SAU 55 PROVIDES ADMINISTRATIVE SERVICES TO BOTH

THE HAMPSTEAD SCHOOL DISTRICT AND THE TIMBERLANE REGIONAL SCHOOL DISTRICT

SAU BOARD MEETING November 13, 2019 SAU Office 7:00 p.m. 30 Greenough Road Plaistow, NH 03865

Dr. Kimberly Farah, Chair Dr. Earl Metzler, Superintendent Brian Boyle, Vice Chair

7:00 pm 1. Call to Order

2. Roll Call

3. Pledge of Allegiance

4. Approval of Meeting Minutes (6 sets)

5. 2020-21 Proposed SAU Budget

6. Superintendent’s Goals

7. Assistant Superintendent Hiring Process

8. Business Operations Coordinator Job Description

9. Policy BDD – Board-Superintendent Relationship

10. Audit Update

11. Administrator’s Report

12. Adjournment

UPCOMING MEETINGS DATE MEETING TYPE LOCATION TIME

December 4 Public Hearing on Budget SAU 7:00 pm

TBD Spring Re-organizational Mtg SAU 7:00 pm

AGENDA INFORMATION SHEET November 13, 2019

1-3. OPEN MEETING

Self-explanatory.

4. APPROVAL OF MEETING MINUTES – ACTION

Six sets of minutes up for approval from the October 2nd and 16th meetings.

5. 2020-21 PROPOSED SAU BUDGET – ACTION

Board to finalize the budget and take action to move it forward to public hearing on December 4th.

6. SUPERINTENDENT’S GOALS – ACTION

Dr. Metzler to present final draft of goals for board approval.

7. ASSISTANT SUPERINTENDENT HIRING PROCESS – ACTION

The board to finalize the hiring process. Discussion was held at the Oct 2nd meeting to consider waiving policy and modifying the screening process.

8. BUSINESS OPERATIONS COORDINATOR – INFORMATION/ACTION

The board instructed the BOC job description be revised to align with business office needs with additional managerial responsibilities.

9. POLICY BDD - BOARD-SUPERINTENDENT RELATIONSHIP – ACTION

Placed on the agenda by the chair for action.

10. AUDIT UPDATE

An update on the audit for SAU55 to be provided.

11. ADMINISTRATOR’S REPORT – INFORMATION

Dr. Metzler to provide an update on SAU matters.

12. ADJOURNMENT

SAU 55 PROVIDES ADMINISTRATIVE SERVICES TO BOTH

THE HAMPSTEAD SCHOOL DISTRICT AND THE TIMBERLANE REGIONAL SCHOOL DISTRICT

FFFUUUTTTUUURRREEE AAAGGGEEENNNDDDAAA IIITTTEEEMMMSSS SAU BOARD Dr. Kimberly Farah, Chair Dr. Earl Metzler, Superintendent Brian Boyle, Vice Chair

