School Committee

Ms. Mary A. Manning Ms. Ana Nuncio Mr. James M. Fleming Mr. Manny Cruz Ms. Kristin Pangallo Ms. Amanda Campbell Mayor Kimberley Driscoll, Chair “Know Your Rights Under the Open Meeting Law, M.G.L. c.30A § 18-25 and City Ordinance Sections 2-2028 through 2-2033” June 5, 2020 REVISED CO-POSTED AGENDA Notice is hereby given that the Salem School Committee will hold a Committee of the Whole (COW) meeting on June 11, 2020 at 6:00 pm. Following the COW meeting the Salem School School Committee with hold a Special School Committee Meeting and Public Hearing on the FY21 School Budget. The meeting will be held using the Zoom on-line meeting platform: Please click the link below to join the webinar: https://us02web.zoom.us/j/81669691350?pwd=THN1QmNQVU13cHJHK2FXU0pENkprZz09 Password: 865934 Note: See below for information on how to participate in the Public Hearing on the Proposed FY21 Budget and further below for how to participate in regular public comment at the end of the Special Meeting. COMMITTEE OF THE WHOLE (COW) I. Proposed FY21 Budget II. Adjourn SPECIAL SCHOOL COMMITTEE MEETING AND PUBLIC HEARING ON PROPOSED FY21 BUDGET I. Call of Meeting to Order II. Approval of the Agenda II. Presentation and Reports a. Presentation of the Proposed FY21 Budget III. Public Hearing on the Proposed FY21 Salem Public Schools Budget Participating in the 6/11/20 Public Hearing on the FY21 SPS Budget Should any member of the Salem community wish to participate in the public hearing on the FY21 SPS BUDGET, please use the below form to sign up no later than 6pm on 6/11/20. Within the form, you may choose whether you’d like to be recognized to be able to speak for up to 5 minutes (on the topic of THE PROPOSED FY21 BUDGET, ONLY) or to submit a written comment that will be read aloud by an SPS staff member during the meeting. Please indicate your preference on the below form prior to 6pm on 6/11/20. https://forms.gle/xVZB1HEmqmTf1cNUA Please contact Jill Conrad at jconrad@salemk12.org or at 978-998-0481 with any questions or to report any technical difficulties you experience. IV. Action Items: Old Business – None V. Action Items: New Business a. Deliberation and vote on the Proposed FY21 Salem Public Schools Budget b. Superintendent’s Recommendation on Hiring an Interim School Business Administrator c. Deliberation and vote on the first reading of the recommendation of the Policy Subcommittee on the revision to the following policy: • 5215.01 Directory of Information on Students VIII. Finance Report: None IX. Subcommittee Reports: X. School Committee Concerns and Resolutions XI. Public Comment: Questions and Comments from the Audience Participating in Public Comment at the 6/11/20 Special SC Meeting Should any member of the Salem community wish to submit public comment to this meeting, please click on this link to submit your comment electronically: https://forms.gle/7qG6CCvGtr97GbD87 A district staff member will be compiling all comments which will be shared with members prior to the end of the public meeting. Comments will also be summarized in the meeting minutes. Please contact Jill Conrad at jconrad@salemk12.org or at 978-998-0481 with any questions or to report any technical difficulties you experience. XII. Adjournment Respectfully submitted by: __Jennifer Gariepy____________________________ Jennifer Gariepy, Executive Assistant to the School Committee & the Superintendent Proposed FY 2021 Budget Public Hearing Salem Public Schools School Committee Meeting June 11, 2020 SALEM PUBLIC SCHOOLS Context of FY21 SPS Budget Mayor Driscoll SALEM PUBLIC SCHOOLS Investment in the Schools by the City of Salem • The City of Salem has a long and proud history of investing in its schools – Salem has consistently invested above required funding levels. – School district expenses include $12 million on the city budget. SALEM PUBLIC SCHOOLS Initial Budget Planning • Initial budget planning began in late fall. • All were hopeful about new resources to come from the state. – Student Opportunity Act • Confident that the district would be able to maintain a level service budget. SALEM PUBLIC SCHOOLS An Unprecedented Year Phase 1 (Optimistic): Dec 2019 – Feb 2020 Initial budget planning with Phase 2 (Adjustment): March 2020 – May 2020 principals Phase 3 (COVID Crisis Hopeful about