Official - Approved by the Board – 10-19-2009

SAU #44 Strafford

Northwood School Board
October 5, 2009
Public Session
6:00 PM

School Board Members:

Ms. Colleen Pingree - Chairman
Mr. David Ruth - Vice Chairman
Ms. Barbara Gendron - absent
Mr. William Tappan
Mr. Mark Overmyer

Others:
Dr. Michael Ludwell, Superintendent, SAU #44
Mr. Richard Hartford, Principal, Northwood School
Ms. Carrolle A. Popovich, Secretary, Northwood School Board

Visitors:
Ms. Kathy Thoms, Ms. Jennifer Gadteke, Ms. Lucy Levitaw, Ms. Judy Loto, Mr. Steven Ireland,
Ms. Eliza Farrar, Ms. Destiny Felch and Ms. Stephanie Ireland

Chairman Pingree called the meeting to order at 6:05 PM.

Public Comments:
Ms. Jennifer Gadteke spoke regarding the benefits of having a full time kindergarten program at
the Northwood School.

Ms. Lucy Levitaw distributed an information sheet to each Board member for their review and
consideration. She advised the Board regarding the many positive aspects of having a full time
kindergarten program, referencing the information she had obtained. She spoke to the benefits
that children would derive from having a full day program.

Ms. Judy Loto referenced recent document she had received from the Northwood School
concerning the kindergarten program and suggested choices. She stated that her concerns were
for the best interest of the children, prefacing the importance of having further opportunities if
there was a full time kindergarten program at the school.

Mr. Steven Ireland also rose and spoke in favor of having a full time kindergarten program, citing
the many positive benefits.

Ms. Eliza Farrar spoke to the Board regarding the benefits of having a full time kindergarten
program and the continuity of students having the same teacher.

Ms. Destiny Felch spoke to Board members regarding the benefits derived from having a full time
kindergarten program. She expounded regarding the benefits that a full time program would
Northwood School Board Meeting
October 5, 2009 – Public Session
Page 2

provide to students. Ms. Felch spoke about the importance of having children involved in
academics at an early age.

Ms. Stephanie Ireland also spoke about the benefits of having a full time kindergarten program,
pointing out the importance of socialization, whereby children would be able to interact with one
another.

There being no further public comments, Chairman Pingree declared that the Public Comments
portion of the meeting was closed. She advised that presently, there was nothing on the table at
this time for a permanent full time kindergarten program. She thanked everyone who provided
the Board their feed back.

Staff Presentation:
Chairman Pingree advised that a staff presentation would come before the Board at one of their
November scheduled meetings.

School Board Business:

Approval of School Board Minutes – 9-21-2009 – Public and Non-Public:
A review of the public session meeting minutes of September 21, 2009 transpired. One
correction was so noted. Mr. Overmyer moved, duly seconded by Vice Chairman Ruth to
approve the September 21, 2009 public session meeting minutes as corrected. There
being no further discussion, a call for the vote on the motion was recorded as a
unanimous vote in the affirmative.

A review of the non-public meeting minutes of September 21, 2009 transpired. Mr. Overmyer
moved, duly seconded by Vice Chairman Ruth to approve the September 21, 2009 non-
public session meeting minutes as written. There being no further discussion, a call for
the vote on the motion was recorded as a unanimous vote in the affirmative.

Administrative Reports:
Principal Report:
Mr. Hartford advised the Board that the Superintendent would be recommending a candidate for
the guidance counselor position within the Northwood School. He added that has stopped
interviewing candidates for the position of a part-time custodian at the school.

Mr. Hartford expressed his continued concerns regarding the K-4 Math Program, noting that the
program was not piloted last year. He stated that staff did not receive sufficient training, and after
making contact with Pearson, staffing will receive free training, and would also be visiting other
schools that have this program in place.

Mr. Hartford advised that testing sessions for NECAP began today, and would continue for the
next five (5) days (7 days for 5th and 8th grades, due to writing assessments).He commented
regarding the science testing results, noting that the 4 th grade did very well, scoring above the
state level, and the 8th grade was on par or slightly below the state average. Mr. Hartford added
that these testing results we sent home to parents for their information. Vice Chairman Ruth
asked if statistical data could be made available to the Board for their review and consideration.
Board members expressed their interest in receiving additional information from Coe-Brown
Northwood Academy regarding their testing results.

