Members in attendance: Stoney Cantler, Beth Graham, Deirdre Arthen, Matthew King, Bob Brick, Dorie Shallcross, Sara Littlecrow-Russell, Sarah Sansom, Jean Baxter, Frank Sansom, Paul Weinberg

Members not in attendance: Danika Tyminski, Benny Docter, Nicco Palazzi,
Lisha Brooks, Karla Muise, Lyle Hawthorne

Others in attendance: Mary Cantler, Robert Brainin, Anna Rossi

Summary of Votes Taken:
The Board unanimously approved bylaw amendments to change the annual meeting date to May and to delete the Development Committee as a standing committee.

The Board unanimously approved the revised Administrative Staff Vacation Policy.

The Board unanimously approved amending the budget to cover $2,500 in Board expenses. This would be used for consultant fees, lunch costs during the annual Board retreat, and to pay for administration evaluations.

The Board unanimously approved recommending that the President appoint an ad hoc-committee to look at the conflict of interest and the recusal policy of February 10, 2004 and bring back recommendations for changes, if needed, with special attention to student participation in executive sessions.

Summary of Meeting

There was no public comment.

The minutes of June 17, 2008 and July 29, 2008 were unanimously approved.

Dorie Shallcross welcomed Mary Cantler, the new Manager of Philanthropy.

The Mission Statement was read aloud by Anna Rossi.

There was a discussion of performance opportunities for 7th and 8th grade students.   Bob Brick responded that all productions should include, when appropriate, students from the 7th and 8th grades.  Under discussion is possibly adding a specific 7th and 8th grade production to the schedule.  This is still a very active, ongoing conversation.

The Board unanimously approved bylaw amendments to change the annual meeting date to May and to delete the Development Committee as a standing committee.  Bob Brick was directed to forward such changes to the Department of Elementary and Secondary Education (D.E.S.E.), formerly the Department of Education (D.O.E.).

The Board unanimously approved the revised Administrative Staff Vacation Policy.

The Board unanimously approved amending the budget to cover $2,500 in Board expenses. This would be used for consultant fees, lunch costs during the annual Board retreat, and to pay for administration evaluations.

Retreat & New Membership:
•    New members will be invited to the retreat.
•    No votes will be taken during the retreat.
•    Paul will find out if retreats are legally considered to be Open Meetings.
•    Although elections of new members will take place at the October Board meeting, new members will not participate in voting until the following month’s meeting.
•    The purpose of our retreat is to solidify the Board as a group. It is an opportunity to focus on the fact that we are a school and that all of our work is for the students, makings sure we are going in the right direction.  
•    Faculty/Staff Board representatives will be elected within the next two weeks. These are one-year positions.
•    Elections for faculty/staff and appointments of parent representatives for the Board will take place again at the end of April. Those newly elected members may attend the June meeting but will not be voting members until July.
•    During school today, students had an opportunity to self-nominate for Board membership.
•    The Board will vote for community members at the next Board meeting.     The Board will have a month to reflect on resumes before the vote in October.  Paul Weinberg reported on recommendations of the Executive Committee among the following qualified candidates:
1. Mary Clare Powell – educator, former head of Integrated Arts Program at Lesley University
2. Bailey Jackson -- social justice head of program at UMASS and former accountant
3. Magdalena Gomez – founder of community arts program in Springfield
4. Caridad Martinez – parent of graduate; has been on the PVPA Diversity Committee from its founding; employee of FEMA.  
•    Stoney Cantler will talk to parents about parent Board membership at the Open House.

The Board unanimously approved recommending that the President appoint an ad hoc-committee to look at conflict of interest and the recusal policy of February 1, 2004 and bring back recommendations for changes, if needed, with special attention to student participation in executive sessions.
Dorie Shallcross appointed Sara Littlecrow-Russell, Deirdre Arthen, and Beth Graham to the committee.
Philanthropy:
•    Mary Cantler reported that during the three months since she started as Manager of Philanthropy, one of her initial goals has been to meet individually with each Board member. She also has been involved in professional development and has sent out the first letter of intent for a grant. The big focus of our annual appeal will be 100% participation among PVPA families. She would also like to target audiences we haven’t reached before. Donovan Arthen, PVPA graduate and former Board member, is now a member of The Friends’ Board and will be focusing on alumni relations. Mary acknowledged the help she has received from various members of the PVPA community. In particular, Lynn Hayes in the Business Office has provided a compilation of PVPA business partners to be used as part of our target audience for the annual appeal.
•    There will be members of The Friends of PVPA at the open house.

Finance:
•    Business Manager Robert Brainin distributed a summary of transportation revenue.  There are still contracts coming into the office.
•    We are in the second year of our three-year contract with the bus company.
•    In October the Board will begin considering whether we will continue subsidizing transportation. Bob Brick and Dorie Shallcross will discuss how this will be communicated to the PVPA community.

Director of Curriculum and Instruction
•    Beth Graham reported that the school year is off to an incredibly smooth start. As she begins her second year at PVPA, Beth commented on how different it feels to actually know students and to have made a difference in the past year.  Beth has been getting positive feedback from teachers. She senses that we might already be reaping the benefits of our commitment to student development and has been encouraged by the way that the school year is taking hold.
•    The 7th and 8th grade pilot program being led by Molly Welch and Andy Hilnbrand is going very well.
•    Once a week, there will be a 45-minute “X-block” for clubs, activities, and rehearsals led by paid staff, volunteers and senior students. Students registering for these classes will be asked to stay with their choices for a semester. It is hoped that students will feel empowered to follow their passions and be able to lead them.
•    This year 48 candidates for position in the school have been interviewed. We now have 10 new employees. Many parents, students and teachers who sat in on interview were invaluable in the hiring process.
•    We have not yet hired a new librarian.  For now we have hired a library aide who is working with trained student assistants. Beth asked the Board to help find a qualified replacement librarian.

Executive Director:
•    Bob distributed the 2007-08 Annual Reports.
•    A steering committee composed of both Boards will go out to a schematic feasibility study for new space. The Committee will make recommendations to come to the Board.  That Committee is composed of Bob Brick, Beth Graham, Dorie Shallcross and Friends President Jeff Glaze.
•    Eileen Spira has resigned as Director of Student Services. It has been decided to not fill her position at this time. In December, Beth, Robert, and Bob will review this decision to see if we have successfully trimmed an administrative position from the school.  Registration for classes has been taken over by the Guidance Department and that process has gone smoothly. IPASS responsibilities have been given over to the new Technology Coordinator Luke Jaeger.
•    Student records are still being taken care of by the same office coordinator.
•    Off campus programs have been transferred to Beth Graham and the Guidance Office.

Governance:
Jean Baxter asked for copies of the Complaint and Resolution Policy and Form for policy books. The Grievance Policy will be given out at the next Board meeting.

The Meeting closed at 8:30 PM.  

Respectfully submitted, Anna Rossi