative methods should be made by a team consisting of teachers, administrators, students and the parent as a collaborative process.
• This is a new approach and will develop into total team involvement.

Larry shared information from a recent Cortland Business Network sub-group meeting, advising that it was noted at the meeting that students being hired are not measuring up.
• To address this problem, Larry advised that he would like to begin to look at life skills (attendance, motivation, dress, etc.), business growth, and jobs available, to find out if our courses prepare students for the work force that is currently in Cortland County. It was noted that a few years ago, visits were made by students to businesses.

October 17, 2006
Calendar:
• Everyone was reminded that regarding the ELA Reading Series, instances of 3-day weeks should be kept in mind.
o Lynn noted reminded all that that No. 6 is optional.
o In further discussions of the calendar, Larry advised that, as noted at the previous meeting, he will solicit input for next year’s calendar.

Smith Moisture Problem:
• It was reported that there are still concerns regarding the moisture problem at Smith.
o Larry noted that the area has been cleaned of mold and mildew. The heating system has helped to dry out the area. They will continue to work on finding a solution to make sure that it does not reoccur.

Report Cards:
• Concerns were expressed as the revised cards are still not available for input. They have been given a hard copy of the card, but would like time to review the final version and practice. A discussion followed on what was felt was the deadline date for the cards to be on the PC. It was generally felt they were needed a couple of weeks before the due date of November 9th, or October 31st, at the latest.
o Larry advised that he would check into this.

Test Scores:
• It was noted that low test scores should not be just a school problem, but also a community problem. A discussion followed on various school/community activities currently in place and concerns.
o It was noted that the lack of an after school bus at 3:15 has cut down on after school activities.
o It was asked if the Cortland Public Education Foundation could help.
o Larry noted that he is meeting with SUNY soon regarding a partnership and asked the group to let him know of any concerns that could be expressed at that time.
• A concern was expressed regarding Junior High math test scores, and the release of the results from the State Education Department, noting that it seemed that everyone knew the results, even the newspaper, before the teachers. Is there someway that this could be changed? It is difficult to place students when scores aren’t know.
o Larry explained the State’s current system of accountability and their embargo of the results. In this instance, the State moved the “publicity date” up by two weeks and surprised us all.
o Regarding the difficulty of student placement, Larry noted, and it was agreed, that most students in need of special help are probably known before the test is taken or when the tests are graded in-house. The AIS should not depend on one measurement.

Superintendent’s Challenge:
• It was noted that grades 7-12 have created a list of all kids who are in need of mentoring, and are making sure that all have someone.
o Larry reminded all that he had asked for them to let him know how it’s going and the successes they feel they’ve had.

September 18, 2006
Report Card Issue:
• Teachers would still like pluses and minuses added. It was noted that some felt plusses and minuses also made understanding grading easier for the parents. Larry Spring was advised that a petition had been drawn for signatures of those in favor of pluses and minuses.
o Larry noted that a Committee is being formed and volunteers being solicited to review Report Card issues. Parents should certainly be considered; however, the best solutions need to be realized and the best process followed to successfully address these concerns even if, in the end, it is not felt that plusses and minuses should not be reinstated.
• Larry was asked to issue a statement as to duties and charges of the Report Card Committee, and advised that he would do this by the end of the week.

Hiring Procedures:
• A concern was raised regarding candidates who are not selected being notified in a timely manner.
o Larry advised that this concern is known to be an issue and that our hiring procedures are currently being reviewed.

District Calendar:
• Conference Day Scheduling - concerns were expressed about scheduling Teacher Conference Days on the day before a holiday and long weekend in that Thursday, November 9 is a Conference Day, Friday, November 10 is Veterans Day. It was also requested that the date be changed. Possible solutions for future scheduling were discussed.
o Fred Amante explained that the original date of Friday, November 17, had been changed to November 9, before a holiday, as it was felt by principals and teachers that it was a better day to hold conferences rather than on a Friday, meaning teachers would have to stay late before a weekend.
• The contract says that a tentative school calendar will be given to the Union before presentation to the Board of Education and that the Union shall have the right to review the tentative school calendar and to present suggested changes and/or revisions. Could discussions be held with CUT for input, especially about the February break, before the area superintendents and BOCES first meet?
o Larry replied that, yes, he would be willing to meet first with CUT to find out what people’s thoughts and ideas are.