Mr. Hartford spoke to the Board regarding budget development. He advised that the staff have
completed their initial budget requests. He noted the process and procedure he would follow
regarding the compilation of the information, adding that he would be meeting with Ms. Whitmore
to review and discuss this information. Mr. Hartford noted that he has given his staff until October
15th for the S.E.S. educational supplies order.
Northwood School Board Meeting
October 5, 2009 – Public Session
Page 3

Mr. Hartford advised Board members that the Northwood School has been recognized as a Blue
Ribbon School for the State of New Hampshire. He stated that this award was as a direct result
of parent involvement. Mr. Hartford stated that a parent representative, together with Ms. Lisa
LaBella would attend the ceremony to be held in Manchester, New Hampshire on October 26,
2009.

Superintendent’s Report:
Dr. Ludwell reminded Board members of their upcoming SAU #44 Joint Board Retreat to be held
on Saturday, October 17, 2009 commencing at 9:00 AM at the Local Government Center in
Concord, New Hampshire.

Dr. Ludwell advised Board members that he recently received a request from SAU #16 regarding
the Northwood School District’s willingness to contribute towards the tuition of a student from
Northwood, who is attending a charter school in SAU 16. He advised that the request was in the
amount of $3,000, which would be paid to SAU #16, to offset the cost of the student attending the
charter school, rather than attending Coe-Brown Northwood Academy, at a tuition cost of
$12,000. Discussion ensued with Mr. Overmyer moving, seconded by Mr. Tappan that the
Northwood School Board authorizes the payment of $3,000 to SAU #16 for a student to
attend a charter school in the SAU #16 district. There being no discussion following the
motion, a call for the vote on the motion was recorded as a unanimous vote in the
affirmative.

Personnel Report:
Dr. Ludwell reviewed the personnel report, recommending that the Board review the report, as
submitted. Discussion ensued whereby Mr. Overmyer moved, seconded by Mr. Tappan to
accept the personnel report as submitted by Dr. Ludwell. There being no further
discussion following the motion, a call for the vote on the motion was recorded as a
unanimous vote in the affirmative.

New Business:
Committee Updates - Facilities/CBNA/Communications/Budget/Technology/SYNC:
Facilities:
Vice Chairman Ruth indicated that he was planning on setting up a meeting with Mr. Hartford, Mr.
Sayers and himself in the next couple of weeks.

Mr. Overmyer spoke to the noise level in cafeteria, as was discussed at the last meeting of the
Board. He noted that he spent some time in the school last week as well as spoke to Mr. Sayers
regarding this issue. It was the suggestion of Mr. Overmyer that the cost of lowering the ceiling
be considered and obtained. Board members spoke to the utilization of the room in question. Mr.
Overmyer further noted that the air handling system also is a contributor to the noise level in the
cafeteria.

SYNC Committee:
Mr. Overmyer spoke regarding the first event which was held recently. Discussion ensued
regarding the importance of getting this committee’s information out to the general public. It was
suggested that an additional bulletin board be erected which could be utilized to post this type of
information. Vice Chairman Ruth cited that there are continuing conflicts in programming
committee meetings/events with other athletic events, which are sometimes scheduled at the
same time.

Communications Committee:
Chairman Pingree advised that she would be organizing a meeting of the Communications
Committee soon.
Northwood School Board Meeting
October 5, 2009 – Public Session
Page 4

Technology Committee:
Mr. Overmyer noted that the first meeting of the Technology Committee was held two (2) weeks
ago, with the committee discussing the feasibility of working towards integrating technology into
the school lesson plans. He spoke about the fact that there were all kinds of opportunities for
teachers to be able to integrate technology into their lesson plans. Mr. Overmyer spoke to the
need to provide teachers motivation to be involved in this effort as well as the importance of
encouraging teachers to take advantage of some great resources. Mr. Overmyer noted that this
committee would be meeting again, adding that they meet monthly. Mr. Tappan questioned the
different disciplines from all those involved in the committee.

