Regular Meeting of the Board of School Commissioners Minutes ~ May 12, 2026- UNAPPROVED

 

School Board Members Present: Charlene Seward, Chair Marybeth Lennox-Levins, Clerk Brandi Barclay Ryan Carney Courtney Collins Whitcomb Herbert Ogden Jen Rondinone Cathy Solsaa Stephanie Stoodley Christina Sweet Danielle Goldberg, Student Representative   School Board Members Not Present: Karen Bossi Amelia Shelton, Student Representative

Also Present: Pam Reed, Superintendent  Bianca McKeen, Assistant Superintendent Ted Plemenos, CFO Kerry Coarse, Director of Support Services Patricia Aigner, Director of Technology Glenn Scott, Director of Facilities   Rick Brigham (via Zoom), Melissa Connor, Kate Bosnich, Dan Roswell, Chris Doahue (PEGTV), Tim Smith, Peter Franzoni (Rutland City Board of Aldermen), Sophia Buckley-Clement (Rutland Herald), et al.

 

Roll Call - As noted above.

Board Norms - Chair Seward read the Board Norms.

Approval of Agenda - Motion by Carney/Solsaa to approve the agenda. Motion carried.  

Approval of Consent Agenda

Motion by Solsaa/Carney to remove the RMS Cabinetry Bid from the Consent Agenda. Motion carried. 

Superintendent Reed noted that the effective date for the teacher listed under #2 Resignations in the Addendum to Personnel Memo #676 should be 6/30/2026 rather than 4/3/2026.

Motion by Collins Whitcomb/Solsaa to accept the amended Consent Agenda, including the removal of the RMS Cabinetry Bid and the correction to the Addendum to Personnel Memo #676. Motion carried.

Consent Agenda

1. Minutes of Previous Meetings
2. Personnel Memo #676 (attached)
   1. Addendum to Personnel Memo #676 (corrected and attached)
3. Bid- Network Hardware (attached)
4. Bid- RMS Cabinetry (removed)
5. Bid- Asphalt Replacement and Repairs (attached)
6. Northwest Primary School Continuous Improvement Plan 26-27
7. Northeast Primary School Continuous Improvement Plan 26-27
8. Rutland Intermediate School Continuous Improvement Plan 26-27
9. Rutland Middle School Continuous Improvement Plan 26-27
10. Rutland High School Continuous Improvement Plan 26-27
11. Rutland City Public Schools Continuous Improvement Plan 26-27
12. Rutland City Public Schools Data Inventory

RMS Cabinetry Discussion

Board members discussed concerns with the bid and asked for additional context regarding the $65,000 cost. Superintendent Reed explained that the project involved upgrading the kitchen to comply with ADA requirements. She noted that the cabinetry was designed for a larger space than the previous setup and included adjustments for compliance, which likely contributed to the higher costs. The board moved to table the bid until the June meeting to allow for a more detailed review of the project’s scope.

Motion by Solsaa/Ogden to table the RMS Cabinetry Bid to the June 2026 meeting. Motion carried (9-1).

Glenn Scott, Director of Buildings, Grounds, and Transportation, later joined the meeting to provide further details and address the Board’s questions. He explained that the project involves upgrading 1980s-era fixtures to be ADA-compliant, including roll-under sinks and adjusted cabinet heights. It is a significant upgrade that includes cabinetry and countertops for two and a half kitchen stations, and a storage wall, effectively doubling or tripling the scale of a standard kitchen remodel. Mr. Scott noted that there is a five to six-week lead time for the materials. To ensure the work is completed this summer, the bid needs to be approved so a purchase order can be issued and cabinetry ordered. The project is scheduled to begin with the removal of asbestos tile on June 22nd, followed by new flooring and the installation of the cabinetry. Flooring and asbestos removal are not included in the cabinetry quote and will cost around $18,000. Mr. Scott noted that this project was paused last year, when the quote was around $60,000, and considers this quote reasonable given inflation. After the additional explanation, the Board expressed satisfaction with the project's scope, acknowledging that it was larger than they had initially imagined.