Attendance:
• Parents of sick children still call the office line although repeatedly notified to call the nurse. How can this be resolved.
o Fred suggested using what Barry came up with to solve this problem - a magnet.
• Also noted was the time nurses must spend making phone calls, and the need for a better way to communicate to parents.

Summer Professional Development:
• W4 Forms – had to be completed at every workshop.
o Per Fred, Alana Van Winkle sends instructions district-wide in early June requesting W4 forms be completed and returned to her. If they weren’t, then they would need completion at every workshop.
• Is there a timeline on BOCES portion of the summer workshop payment as the District’s portion was received but not BOCES. Also, when BOCES pays, could the bill be itemized so that it’s known what you are paying for.
o Larry noted that they should contact the business office directly for these questions/concerns.

Transportation:
• It was noted that there were some transportation problems the first day, which are being worked out with Transportation.

Buildings and Grounds:
• All agreed that the buildings looked great and commended Buildings and Grounds for their efforts.
• There is a moisture problem in the west wing at Smith Elementary causing mold, mildew, etc.
o Larry explained the cause of the problem is air intake bringing in wet/damp air. A cleaning crew was in over the weekend to clean the mold and mildew, and the condition will continue to be monitored. When the heat is turned on, the problem will, most likely, go away; however, a long-term solution is being sought so that the problem doesn’t reoccur in the spring.

Instruction:
• A concern was expressed regarding the SPARKS program at Smith. As the special education teacher is no longer there, the program is no longer running. What will happen to the students?
o Larry assured them that the students’ needs are being met.
• Classroom visitations:
• There was a lengthy discussion on the expectations of the classroom visitations being conducted, and the purpose.
o Larry Spring explained that these are being conducted to give him an understanding of how instruction happens in the District. He noted the walk-through model of visiting buildings and collecting data in a short period of time being a valid way to make sense of what’s happening in school, not in individual classrooms.
o He advised that his building vistations are not being conducted as part of the observation process.
• There was still a concern voiced that they could be used as part of the observation process.

ITS:
• It was asked if long-term subs could be given e-mail accounts using their names and not sub 1, sub 2, etc.
o Larry agreed that long-term subs should be given accounts in their name, and advised that he would check into this with Kieran O’Connor.

Name Tags:
• When the current name tags are updated, can suggestions be given for improvement as it seems that there could be more uses that could be incorporated into these cards – building security and entry with a swipe system, etc.
o Larry advised that suggestions could certainly be accepted.

June 2006-Meeting cancelled by Mr. Thomsen.

May 23, 2006
There is a concern with class sizes for next year in some of the early primary grades.
• Mr. Thomsen advised that current figures would change before the beginning of school, and a more accurate figure would be availa

On Tuesdays and Thursdays, due to Select Orchestra and Band, the last buses for Smith don’t arrive for students until 3:55, almost an hour later than their first bus. This is a concern for teachers who rotate bus duties in the afternoon.
• Ms. Wanish will discuss this with Sheila Williams, Transportation Supervisor.

*Regarding the Report card format changes, it was noted that all teachers had not seen the changes. It was also noted that the new format will go to the programmer sometime after the 14th.

Nurses – Shortage of Substitutes:
• A concern was again raised regarding the shortage of substitutes. In discussion, possible solutions of a separate agreement being negotiated with nurses, and hiring a few registered nurses to oversee LPNs was discussed.
• Mr. Thomsen advised that Judi Riley and our attorney will review the options and discuss this concern with the new Superintendent, Larry Spring.
Nurses – Workload:
• The District procedure is if your child is sick, you call in. Nurses would have more time if parents were more educated on the procedures.
• It was suggested that this summer and fall parents be educated through the media (Jeremy Boylan) on the proper protocol for calling in absences, tardiness, and possible school delays, making sure that parents know that they must call even if their child is sick for one day.