Budget Committee:
Chairman Pingree referenced a recent email she received from the Budget Committee. She
reviewed the requested information from Chairman McNally, noting the following: final financial
report from 2009, the MS-25, the DOE-25 as well as the revised revenue report. Chairman
Pingree spoke to the Board regarding additional information she suggested for inclusion. Board
members were in agreement with providing all the information, as requested by the Budget
Committee Chairman, as well as the memo that Dr. Ludwell prepared and distributed to each
Board member regarding key issues. Chairman Pingree indicated that all of these documents
would be sent out to each Budget Committee member.

Financial Statements:
It was noted that Financial Statement would be made available at the next meeting of the Board.

Emergency Management:
It was noted that Mr. Robert Young would be meeting with the Board at the next scheduled
school board meeting.

Annual Town Report:

Chairman Pingree spoke regarding the Northwood Town Report, and the information needed
from the school district relative to information to be included within this report. Chairman Pingree
advised that the finance administrator for the Northwood School District would be coordinating
this task with the Ms. Linda Smith, Board Administrator. It was noted that Ms. Whitmore provided
a listing of all pertinent items that she needed for inclusion within this report. Chairman Pingree
provided this listing to each Board member for their review. Discussion ensued regarding the
formatting of the documents to be included within the town report. Vice Chairman Ruth asked, as
a matter of protocol, that Dr. Ludwell review all documents prior to them being submitted to the
Town for inclusion within the Town Report. Chairman Pingree advised that this would be a topic
for the next Board meeting agenda. Discussion ensued regarding the Northwood School Board’s
Report to be included within the Town Report, and asked if there were any Board members
willing to write the report. Discussion ensued whereby it was the consensus of the Board that
since Ms. Gendron assisted in writing last years report, and was knowledgeable about the subject
matter, she could write the report on behalf of the full Board. Further discussion continued
regarding whether the audit report would be included in the report, as well as the management
letter. Dr. Ludwell advised that he would check on this further, and would report back to the
Board with his findings.

Future Special Ed Reports:

Discussion ensued regarding the need to get a better handle on special education reports. Board
members felt that it was important that the special education director attend Northwood School
Board meetings once a month to provide the Board with an overview of the special education
department. Mr. Tappan suggested that the special education director could provide the Board
with a written report on a monthly basis, rather than having her attend Board meetings on a
monthly basis. Dr. Ludwell suggested that the Board consider having a presentation made to
them at the Board’s second meeting of the month. Further discussion ensued regarding the
feasibility of presenting the Board with a written report from the special education director and
Northwood School Board Meeting
October 5, 2009 – Public Session
Page 5

further, that the report be provided to the Board at least a week before the scheduled meeting.
Mr. Tappan cited his pleasure with the informative reports being provided to the Board regarding
special education. Discussion ensued regarding the need to have articulated information to be
presented to the Board for their review and consideration. After more discussion, it was agreed
that Mr. Kebler would attend the first meeting in November to report regarding the status of the
special education program.

Policy #EEAG – Use of Private Vehicles to Transport Students:

It was noted that Policy #EEAG was a first reading. Discussion ensued regarding the verbiage
included within this policy. Mr. Overmyer spoke to the intent of the policy – individuals providing
unauthorized student transportation do so at their own expense and liability. Discussion ensued
with Vice Chairman Ruth asking if research could be done on the combined insurance policy
(automobile liability insurance of not less than $500,000) figure. After further discussion, Board
members agreed that Dr. Ludwell would do the pertinent revisions as suggested. More
discussion ensued regarding posted policies, and the process and procedure to be followed.
Board members spoke about revisions made to a first or second reading of a policy. After more
discussion, it was agreed that the revisions to Policy #EEAG would be made and would come
before the Board at their next scheduled meeting for further discussion and consideration.

Blue Ribbon Award:

Board members discussed the Blue Ribbon Award and the upcoming presentation that would be
made on October 26, 2009.

Chairman Pingree complimented all the staff and other involved in setting up the Northwood
School display at the Deerfield Fair.

Consent Agenda:
Discussion ensued regarding D Section Policies. Board members discussed the process and
procedure followed regarding consent agenda items.