DATE AGENDA ITEMS

December 4 • Public Hearing on Budget

• Approve Minutes

• Schedule Spring Re-org Meeting

• Policy Review Update

• Business Office Support Review

Spring Meeting TBD • Re-organizational Meeting

• Superintendent Evaluation Process

BACK BURNER LIST

SAU Check Manifest Process

S.A.U. NO. 55

Timberlane / Hampstead School Districts

30 GREENOUGH ROADPLAISTOW, NEW HAMPSHIRE 03865

S.A.U. NO. 55 BUDGET

BUDGETED ACTUAL BUDGETED BUDGETED2018-2019 2018-2019 2019-2020 2020-2021

SALARIES 1,087,615 1,065,521 1,069,598 1,135,220

OPERATING EXPENSES

2317 330 AUDIT 10,000 9,700 8,000 9,0002319 310 SCHOOL BOARD EXP 600 1,879 600 3,0002320 580 CONF & TRAVEL EXPENSE 20,000 21,652 10,000 20,0002390 270 COURSE REIMB 5,000 1,920 5,000 5,0002390 360 TECHNOLOGY SERVICES 125,268 144,336 151,060 157,4212390 390 LEGAL SERVICES 40,000 24,622 40,000 80,0002390 440 MAINT OF EQUIP 200 0 200 2002390 451 OFFICE RENTAL 42,250 42,250 42,250 42,2502390 452 CONTRACTED SERVICES 50,500 38,187 22,416 25,5842390 521 LIABILITY INSURANCE 3,600 3,817 3,970 3,9702390 531 TELEPHONE 9,250 9,250 9,250 9,2502390 532 POSTAGE 4,000 4,000 4,000 4,0002390 580 IN DISTRICT TRAVEL 5,400 9,000 9,000 9,0002390 610 SUPPLIES 8,500 9,777 8,500 8,5002390 741 NEW EQUIPMENT 9,250 8,790 0 02390 742 REPLACE EQUIP 0 0 0 02390 810 DUES AND FEES 9,608 13,500 11,778 13,0002620 433 CUSTODIAL SERVICE 7,000 7,000 7,000 7,0002620 441 MAINTENANCE 0 0 0 02620 610 CUSTODIAL SUPPLIES 300 300 300 300

10/10/2019 DRAFT 2 1 of 3

S.A.U. NO. 55 BUDGETBUDGETED ACTUAL BUDGETED BUDGETED2018-2019 2018-2019 2019-2020 2020-2021

OPERATING EXPENSES (cont'd)

2620 652 ELECTRICITY 7,500 7,500 7,500 7,5002620 653 NATURAL GAS 3,000 3,000 3,000 3,0002900 211 EMP. INSURANCE 396,800 332,711 367,725 398,8622900 225 SICK LEAVE REDEMPTION 4,500 2,991 4,700 3,6002900 221 EMP. RETIREMENT 121,223 137,159 125,377 131,0352900 230 SOCIAL SECURITY 82,737 85,117 86,479 88,2212900 250 UNEMPLOYMENT COMP. 700 0 0 02900 260 WORKERS' COMPENSATION 2,600 2,920 3,920 3,0002900 290 OTH EMPLOYEE BENEFITS 115,069 160,314 110,000 168,6115220 880 FEDERAL PROJECTS 1 0 1 1