**Mr. Thomsen explained the results of this year’s Budget Vote and Board of Education election. He noted that the change in polling locations from 8 city locations to 1 at the Kaufman Center had gone well. The locations in Cortlandville and Virgil remained the same.

April 18, 2006

It was reported that there had been no major problems with report cards.
• Would still like to be able to use (+) and (-) in grading.
• It was noted that the teachers were grateful for the extra time to do report cards for the 2nd and 4th quarters. Questioned if it would possible to have more time during the 1st and 3rd quarters.
• Mr. Thomsen noted that he would make sure that the new Superintendent was aware of this.

A discussion was held regarding coverage for Nurses. It was explained that currently if a nurse is absent, coverage usually comes from another building as it is so difficult to have substitute coverage. With the much more extensive health care required of school nurses today, the absence of a nurse while covering another building could cause problems if emergencies arise.
• Possible solutions were discussed: increase the pay for substitute nurses; train a “nurse’s aide” who would be familiar with the children and building and have general first aide knowledge and CPR.
• Mr. Thomsen advised that he will discuss this issue in cabinet on Friday, when our attorney will be present.

*It was thought that the Writing/ELA Folders were to be discontinued when the report cards were finalized. Is this being done and has it been communicated to the staff?
• Mr. Thomsen advised that he would check with Paul Goodwin during Cabinet on Friday.

Mr. Thomsen advised that the new Superintendent’s anticipated start date would be July 1, with expected contract finalization by the end of April.

No meeting occured in March due to Mr. Thomsen being at a meeting in Albany.

February 14, 2006
Mr. Thomsen was asked if anything further had been decided on the 2-hour snow emergency delay.
• He advised that the subject continues to be studied and reviewed. There are many areas that have to be explored, such as crossing guards and their availability 2 hours later, and the need to and the best way to communicate the delay to parents and employers. If the need presents itself, it may possibly be tried this winter. More likely is that there may be a plan in place for his successor.

The subject of overworked nurses was again noted, and their workload of attendance on top of caring for sick children, meds, and the lack of available substitutes.
• Mr. Thomsen noted that he would look into this concern. He also noted the common knowledge that there is a nursing shortage everywhere, not only in the schools. This has been a recurring problem in all buildings, except possibly the high school, where nurses don’t do attendance.

It was asked if the late bus would be reinstituted.
• Mr. Thomsen advised that this matter was discussed at the last Leadership Council meeting and is being reviewed.

It was asked if any progress had been made on the calendar for 2006-07.
• Mr. Thomsen noted that draft calendars were on the agenda for tonight’s Board meeting. He hopes to have final calendars by March 14.
• He explained that Draft #3 had been chosen by BOCES, and we are currently working on revising it to meet our needs. He has received a list of ideas from the CUT President, which will be reviewed.
• He explained that it should be remembered that changing the calendar to be different from BOCES or the other County schools causes problems such as what to do with the Special Ed and CTE students that go to BOCES.

It was asked if the issue of pluses and minuses on report cards is still open, and the reply was, yes, it is still an issue, and something elementary teachers would like done.
• Ms. Wanish explained that the key on the report card has never allowed for pluses or minuses, its just something the teachers took upon themselves to do. If they are added to the current program, the key would need to be changed. Changing the key requires a committee be set up to review.

It was noted that Mr. Thomsen’s visits to the schools are appreciated.

January 17, 2006

Mr. Thomsen introduced himself and gave a brief summary of his background.

Mr. Thomsen was advised that the purpose of the group and meetings was to discuss problems and concerns in the hopes that they could be settled before they became more serious or possibly future grievances. They noted that the proper channel was to first take questions/concerns to the building principal.

Fire Inspections. A concern was expressed by a staff member who was written up for boxes piled on top of cabinets. It was noted that the boxes had been there for over 20 years, and that they had never been written up in the past or asked to take them down. A discussion followed regarding the lack of storage space.

It was again noted that, beginning last year, there is a new Fire Inspector.

Also noted was the e-mail sent out by Carl VanEtten last September 29, explaining some of the most frequent violations, including storage.