SOA money School closure due to pandemic Measures): June 2020 Transfer from City and trade-offs Shift to remote learning Projected 15% - 20% loss of to build school-based IT team Significant loss of local and state Chapter 70 Aid (affecting all “Level service” assumptions (at a revenue becomes apparent districts in MA) 4.5% increase) – trade-offs Begin planning for 2% increase Anticipated loss of $3.2 million in needed for IT initiative (instead of 4.5%) – leading to local receipts ($347,000) $1.5 million deficit City of Salem confirms that SPS should plan on a “level funded” budget – leading to an additional $1.3 million deficit Amount of deficit to cover at each phase $347,000 (for IT) $1.5 million $1.3 million Total deficit amount (June 2020): $3,147,000 SALEM PUBLIC SCHOOLS FY21 Working Budget Assumptions Phases Type of …Means… Amount of Deficit Budget… 1: Optimistic “Level Service” 4.5% increase $347,000 to cover trade- (Late Fall) Budget ($2.8M) in SPS offs for IT budget over the previous year 2: Adjustment “Partial 2% increase $1.5M deficit (some (Early Winter) Service” Budget ($1.26M) in SPS budget cuts are budget over the necessary) previous year 3: COVID Crisis “Level Funded” A 0% increase ($0) in $2.8M deficit ($1.3M Measures (Late Budget SPS budget over the additional cuts needed Spring) previous year above the original $1.5M) SALEM PUBLIC SCHOOLS Restructure IT to Better Support Schools • Build internal IT department to better support schools – Schools need more access and control to align these resources to support and enhance learning. – This will address numerous data system, required reporting, and other challenges experienced over the last 4 years. • Transfer some resources from City • Trade-out positions/other resources to build and expand school-based IT team SALEM PUBLIC SCHOOLS Develop Internal IT Department Role Anticipated FY21 Cost & Source From SPS Budget – Current (FY20) SPS Budget – FY21 City Budget Transfer Director of $100,650 (The Director of Digital Instructional Learning position was left unfilled Technology in FY20 to fill this need) Director of Digital $103,000 Learning SIS & Applications $81,158 Manager Application Analyst $62,000 (An academic coaching position was left unfilled in FY20 to fill this need) State Reporting & Data $61,800 Manager Tech Support Analyst $104,000 (2) $52,000 (1) (3)* Instructional Tech. $140,000 Coach (2) Total by Source: $162,650 $347,000 $194,958 Total Cost for IT Dept: $704,608 Additional funds needed to cover for IT Dept Staff within FY21 budget -- $347,000 Note: an additional $144K will be transferred from the City to cover the cost of current software. SALEM PUBLIC SCHOOLS Develop Internal IT Department To fund the remaining positions, we will transfer the funds from the following: • Two teaching positions at SHS $140,000 Business, Social Studies • One teaching position at CMS 70,000 Physical Education • One district wide teaching position in PPS 70,000 Coordinator of Specialized Instruction • One paraprofessional position in PPS 26,000 Salem High School • Professional Development funds 41,000 Total: $347,000 SALEM PUBLIC SCHOOLS Phase 2: Adjustment • Early Winter: – Salem’s SOA allocation was only going to be a small fraction of what we had hoped (approx. $136K). • Late March: – We anticipated 2% increase over last year’s budget, translating to a $1.5M budget deficit. SALEM PUBLIC SCHOOLS Phase 2: Adjustment • Reduce classroom positions due to enrollment declines – 7 teaching positions: -$490,000 • Other cost reductions – Not filling certain positions and other cost reductions: -$1,055,300 Total of Proposed Reduction: -$1,545,300 These staffing reductions are primarily covered through attrition. SALEM PUBLIC SCHOOLS Phase 2 - Details to close $1.5M deficit SALEM PUBLIC SCHOOLS Phase 2 - Details to close $1.5M deficit SALEM PUBLIC SCHOOLS Phase 2 - Details to close $1.5M deficit Pupil Personnel Services Detail SALEM PUBLIC SCHOOLS Phase 2 - Details to close $1.5M deficit Pupil Personnel Services Detail SALEM PUBLIC SCHOOLS Phase 3: COVID Crisis Measures • In spring, we were forced to face new realities: – State aid is likely to be reduced by 15-20%. – Anticipated loss of $3.2M in local receipts. – Confirmed that the district would have to plan for a level funded budget. – This translates