Motion by Ogden/Solsaa to take the RMS Cabinetry Bid off the table. Motion carried.

Motion by Stoodley/Rondinone to approve the RMS Cabinetry Bid. Motion carried.

Communication

1. Public Input - None.

School/Program Updates

1. Student Representatives’ Report: Student Representative Danielle Goldberg shared the following school updates.

Rutland Intermediate School: Recently held a talent show celebrating the creativity of the school community. Guest speakers, including Mayor Donahue, Fire Chief Bride, Superintendent Reed, and Officer LaGuardia, spoke to students about the importance of empathy in their roles. RHS athletes have been reading and celebrating with RIS students. "Show Your Work Night" is scheduled for May 19 at 5:00 p.m. A recent episode of Spotlight on Schools features the EPIC program and community partners.

Northeast Primary School: Nearly 40 volunteers from RCPS and GE assisted with the demolition of the old playground on April 10. Mayor Donahue spoke with students about integrity and positive citizenship. Students are enjoying alternative recess opportunities, such as Knotty Kids Club (knitting) and Recess Runners (running). First-grade teacher, Mrs. Kamyk, is the recipient of the Vermont Council on Literacy Lyman C. Hunt Literacy Award. Mrs. Hook secured funding for the Northeast community garden project. Kindergarten screening is on May 18, with a Meet-and-Greet on June 3. Volunteers are needed for the new playground installation scheduled for May 29–30.

Northwest Primary School: Students focused on the character trait of "perseverance" in April and celebrated STAR students who consistently demonstrated this trait. Celebrations of student learning are happening across grade levels. FastBridge spring benchmark assessments began this week and provide students with an opportunity to demonstrate their learning and growth, while also helping staff plan future instruction and support. The school recently celebrated Teacher and Staff Appreciation Week and thanked all team members for their dedication, care, and commitment every day.

Stafford Technical Center: The final Student of the Marking Period Assembly of the school year will be held on May 22, followed by the annual RAVE Student Car Show & BBQ. Winners of the car show will receive trophies created by students in the Welding & Metal Fabrication and Engineering programs. A ribbon-cutting for the newly renovated garage and the announcement that it has been approved as an official Vermont State Inspection station will take place at 12:30 p.m. The Senior Awards Ceremony will take place on May 29th at 12:00 p.m.

Rutland Middle School: Gearing up for YES Plan with many exciting opportunities for students. Incoming students currently in 6th grade will join the RMS YES Plan for a second year to help support their transition into 7th grade. A school-wide “Clap Out” on June 20 will celebrate 8th graders who will be moving to RHS next year.

2. Audit Update

Ted Plemenos, CFO, and Tim Smith, Controller, introduced Rick Brigham of Sullivan, Powers & Co., who joined the meeting virtually. Mr. Plemenos noted that Mr. Brigham, a partner with 31 years of experience, has been the partner in charge for several consecutive district audits. He emphasized the exceptional level of professional trust between the district and Sullivan, Powers & Co., characterized by transparency from RCPS and a thorough yet practical approach from the auditors, and highlighted what a successful audit entails. 

Mr. Brigham then presented audit findings and results to the Board. The audit resulted in several positive outcomes for the district: (1) The district achieved an unqualified opinion – the highest level of assurance – for the third year in a row. (2) No material weaknesses, significant deficiencies, or compliance findings were identified, and (3) The district has attained low-risk auditee status by maintaining clean reports and filing on time for several consecutive years. This status reduces federal testing requirements from 40% of programs down to 25% for two years. Also noted was that there were no disagreements with staff or difficulties in dealing with management throughout the process.