Systematic Abandonment. It was explained that Dr. Lutz had introduced a program of Systematic Abandonment as a way to review and stop unnecessary procedures. It was requested that ELA folders be looked at again to see if necessary.

Mr. Thomsen advised that he would discuss the matter with the Cabinet.

Electronic Report Cards. It was asked if there would be Tech support at report card time, not just on the 30th, but during the day and at night a week in advance.

Mr. Thomsen asked why this request was being made, and it was explained to him that previously the system had shut down at various times due to too many users at one time.

Snow Days/Delays. It was questioned if the District would be using snow delays, with the understanding that Mr. Thomsen was familiar with this procedure.

Mr. Thomsen advised that the Cabinet is currently discussing delays and procedures. Mr. Goodwin has askedfor feedback from the principals. The matter will continue to be reviewed. It is uncertain if any changes can be made this school year.

Superintendent Accessibility. Mr. Thomsen was asked about his accessibility to staff.

He advised that during the next few months, he doesn’t expect he will be easily assessable due to the budget season and other current time-consuming matters. However, he will be visiting the buildings, and would be more than glad to stop into classrooms if asked.

If a staff member would like to see him, or has a matter to discuss, he suggests they contact Carolyn Dorn for an appointment, and not e-mail him at this time.

Capital Building Project. Mr. Thomsen was asked if there would be a building project.

Mr. Thomsen explained that Dr. Lutz had left wish lists from the buildings, and that he would be discussing thisinformation first with the Cabinet and then the Board in the months ahead. However, he noted this project will more likely be one that the new Superintendent would want to be involved with from the beginning.

December 2005

The snow day on Friday, 12/16 was discussed at length.
• Dr. Lutz explained the decision not to close schools, noting that Sheila Williams came in at 3:00 AM to travel the roads. Unfortunately at the time school buses were making their high school run, there was a narrow heavy band of snow moving through the area. Many high school parents decided to drive their children to school, and some cars were not equipped for winter driving, which caused a lot of traffic problems at the high school. Late buses at the High School in turn caused late buses at the elementary schools.
• It was asked if we lost State Aide for Friday – no.
• Concern was expressed over the safety of the students and staff.
• There were problems with snow not being plowed at the schools.
• The future possibility of a two hour delay was discussed.
• Dr. Lutz advised that he had discussed this with Fred Thomsen, the new Interim Superintendent, who is familiar with the procedure as it is used at East Syracuse-Minoa.
• Noted the need for parents to be educated on delay procedures so they would not drop children off at the regular time, which has been done in the past when a delay was tried.
• Fred Amante suggested a flashing light be used out front of the school to announce a two-hour delay.
• Teachers noted they would be willing to suggest strategies to help.

All noted their disappointment over the need for an Interim Superintendent.
• Dr. Lutz explained that a contract had been signed by both parties; however, Mr. Militello never resigned from Dunkirk.
• Dr. Lutz advised that The Board decided to reopen the search after Mr. Militello resigned * Could motion sensors in classrooms be adjusted for those who usually work late or at night. Its frustrating to have to remember to move or get up every few minutes so the lights won’t go off.

*Some feel the font is too small on reimaged PCs. Can it be changed to what it was? Can it be an individual option?

*All expressed kudos and thanks to Dr. Lutz for his leadership. It was noted that support of the arts was especially appreciated.

November 15, 2005

• Energy Conservation:
• It was noted that the staff was very appreciative of the decision to continue to allow refrigerators and microwaves already in the classrooms.
• Also discussed measures taken a couple of years ago, including turning off computer monitors at the end of the day. Most noted that they haven’t been doing this. It was suggested that a reminder be sent out.
• It was noted that in 2000, you could put your computer on standby, logoff, or shutdown, and that those who share computers would like to shut off and not shut down.
• Dr. Lutz advised to check with the Building Principal, who can check with I.T.

• TPC - What is the purpose/charge of the Committee?

• Discussed the Collaboration meeting last Wednesday. Teachers are frustrated with the changed collaborative model.
• Kristie Bliss explained that the loss of (2) SE teachers and (1) aide, and the numbers of Special Education students in the classrooms prompted the changes. 504 students and declassified students are entitled to modifications throughout the school career by their teachers.