into an additional $1.3M deficit. SALEM PUBLIC SCHOOLS Phase 3: COVID Crisis Measures • Working with all collective bargaining units to discuss concessions and gap closing strategies. • The goal is to avoid laying off current SPS teachers, paraprofessionals, administrators, and support staff. SALEM PUBLIC SCHOOLS Phase 3: COVID Crisis Measures $1.3M Deficit Recommendation, pending agreements: SALEM PUBLIC SCHOOLS Phase 3: COVID Crisis Measures $1.3M Deficit Alternatives discussed: SALEM PUBLIC SCHOOLS Phase 3: COVID Crisis Measures $1.3M Deficit Alternatives discussed: SALEM PUBLIC SCHOOLS Total FY21 School District Budget Level Funded Budget: $63,110,691 IT Transfer from city: 338,958 Total FY21 Budget: $63,449,649 SALEM PUBLIC SCHOOLS Questions? budget@salemk12.org Students and Instruction 5000 Student Records 5215 DIRECTORY INFORMATION REGARDING STUDENTS 5215.01 1.! Authorization to Release Directory Information. The Salem School Committee establishes that, in conformity with federal and Massachusetts law governing the privacy of student information, school district administrators or others acting under the authorization of the Superintendent of Schools may, without the prior written consent of a student’s parent or guardian, release directory information on any student attending the Salem Public Schools. As used herein, “directory information” shall mean personally identifiable information about a student that is generally not considered harmful or an invasion of privacy if released. Directory information shall include the following personally identifiable student information: (1) name, (2) address, (3) telephone listing, if published, (4) photograph, (5) date and place of birth, (6) dates of attendance, Deleted:'dates of (7) grade level, (8) participation in officially recognized activities and sports, (9) weight and height of members of athletic teams. (10) honors and awards received, and (11) the most recent educational agency or institution attended. 2.! Specific Requirements for Release of Directory Information. Except as provided in section 3, below, the Salem Public Schools and its agents shall release to military recruiters, upon request, Deleted:'recruiters, upon the following directory information on students who are in their third and fourth years of high school: (1) student’s name; (2) student’s address; and (3) student’s telephone listing. 3.! Parental Advisement to Withhold Release of Directory Information. A parent or guardian Deleted:'parent or who does not wish directory information on her/his child to be released pursuant to either Section Deleted:' guardian 1 or Section 2, above, or both, may prevent release of that information by providing an annual written notification to the Superintendent of Schools or the principal of her/his child’s school. Said written notification shall be postmarked or delivered in person by the parent or guardian by not later than the thirtieth (30th) calendar day after the start of the school year for which the denial of permission shall be effective, or, in the case of a child who enters the Salem Public Schools after the first day of the school year, by not later than the thirtieth (30th) calendar day after the student is enrolled. 4.! Notification to Parents of Right to Withhold Consent to Disclosure of Personally Identifiable Student Information. The Salem Public Schools shall comply with all requirements of Deleted:'requirements of federal or Massachusetts law regarding notice to parents or guardians of the release of directory Deleted:'release of information and the right of parents or guardians to opt not to permit release of such information. Students and Instruction 5000 Student Records 5215 DIRECTORY INFORMATION REGARDING STUDENTS 5215.01 5.! Regulations Authorized. The Superintendent shall issue such regulations as may be necessary to effectuate the purposes of this policy and to comply with all pertinent laws and regulations. REFERENCES 20 USC 1232g (Family Educational Rights & Privacy Act) Deleted:'U.S.C. § 20 USC 7908 Forma-ed:!Font:!Not!Italic 10 USC 503(c) Deleted:'“ 34 CFR Part 99 Deleted:'” 603 CMR 23.00 Forma-ed:!Font:!Not!Italic Deleted:'U.S.C. § Reviewed and referred by the Policy Subcommittee meeting on 5/18/20 Deleted:'U.S.C. § Deleted:'Approved: April 5, 2010¶ ¶ Reviewed: October 2015