TOTAL EXPENSE 1,084,856 1,081,693 1,042,026 1,201,306

EXPENDITURE SUMMARY

SALARIES 1,087,615 1,065,521 1,069,598 1,135,220OPERATING EXPENSE 1,084,856 1,081,693 1,042,026 1,201,306

TOTALS 2,172,471 2,147,213 2,111,624 2,336,526

10/10/2019 DRAFT 2 2 of 3

S.A.U. NO. 55 BUDGET

BUDGETED ACTUAL BUDGETED BUDGETED2018-2019 2018-2019 2019-2020 2020-2021

RECEIPTS

BEGINNING FUND BALANCE 25,000 66,683 25,000 25,000

DISTRICT SUPPORT 2,147,469 1,992,064 2,086,622 2,311,524

OTHER INCOME 1 1 1 1

FEDERAL PROJECTS 1 1 1 1

TOTALS 2,172,471 2,058,749 2,111,624 2,336,526

ALLOCATIONEqualized A.D.M. Percentage Percentage Distr. Share

DISTRICT Valuation 2018 2017-2018 2019-2020 2020-2021 2020-2021

Hampstead $1,322,340,266 852.88 23.83% 23.50% 543,299

Timberlane $3,546,566,010 3,443.96 76.17% 76.50% 1,768,225

Total $4,868,906,276 4,296.84 100.00% 100.00% $2,311,524

DISTRICT 2019-2020 2020-2021 DIFFERENCE

HAMPSTEAD 497,297 543,299 46,002TIMBERLANE 1,589,325 1,768,225 178,900

2,086,622 2,311,524 224,902

10/10/2019 DRAFT 2 3 of 3

SAU 55 2018‐2019, 2019‐2020 Salaries

Administration

Assignment 2018‐2019 2019‐2020

Superintendent** 164,897$       164,897$       

Assistant Superintendent 134,000$       135,000$       

CFO/Business Administrator 122,000$       124,000$       

Business Operations Coordinator 92,000$         95,000$         

Director of Human Resources 90,000$         93,000$         

Transportation Coordinator 58,000$         61,500$         

660,897$       673,397$       

Support

Assignment 2018‐2019 2019‐2020

Chief Executive Admin Assistant to the Superintendent 64,000$         67,995$         

Executive Assistant to CFO/BA 56,657$         60,005$         

Administrative Assistant ‐ Business/Payroll 45,318$         47,502$         

Human Resources Generalist 44,808$         46,501$         

Administrative Assistant ‐ Accounts Payable 44,282$         46,501$         

Human Resources Coordinator 42,669$         45,500$         

Administrative Assistant ‐ HR 41,205$         43,498$         

Support Position / Part‐Time Accountant*** 35,000$         35,000$         

Receptionist**** 21,631$         22,304$         

395,569$       414,807$       

2020 ‐2021 Information

Merit Pool 31,596$         

Contract Incentive 11,556$         

Service Recognition 1,638$           

Stipends / Extra Hours  2,226$           

1,135,220$   

** Superintendent salary set by SAU Board

*** Support Position Removed from 2019‐20 Budget; Subsequently reinstated

        by SAU Board as Part‐Time Accountant

**** 1/2 SAU, 1/2 TRSD

Superintendent’s Goals for 2019-20 – Page 1 of 2

DRAFT SUPERINTENDENT’S GOALS DRAFT School Year 2019-20

1 ACAD EMICS , P ROG RAMS and P RACTICES

HAMPSTEAD

Work with Directors and Administrators to:

a. Implement Foreign Language Elementary Schools (FLES) program.

b. Monitor the Universal Design for Learning training and implementation plan.

c. Support new Mentor, Professional Development, and Curriculum Coordinators.

d. Report out quarterly on curriculum progress.

e. Maintain a focus on student performance data review at monthly H-Team meetings.

f. Support integrated lessons, STEAM activities, the Ventures program and opportunities where student

demonstrate creativity and innovation.

g. Continue to implement and improve competency-based performance assessments.

h. Maintain curriculum, instruction items as part of the Monthly H-Team agenda items.

TIMBERLANE

Work with Directors and Administrators to:

a. Provide assessment reports to the School Board by June 1, 2020.

b. Provide Advanced Placement class statistics to the School Board by December 15, 2019.

2 CLIMATE, CULTURE and PUBLIC RELATIONS

HAMPSTEAD

Work with Directors and Administrators to:

a. Deliver press releases and messages to our staff and community on important educational topics affecting

Hampstead School District.

b. Monitor and report this year on the progress of the final year of the School District’s Strategic Plan and

establish new team to update Strategic Plan.

c. Deliver seven policies per month to the Policy Committee for review and action.

d. Successfully implement the use of new positions: Executive Director of 21st Century Learning, Assessment

and Technology and Facilities Director.

e. Continue to support efforts of Hampstead’s System of Care with a district-wide team.

f. Increase Diversity awareness and cultural responsibility with all Stakeholders by way of staff training and

curriculum review.

g. Focus on effective teaching and learning practices through the use of the TriPod Survey.

h. Evaluate technology infrastructure to ensure all Stakeholders needs are being met.

TIMBERLANE

Work with Directors and Administrators to:

a. Provide input and information to the Personnel Committee for use in the TSSU and Timberlane

Administrators negotiation sessions.

Superintendent’s Goals for 2019-20 – Page 2 of 2

b. Meet with TTA and TSSU representative three times throughout the school year (fall, winter and spring) and

provide executive summaries to the School Board.

3 FACIL IT IES IMP ROV EMENTS

HAMPSTEAD

Work with Directors and Administrators to:

a. Collaborate with the School Board in identifying the facilities plan for meeting the educational needs of the

students, including the Hampstead Central School Renovation and Improvement Plan.

b. Support the Board goals of recycling and energy efficiency.

c. Assist in developing a Comprehensive Facilities Plan with Board priorities.