• It was asked why Halloween Celebrations had been stopped.
• They were stopped over 10 years ago. The main reason was that costumes were too gory and scary. We tried requesting that they not be, but it wasn’t happening. Stopping the celebrations was also due to the competition in the classrooms between those that can afford and those that cannot afford costumes.

• Report Cards:
• Overall, went well. IT was quick when called for help.
• Some were unhappy about the printing process, small print on image.
• Still would like plusses and minuses.
• Smith will be reimaged at the end of December.

October 24, 2005
TO: Vicki Darrow (JSHS); Donna Franco (Parker); Jeff Gebhardt (Smith); Eileen Fitzgerald-Spiehs (Virgil); Luann Rottmann (JSHS); Crista Stark (Barry); Diane Sweeney (Randall); John Lutz; Cliff Kostuk
• Dr. Lutz followed up on a topic discussed at the last meeting regarding special needs students.
• Inclusion or Resource Room classification explained. Inclusion gets support by additional staff at regular classroom and numbers are kept to a minimum. Resource Room support designed to help students perform in a regular classroom with no additional support.

• The concern was again raised of the nurses’ workload.
• If not for the attendance need, buildings would probably not have full-time nurses. Cliff Kostuk noted that the heaviest time for their nurse is lunchtime, when attendance is done.

• Report Cards:
• Dr. Lutz advised that the ITS Department continues to work on problems being encountered with electronic report cards. One problem is that we are currently operating under Windows 98. The new software provider’s program is based on Windows XP. The goal was to have all PC’s updated to Windows XP by the beginning of the year, which didn’t happen due to unanticipated problems and time needed for imaging each computer. Lab imaging of PCs is much quicker than classroom imaging and labs have been reimaged to accommodate report card input.
• It was explained that working in the lab is time-consuming as teachers must pack up information needed to complete report cards, complete a few report cards, then pack up again to go back to class. It was asked if Computer Labs could be open at night until 9:00, and if a tech could be on-call to help with any problems.
• Cliff advised that he is planning on shutting down the lab a week ahead to give teachers time to input information for report cards.
• Dr. Lutz advised that he would schedule a meeting early Wednesday morning, at 7:30 AM, for the Advisory Council to discuss this matter with Paul and Kieran.
• Special Ed Clear Track Program was also discussed. It was noted that it was very time consuming.

• It was asked if the minutes could reflect how the Personally Planed Professional Development Day for Nov. 23 is being processed.
• The principal approves the request and submits the form when the activity is completed and approved again by the principal. The form then goes to the Business Office for teachers to be paid.
• It was noted that a lot of enthusiasm is being shown by staff regarding this process. It was suggested that a database be developed for what is being accomplished.
• Dr. Lutz noted that the process will be evaluated as to its value and success.

• It was noted that buses seem to be arriving later.
• Dr. Lutz advised that this should be discussed with the building principal.

• It was asked what could be used in the classroom for odors.
• Cliff advised that he would e-mail Beth Donovan to see what can be used safely.

September 20, 2005
TO: Vicki Darrow (JSHS); Donna Franco (Parker); Jeff Gebhardt (Smith); Eileen Fitzgerald-Spiehs (Virgil); Crista Stark (Barry); Diane Sweeney (Randall); John Lutz; Lynn New
• All noted that, once again, the buildings and grounds were in great shape for the opening of school.

• It was requested that staff be able to gain entry into the buildings over the weekends. Might be able to look at some type of card entry system?
• Dr. Lutz advised that this idea would be part of a building project that’ll be discussed at the next Leadership Council meeting.

• A concern was raised about the late placement of a teacher to Kindergarten from 1st grade as of August 15, and the difficulty in making a change like this so late.
• Dr. Lutz advised that the late placement couldn’t be helped, but that he did realize the difficulty in making a change so late.

• Dr. Lutz was thanked for the note sent to the Teacher and Support of Excellence award committees.