Policies: #DCA – Capital Asset Policy; Policy # DKC – Expense Reimbursements; Policy
DJE – Bidding Requirements and Policy # DBJ – Line Item Adjustments:
Board members reviewed and discussed #DCA – Capital Asset Policy. Mr. Tappan stressed the
importance of reviewing the depreciation schedule.

Discussion continued regarding #DJE – Bidding Requirements and the verbiage contained within
the policy as written, inclusive of the amount as noted within the policy. Dr. Ludwell pointed out
that the figure of $5,000. is the New Hampshire School Board Association’s recommended
amount, which differs from the $2,500. as written in the policy. It was further noted that the
information contained within this policy reflected the Business Administrator’s recommendations.
More discussion continued regarding Policy #DN – Equipment and Supplies
Sales/Disposal/surplus Property and the verbiage contained within this policy. Several suggested
changes were so noted. Discussion ensued regarding the disposal of property. Board members
agreed that it was the responsibility of the principal to keep track of these items. After
considerable more discussion, it was the consensus of the Board that Vice Chairman Ruth would
make the appropriate revisions to Policies #DN and #DJE, so that they could come before the
Board at their first meeting in November. Discussion ensued with Mr. Overmyer moving, duly
seconded by Mr. Tappan that the Northwood School Board approves the second readings
of Policy #DBJ – Purchasing Procedures and Policy # DJ – Purchasing. There being no
further discussion following the motion, a call for the vote on the motion was recorded as
a unanimous vote in the affirmative.
Northwood School Board Meeting
October 5, 2009 – Public Session
Page 6

Old Business:
Athletic Field Repair:
Dr. Ludwell advised that the bids for the work to be done on the athletic fields have been posted
and advertised and that recommendations would be forthcoming and available to the Board at
their next scheduled meeting.

CBNA Billing:
Chairman Pingree explained the RSA regarding legal residents, and how Coe-Brown Northwood
Academy does their billing for student tuitions. She referenced the fact that there currently is an
issue involving the dispute of tuition for seven students, referencing a policy invoked by the
former superintendent. Chairman Pingree indicated that the Board needed to make some
decisions regarding the issue, the verification of residency, historical billing data and the process
and procedure utilized for current billing. Discussion continued regarding how eligibility is
determined for students attending Coe-Brown Northwood Academy. Chairman Pingree pointed
out that currently, the Northwood School District has no one that is confirming residency of
students attending Coe-Brown Northwood Academy. She suggested that the Board develop a
plan to confirm proof of residency so that this issue doesn’t occur again. Dr. Ludwell advised that
his office just developed a residency form, adding that the new form should eliminate some of
these types of residency issue problems. Vice Chairman Ruth suggested hiring an individual on
a per diem basis who could do residency investigations. After further discussion, it was agreed
that the Board would discuss specifics of the issue in non-public session.

Staffing Survey:
It was noted that the Board had requested this staffing survey information. Discussion ensued
regarding the information contained within the report and additional information, as requested by
the Board. Board members discussed anticipated information, as well as other information that
should be included within the report. Discussion ensued regarding the need to create a chart
which would provide the listing of lower grade as well as higher grade classes, the number of
students per class, the number of certified teachers, the number of sections, as well the State
standards relative to class size and calculations of the student/teacher ratio. Discussion
continued relative to how the number of Title 1 teachers is determined. Mr. Hartford provided a
detailed explanation regarding Title 1 grants. After further discussion, it was agreed that this
charted information would be formulated and that Dr. Ludwell would provide additional
information from the other two school districts within SAU #44 (Strafford and Nottingham).

Negotiations:
Chairman Pingree spoke to the need of setting up meeting times to meet with teachers and Para-
professionals as part of the budgetary process. Board members asked if Dr. Ludwell would put
together a budgetary calendar to present to the Board.