During the discussion, several points regarding future reporting were clarified. Chair Seward noted the current report omitted a management summary. Mr. Brigham and Mr. Plemenos explained that this report is not required, but starting with the next audit, it will be included. An MD&A report is a 4-10-page, user-friendly summary in layman's terms that makes financial results more accessible. While the current audit was submitted on schedule to the Federal Audit Clearinghouse in March, the goal for next year is to complete the fieldwork and report even earlier, potentially by January or February. The full audit report is a public document available at the Federal Audit Clearinghouse website (fac.gov) or directly through the Superintendent’s office.

Superintendent Reed will email the full report to all Board members. Controller Tim Smith was recognized for his outstanding leadership in the audit process and for another successful audit. 

3. Technology Report

Director of Technology Patricia Aigner and Senior Network Administrator Dan Roswell provided an in-depth look at how the district’s technical infrastructure supports the Portrait of a Graduate traits. They focused their update on three critical areas: Cybersecurity, the large-scale data cabling project, and the multi-year telephone system upgrade. 

Cybersecurity: The district is experiencing a surge in both the frequency and sophistication of attacks – a trend reflecting statewide and national patterns. While the district employs industry-leading software, endpoint protection, and staff training, the threat remains high. A single incident can necessitate 20-100 hours of mitigation and recovery, often requiring the entire IT team to respond. The department is operating in a reactive mode, which delays regular maintenance and help-desk ticket response times. They are currently exploring internal and external consulting options to manage these threats, noting a lack of cohesive support for educational institutions at the state and federal levels.

Data Cabling: To modernize infrastructure in buildings that has not been updated for 30 years, the district is launching a massive wiring project this summer. The project involves installing approximately 300,000 feet of Cat6A cable. Thirty pallets of wire are expected to arrive soon for summer installation. This infrastructure is considered the engine for future instruction and business operations.

Phone System Upgrade: The district is replacing its outdated telephone system to improve responsiveness and stakeholder connection. In meetings with multiple vendors, an exciting new feature is voicemail-to-email capabilities, allowing busy staff to receive and respond to parent messages more efficiently. An implementation challenge is that, because the upgrade is a multi-year project, the district will be forced to maintain two separate phone systems simultaneously for approximately two years.

In response to questions, scalable software was defined as the ability to meet digital demand regardless of the number of users. Superintendent Reed commended the IT team for their expertise in mitigating risks and maintaining system uptime despite ongoing cybersecurity challenges.

4. Stafford Comprehensive Local Needs Assessment Presentation

Director Melissa Connor and Assistant Director Kate Bosnich presented the biennial Comprehensive Local Needs Assessment (CLNA). The CLNA is a self-reflective process involving staff, students, and community stakeholders to evaluate how STC is meeting its goals, and must be presented to both the Regional Advisory Board and the School Board before submitting a grant application. The presentation provided an overview of the six required components: 

Evaluating Student Performance: Since FY21, the center has shown continuous growth in eight of the nine areas. The only area lacking growth is science, attributed to the lack of a dedicated science instructor and to students often skipping the state science testing at their home high schools to attend technical programs. This latter was addressed this year by having representatives from each school convene at STC for a day to administer the VTCAP Science test. It was noted that evaluating performance is complex because two-thirds of the student population is new every year, making year-over-year comparisons difficult.

Program Quality: This area focuses on compliance and the standard of education provided in each program. Programs must maintain an average of at least eight full-time students over a six-semester period to justify continued funding. Every program must meet strict safety credentials within the first 60 days of the school year and maintain up-to-date equipment and technology. A major goal is for every program to offer both Industry Recognized Credentials (IRCs) and transcripted college credits. Currently, some STC students graduate with up to 18 free college credits.

Labor-Market Alignment: The CLNA must prove that programs meet the specific industry needs of the region and state. STC faculty review data from the Vermont Department of Labor and the McClure Foundation to ensure career fields show growth and offer a livable wage (identified as $23.94/hour). Current analysis shows a significant regional need for Business (accounting and marketing), Dental Hygienists, and Diesel Mechanics. However, the expansion of the new programs is currently on hold due to potential state-level changes to CTE governance.