• It was asked if the Occupational Therapist could be involved in K-screening, explaining that this would be a much more timely approach as parents could be communicated with and permission given at that time.
• Dr. Lutz will discuss this with appropriate staff.

• It was asked if the problems with report cards is being worked on?
• Dr. Lutz advised that they were and that, hopefully, concerns expressed last year will have been addressed by report card time.

• The group asked for an update on the Superintendent Search, noting that they were concerned about a mid-year departure, and that they would rather not have an interim. They also questioned the staff involvement with the Search.
• Dr. Lutz advised that the Board hasn’t made a decision as yet as to the involvement with staff and the community.
• The Board is meeting tonight to review applications and decide on the process. They hope to have 6-8 candidates to start interviewing on September 29.
• Dr. Lutz advised that he would ask the Board to update our staff on the process.

• A concern was raised about the numbers of special needs students in some of the classes, with an example given of a biology class with 73% (14 students) special needs students and 5 regular students. Dr. Lutz will look into this matter.

• A concern was raised with the amount of time Guidance is being cut before school starts, causing scheduling and balancing problems at the beginning of year.

• Luann Rottman advised that she would be joining Vicky Darrow as a High School Advisory Council representative.

June 2006-Meeting cancelled by Mr. Thomsen.

May 23, 2006
There is a concern with class sizes for next year in some of the early primary grades.
• Mr. Thomsen advised that current figures would change before the beginning of school, and a more accurate figure would be availa

On Tuesdays and Thursdays, due to Select Orchestra and Band, the last buses for Smith don’t arrive for students until 3:55, almost an hour later than their first bus. This is a concern for teachers who rotate bus duties in the afternoon.
• Ms. Wanish will discuss this with Sheila Williams, Transportation Supervisor.

*Regarding the Report card format changes, it was noted that all teachers had not seen the changes. It was also noted that the new format will go to the programmer sometime after the 14th.

Nurses – Shortage of Substitutes:
• A concern was again raised regarding the shortage of substitutes. In discussion, possible solutions of a separate agreement being negotiated with nurses, and hiring a few registered nurses to oversee LPNs was discussed.
• Mr. Thomsen advised that Judi Riley and our attorney will review the options and discuss this concern with the new Superintendent, Larry Spring.
Nurses – Workload:
• The District procedure is if your child is sick, you call in. Nurses would have more time if parents were more educated on the procedures.
• It was suggested that this summer and fall parents be educated through the media (Jeremy Boylan) on the proper protocol for calling in absences, tardiness, and possible school delays, making sure that parents know that they must call even if their child is sick for one day.

**Mr. Thomsen explained the results of this year’s Budget Vote and Board of Education election. He noted that the change in polling locations from 8 city locations to 1 at the Kaufman Center had gone well. The locations in Cortlandville and Virgil remained the same.

April 18, 2006

It was reported that there had been no major problems with report cards.
• Would still like to be able to use (+) and (-) in grading.
• It was noted that the teachers were grateful for the extra time to do report cards for the 2nd and 4th quarters. Questioned if it would possible to have more time during the 1st and 3rd quarters.
• Mr. Thomsen noted that he would make sure that the new Superintendent was aware of this.

A discussion was held regarding coverage for Nurses. It was explained that currently if a nurse is absent, coverage usually comes from another building as it is so difficult to have substitute coverage. With the much more extensive health care required of school nurses today, the absence of a nurse while covering another building could cause problems if emergencies arise.
• Possible solutions were discussed: increase the pay for substitute nurses; train a “nurse’s aide” who would be familiar with the children and building and have general first aide knowledge and CPR.
• Mr. Thomsen advised that he will discuss this issue in cabinet on Friday, when our attorney will be present.

*It was thought that the Writing/ELA Folders were to be discontinued when the report cards were finalized. Is this being done and has it been communicated to the staff?
• Mr. Thomsen advised that he would check with Paul Goodwin during Cabinet on Friday.

Mr. Thomsen advised that the new Superintendent’s anticipated start date would be July 1, with expected contract finalization by the end of April.

No meeting occured in March due to Mr. Thomsen being at a meeting in Albany.