Budget Season Schedule:

Chairman Pingree advised that this item would be included within the next meeting agenda and
would be discussed further among Board members. Board members asked that additional
information be provided to them. The budgetary process and procedure was then discussed as
well as budget work sessions. It was noted that the budgetary process is normally done in
November. After more discussion, Mr. Hartford noted that he was agreeable to have all his
budgetary information to the Board by the first meeting in November, and cited his concerns
relative to other pertinent information that would have to come from the SAU #44 Office. Further
discussion ensued with Dr. Ludwell advising the Board that he’d review the concerns as
discussed among Board members with Mr. Hartford, and would make this information available at
the second October Board meeting.

Kindergarten Enrollment Update:

Discussion ensued regarding kindergarten enrollment and the need to get out as such information
to the community regarding kindergarten enrollment and the program. Board members agreed
Northwood School Board Meeting
October 5, 2009 – Public Session
Page 7

that having as much information as early as possible is vital. Mr. Hartford indicated that he did
receive a good response from parents relative to the kindergarten survey that was recently sent
out. Further discussion regarding the kindergarten program ensued with all Board members
agreeing that there is much pertinent information to be reviewed and discussed prior to the Board
making any decisions regarding this program. Discussion continued regarding the different
options that Mr. Hartford presented to the Board. Mr. Hartford reviewed all options with the
Board.

Old Business:
Mr. Hartford advised the Board that he obtained information from Ms. Whitmore regarding the
Cherrydale fundraiser. He noted that the report did not show the information he wanted, adding
that he would ask her provide him with documentation regarding the expenditure report.

Mr. Hartford asked the Board regarding the policy regarding eligibility for athletics. He questioned
the policy and questioned the Board regarding the meaning of the policy, as written. Board
members discussed the policy, as written. Mr. Hartford was advised that, in accordance with the
policy, as written, students have a two (2) week period to bring up their grade, noting that if their
grades do not improve, they are not eligible to play until such time as improvements are made.

At this point in the meeting, Mr. Tappan then made a motion to move into Non-Public
Session, as per RSA 91-A: 3II – c to discuss matters, which, if discussed in public, would
likely adversely affect the person. Vice Chairman Ruth seconded the motion. There being
no discussion following the motion, a roll call vote on the motion was recorded as follows:
Chairman Pingree – yea; Mr. Tappan – yea; Mr. Ruth – yea; Mr. Overmyer – yea. The vote
on the motion, as per a roll call vote was recorded as a unanimous vote in the affirmative
at 7:55 PM.

There being no further business to come before the Board in Non-Public Session, a
motion to adjourn the non-public session and re-enter Public Session was made by Mr.
Overmyer, duly seconded by Vice Chairman Ruth and so voted unanimously in the
affirmative at 9:35 PM.

Chairman Pingree noted for the record that while the Board met in non-public session, they
discussed negotiations, personnel and student issues. She further noted that while in non-public
session, no formal votes were taken.

Vice Chairman Ruth then moved, duly seconded by Mr. Tappan that the Northwood School
Board recommend adjustment to the kindergarten classes from four (4) classes to three
(3); that one teacher will teach the morning class and one teacher will teach the morning
and afternoon class. There being no discussion following the motion, a call for the vote
on the motion was recorded as a unanimous vote in the affirmative.

There being no further business to come before the Board, a motion to adjourn meeting
was made by Mr. Overmyer, duly seconded by Vice Chairman Ruth and so voted
unanimously in the affirmative at 9:35 PM.

Vice Chairman Ruth then moved, duly seconded by Mr. Tappan, to rescind the motion to
adjourn the meeting. There being no discussion, the vote on the motion was recorded as
a unanimous vote in the affirmative.

Discussion continued with Mr. Tappan moving, duly seconded by Vice Chairman Ruth that
the Northwood School Board allow the Northwood School District Treasurer position a
monthly travel allowance of $20.00 per month. There being no discussion following the
motion, a call for the vote on the motion was recorded as a unanimous vote in the
affirmative.
Northwood School Board Meeting
October 5, 2009 – Public Session
Page 8

There being no further business to come before the Board, a motion to adjourn meeting
was made by Vice Chairman Ruth, duly seconded by Mr. Tappan and so voted
unanimously in the affirmative at 9:45 PM.

Respectfully submitted,

Carrolle A. Popovich
Secretary, Northwood School Board
Approved by the Board – 10-19-2009