TIMBERLANE

a. Employ a Facilities Director by November 1, 2019 provided quality candidates apply and the finalist accepts

the terms of employment.

b. Finalize a Facilities Department staff organizational chart by December 5, 2019 or 30 days from the date of

hire of a new Facilities Director should the hire date be after November 1st.

c. Present a Maintenance Repair and Projects Master List to the School Board by October 15, 2019.

d. Work with the Business Administrator to present projected unencumbered fund balance figures to the

School Board by March 1, 2019 to inform them on monies available to address facilities’ needs with end-of-

year funds.

4 BUSINESS and BUD GETING

HAMPSTEAD

Work with Directors and Administrators to:

a. Develop the 2020-21 budget for the school district that supports a culture of continued improvement, factors

student academic requirements, and a bottom line that is acceptable to the Board.

b. Support Business Administrator in development of budget and default budget.

c. Liaise with Pinkerton Academy for budget preparation, programs, and sending school agenda items.

TIMBERLANE

Work with the Business Administrator to:

a. Provide financial documentation to the SAU55 Withdrawal Study Committee by August 1, 2019 for use

and/or presentation at the August 20, 2019 Withdrawal Plan public hearing.

b. Implement a credit card/electronic check vehicle to accept district payments at the Performing Arts Center

by June 30, 2020.

c. Generate a financial reporting calendar to incorporate into the School Board’s agenda schedule that will

allow for preview/presentation of reports in advance of submission deadlines by January 2, 2020 or the first

meeting in January 2020.

d. Provide a first draft of proposed 2020-21 operating budget and a draft default budget to the School Board

by October 3, 2019.

School Administrative Unit # 55

Policy Code: BBBH

Approved: 12-14-91 Revised: 12-12-95 Revised: 11-12-97 Revised: 09-20-01 Revised: 11-12-02 Revised: 01-23-13 Revised: 10-21-15

Page 1 of 3

ORGANIZATION AND OPERATION OF THE

SCHOOL ADMINISTRATIVE UNIT (SAU) SCHOOL BOARD A. SAU SCHOOL DISTRICTS: The School Districts of Timberlane and Hampstead shall

constitute SAU #55.

B. SAU BOARD: The combined school boards of the school districts.

C. VOTING RIGHTS:

RSA 194-C:7 Representation. Every school district maintaining one or more public schools shall be entitled to 3 votes on the joint board of school administrative units, plus additional votes as provided in RSA 194-C:8. Districts not maintaining schools shall have one representative on said joint board, who shall be entitled to one vote. Each school district board member present shall be entitled to have a proportionate share of the school district’s votes provided that the total votes per district shall be equally divided among said district’s board members present and cast as each member present decides on any issue.

RSA 194-C:8 Weighted Voting. In all votes regarding school administrative unit affairs, including organizing of such unit school board and selection of officers, each district shall be entitled to one additional vote for each 16 pupils residing in that district and enrolled in schools under the administrative unit. A balance of 8 or more students shall entitle that district to an additional vote. Less than 8 students would have no net effect on a district’s vote. Enrollments shall be based on the average daily membership in residence of each district for the school year which ended in the preceding June. Weighted votes shall only be used upon the demand of a majority of the members of any board present and voting in the school administrative unit. The school board members present at a school administrative unit school board meeting shall be entitled to cast the entire number of votes assigned to their school districts, provided that each representative present shall be entitled to a proportionate share of the total to be cast as provided in RSA194-C:7.

1. Elect, when necessary, a Superintendent.

2. Act upon the Superintendent’s nomination for SAU professional staff. For the purpose of clarification, professional staff shall include the Superintendent, the Assistant Superintendent, the Business Administrator and the Human Resource Director.