February 14, 2006
Mr. Thomsen was asked if anything further had been decided on the 2-hour snow emergency delay.
• He advised that the subject continues to be studied and reviewed. There are many areas that have to be explored, such as crossing guards and their availability 2 hours later, and the need to and the best way to communicate the delay to parents and employers. If the need presents itself, it may possibly be tried this winter. More likely is that there may be a plan in place for his successor.

The subject of overworked nurses was again noted, and their workload of attendance on top of caring for sick children, meds, and the lack of available substitutes.
• Mr. Thomsen noted that he would look into this concern. He also noted the common knowledge that there is a nursing shortage everywhere, not only in the schools. This has been a recurring problem in all buildings, except possibly the high school, where nurses don’t do attendance.

It was asked if the late bus would be reinstituted.
• Mr. Thomsen advised that this matter was discussed at the last Leadership Council meeting and is being reviewed.

It was asked if any progress had been made on the calendar for 2006-07.
• Mr. Thomsen noted that draft calendars were on the agenda for tonight’s Board meeting. He hopes to have final calendars by March 14.
• He explained that Draft #3 had been chosen by BOCES, and we are currently working on revising it to meet our needs. He has received a list of ideas from the CUT President, which will be reviewed.
• He explained that it should be remembered that changing the calendar to be different from BOCES or the other County schools causes problems such as what to do with the Special Ed and CTE students that go to BOCES.

It was asked if the issue of pluses and minuses on report cards is still open, and the reply was, yes, it is still an issue, and something elementary teachers would like done.
• Ms. Wanish explained that the key on the report card has never allowed for pluses or minuses, its just something the teachers took upon themselves to do. If they are added to the current program, the key would need to be changed. Changing the key requires a committee be set up to review.

It was noted that Mr. Thomsen’s visits to the schools are appreciated.

January 17, 2006

Mr. Thomsen introduced himself and gave a brief summary of his background.

Mr. Thomsen was advised that the purpose of the group and meetings was to discuss problems and concerns in the hopes that they could be settled before they became more serious or possibly future grievances. They noted that the proper channel was to first take questions/concerns to the building principal.

Fire Inspections. A concern was expressed by a staff member who was written up for boxes piled on top of cabinets. It was noted that the boxes had been there for over 20 years, and that they had never been written up in the past or asked to take them down. A discussion followed regarding the lack of storage space.

It was again noted that, beginning last year, there is a new Fire Inspector.

Also noted was the e-mail sent out by Carl VanEtten last September 29, explaining some of the most frequent violations, including storage.

Systematic Abandonment. It was explained that Dr. Lutz had introduced a program of Systematic Abandonment as a way to review and stop unnecessary procedures. It was requested that ELA folders be looked at again to see if necessary.

Mr. Thomsen advised that he would discuss the matter with the Cabinet.

Electronic Report Cards. It was asked if there would be Tech support at report card time, not just on the 30th, but during the day and at night a week in advance.

Mr. Thomsen asked why this request was being made, and it was explained to him that previously the system had shut down at various times due to too many users at one time.

Snow Days/Delays. It was questioned if the District would be using snow delays, with the understanding that Mr. Thomsen was familiar with this procedure.

Mr. Thomsen advised that the Cabinet is currently discussing delays and procedures. Mr. Goodwin has askedfor feedback from the principals. The matter will continue to be reviewed. It is uncertain if any changes can be made this school year.

Superintendent Accessibility. Mr. Thomsen was asked about his accessibility to staff.

He advised that during the next few months, he doesn’t expect he will be easily assessable due to the budget season and other current time-consuming matters. However, he will be visiting the buildings, and would be more than glad to stop into classrooms if asked.

If a staff member would like to see him, or has a matter to discuss, he suggests they contact Carolyn Dorn for an appointment, and not e-mail him at this time.

Capital Building Project. Mr. Thomsen was asked if there would be a building project.

Mr. Thomsen explained that Dr. Lutz had left wish lists from the buildings, and that he would be discussing thisinformation first with the Cabinet and then the Board in the months ahead. However, he noted this project will more likely be one that the new Superintendent would want to be involved with from the beginning.

December 2005