3. Fix the salaries of all SAU personnel.

School Administrative Unit # 55

Policy Code: BBBH

Approved: 12-14-91 Revised: 12-12-95 Revised: 11-12-97 Revised: 09-20-01 Revised: 11-12-02 Revised: 01-23-13 Revised: 10-21-15

Page 2 of 3

4. Adopt a budget for the expenses of the SAU.

5. Adopt policies affecting the SAU.

D. VACANCY ON THE BOARD: Any vacancy on the SAU Board shall be filled in accordance with the statute governing the Board of the school district of the resigned member.

E. ELECTION OF SAU PROFESSIONAL STAFF: When a vacancy occurs in the SAU professional staff as provided in paragraph C.2., the Chairman of the Board shall establish a screening committee consisting of one Board member from each of the school districts. The Chairman of the screening committee shall be appointed by the SAU Board Chairman and the Superintendent of Schools shall serve on the committee (except if the Superintendent’s position is being vacated).

F. EMPLOYMENT OF OFFICE PERSONNEL: All other SAU personnel shall be recommended for employment by their immediate supervisor and approved by the Superintendent of Schools.

G. MEETINGS:

1. Annual: The SAU Board shall meet annually between April 1 and June 1 in each year, at a time and place fixed by the Chairman. The Board shall organize by electing the following officers: The Board shall elect the professional staff members for the next fiscal year and fix the salaries of all SAU personnel.

a. Chairman

b. Vice Chairman

c. Treasurer

d. Assistant Treasurer

2. Semi-Annual: The SAU Board shall hold a meeting between October 15 and December 15 in each year for the purpose of preparing a recommended budget for the next fiscal year for the expenses of the SAU.

3. Evaluations: The SAU Bard shall evaluate the Superintendent as per policy CBI and procedure CBI-R. The evaluation process shall begin in May and shall be completed in a timely fashion in order to give the Superintendent enough time to develop his/her goals so that they align with the new fiscal year.

4. Budget Hearing - Public: There shall be held, within the SAU at a time and place specified by the SAU Board Chairman, a public hearing upon the recommended

School Administrative Unit # 55

Policy Code: BBBH

Approved: 12-14-91 Revised: 12-12-95 Revised: 11-12-97 Revised: 09-20-01 Revised: 11-12-02 Revised: 01-23-13 Revised: 10-21-15

Page 3 of 3

budget. The SAU Board shall adopt a budget, following the public hearing, for the next fiscal year.

5. Special Meetings: The SAU Board may hold special meetings at the call of the Chairman or at the request of any one of the member school boards. Notification of Meetings and Procedure:

a. Except in emergencies, written notice of each meeting is expected from the Superintendent’s office well in advance of the appointed time and legally posted in accordance with RSA 91-A:2.

b. The public budget hearing shall be held in an appropriate facility centrally located.

c. An agenda shall be prepared by the Superintendent of Schools for each Board member prior to the meeting. Items will not be included for action of the SAU Board at a meeting unless submitted to the Superintendent of Schools four days prior to the day of the meeting.

d. The SAU Board may go into non-public session by a majority vote of the members, in accordance with RSA 91-A:3.

e. A caucus of reasonable duration may be called by any one of the member boards. The SAU School Board will recess while individual boards are holding a caucus.

H. ANNUAL AUDIT: The SAU Board shall authorize an audit of the SAU accounts annually.

I. NON-DISCRIMINATORY POLICY: The SAU Board does not discriminate on the basis of race, religion, color, gender, sexual orientation, age, marital status, disability, or nationality or ethnic origin, in the educational programs or activities which it operates and that are required by Titles VI and IX.

J. ADMINISTRATIVE AUTHORITY: The Superintendent of Schools is the chief executive officer of the school districts and, in his absence, the Assistant Superintendent will act as deputy chief administrative officer with the same power and responsibilities as vested in the Superintendent.

Legal References: RSA 194-C:5 RSA 194-C:10 RSA 194-C:9 NHDOE Administrative Rules 302.01 (h) Duties of School Superintendent

 

Page 1 of 2  

School Administrative Unit 55 Hampstead and Timberlane Regional School Districts

Business Operations Coordinator Full time position

SAU 55 Administrator benefits

Salary range $70K - $90K.

Reports to: CFO / Business Administrator Qualifications:

1. Bachelor’s Degree in Business Administration or Accounting 2. Minimum of five years’ experience in accounting or finance with at least one year

of supervisory experience 3. Experience in physical plant operation and project management preferred 4. Such alternatives to the above as the Superintendent finds appropriate and

acceptable Roles and Responsibilities: Provide direct assistance and support for the CFO/Business Administrator in the following: 1. Reporting directly to the CFO/Business Administrator:

a. Maintain general ledger and financial records of the SAU and two school Districts

b. Submit financial information to the Superintendent and Assistant Superintendent

c. Assist with presentation of financial statements as needed d. Assist with preparation of finance and operational aspects of District

Annual Reports e. Prepare District Management Discussion and Analysis component for

Districts’ Auditor’s Reports f. Maintain Districts’ capital asset programs g. Support and monitor the adherence of Board policies related to the

finances of the districts h. Monitor financial accounting procedures

 

Page 2 of 2  

2. Assist with preparation, entry and reporting of budgets and prepare documents and spreadsheets for documenting and presenting the budgets

3. Monitor budgetary control over all purchases and approve all purchase orders. 4. Recommend updates as appropriate to financial accounting procedures within the

guidelines of NH Financial Accounting Handbook for Local Education Agencies, as amended

5. Assist with preparation and submission of financial information (MS-24 and MS-25, and all others) in a timely manner, to the NH Department of Revenue Administration and the NH Department of Education

6. Work on active projects (building and others) approved by administration 7. Provide District Treasurers with data on activity, review monthly Treasurer reports

and reconcile to financial system 8. Review student activity accounts and other District checking accounts 9. Assist the CFO / Business Administrator and auditors with the annual SAU and

District audits as needed. 10. Serve as directed by the Superintendent of Schools and CFO / Business

Administrator.

Assist in the oversight of the following departments: a. Facilities

1. Work with Facilities Director to identify and prioritize projects based on maintenance and capital improvement schedule

2. Develop and manage project budgets 3. Monitor district projects from RFP through completion 4. Oversee coordination of improvements and maintenance for athletic

fields and outdoor learning spaces b. Maintenance

1. Assist in overseeing all aspects of the maintenance and custodial departments, particularly budget and needs planning

c. Food Service 1. Monitor Food Service activity and fiscal performance 2. Assist in annual Food Service Program audits

d. Transportation 1. Assist in overseeing regular and special transportation operational

needs for multiple districts 2. Assist in driving continuous process and operational efficiency in regular

and special transportation

School Administrative Unit #55

Policy Code: BDD

Adopted: 11-12-02

Page 1 of 1

BOARD-SUPERINTENDENT RELATIONSHIP The Board believes that the legislation of policies is the most important function of a School Board and that the execution of the policies should be the function of the Superintendent. Delegation by the Board of its executive powers to the Superintendent provides freedom for the Superintendent to manage the schools within the Board’s policies and frees the Board to devote its time to policy-making and appraisal functions. The Board holds the Superintendent responsible for the administration of its policies, the execution of Board decisions, the operation of the internal machinery designed to serve the school programs, for keeping the Board informed about school operations and problems, and for satisfactory fulfillment of the duties required by statute and regulations of the State Board of Education. The Board will strive to procure, when a vacancy exists, the best professional leader available for the head administrative post. The Board as a whole, and individual members, will:

1. Give the Superintendent full administrative authority for properly discharging his/her professional duties, holding him/her responsible for acceptable results.

2. Act upon matters of employment or dismissal of school personnel only on the

recommendation of the Superintendent.

3. Hold all meetings of the Board in the presence of the Superintendent except when his/her contract and salary are under consideration.

4. Refer all complaints to the Superintendent and discuss them only at a regular meeting

after failure of administrative solution.

5. Strive to provide adequate safeguards around the Superintendent and other staff members to the end that they can live happily and comfortably in the community and discharge their educational functions on a thoroughly professional basis.

6. Present personal criticisms of any employee directly to the Superintendent.