Staff Recruitment: Evaluates how STC recruits and retains high-quality educators. Surveys indicate that 97.1% of staff enjoy working at STC, and 100% believe the center is committed to student success. Professional development plans are tailored to individual program needs, industry trends, and equity goals identified through stakeholder surveys.

Access: STC must ensure that all students, including special populations (e.g., homeless, economically disadvantaged, and those on educational plans), have equal access to programs. Approximately 430 applications were reviewed this year for 277 available spots next year. STC is focusing on increasing non-traditional student enrollment (e.g., females in welding or males in health careers) to meet state-set gender-balancing targets.

Program Implementation: This involves a deep-dive analysis of 89 different areas, including curriculum, licensing, and work-based learning. STC uses a model where academic instructors work directly with program teachers to integrate math and ELA into technical projects, which has successfully raised test scores. A key strategy for the next cycle is to hire a multi-disciplined science teacher using Perkins funds to integrate science into programs and improve performance in that specific target area.

Central Office Reports

1. Superintendent’s Report - Superintendent Pam Reed highlighted the following topics:

Continuous Improvement Plans (CIPs): Calling attention to a memo from Assistant Superintendent Bianca McKeen dated May 8, Superintendent Reed noted that the Board approved the CIPs for all district schools as well as a district Data Inventory, as part of the Consent Agenda, which is required for the district to draw down and receive federal Title grant funds. The CIPs align with the district's Strategic Plan goals for academic achievement, safe and healthy schools, and equitable experiences, with a particular emphasis on high-quality reading instruction. Superintendent Reed noted that, though the content will remain the same, these documents are evergreen and will be updated as the year unfolds or as the AOE modifies its specific reporting formats and requirements.

Hiring: Superintendent Reed noted that the district is knee deep in hiring. Building leaders and the Human Resources Manager are hard at work securing the best candidates for students. Human Resources Manager Ara Penny has launched a campaign to connect with local property management organizations and landlords to generate housing leads for new staff members relocating to the area. Superintendent Reed then highlighted some available positions and noted that the Board would receive the summer hiring protocol for approval in the June Consent Agenda.

Staff Appreciation: Last week was staff appreciation week, during which Superintendent Reed, Assistant Superintendent McKeen, and Director of Support Services Kerry Coarse visited staff in all district buildings to thank them for the countless ways they support the district’s children and families and to offer them some treats. The theme was “A little something salty, a little something sweet, having you on our team is a real treat.” She thanked school PTOs for being an instrumental part of staff appreciation week and noted that the district also partnered with Mitchell’s to set up a staff gear shop, offering a variety of Rutland gear at different prices and a $10 coupon for each staff member.

Longfellow Attic: Superintendent Reed thanked the maintenance team and Longfellow staff for their work in cleaning out very old records from the attic. She reported that 830 boxes of old records were removed from the attic for shredding, significantly improving building safety. 

Policy Governance: Superintendent Reed noted that she and Assistant Superintendent McKeen spoke with Jeanne Collins Deweese about establishing a work plan for policy governance monitoring reports and for rolling out the reports. They also discussed having Jeanne work with the Board again on the self-evaluation process and on what the first meetings could look like. Jeanne can attend the August Board meeting if it can shift to the third Tuesday instead of the fourth.

In response to a question about when Board meetings will be listed in the events section of the Rutland Herald, Superintendent Reed noted that she will follow up to determine what is needed to make this happen.

Board and Committee Reports

1. Board Report

Chair Seward provided a summary of the intensive work the Board of School Commissioners conducted during their special meetings on May 2 and May 5 as follows.

The Board reviewed its ongoing professional development work, initiated in October 2025, to transition toward a Policy Governance model. This shift is designed to clarify the Board’s role by moving away from day-to-day operational management and refocusing efforts on three core pillars: ownership linkage, policy development, and policy monitoring. During the two special sessions facilitated by consultant Jeanne Collins Deweese, the Board meticulously reviewed and drafted a new policy manual organized into four critical sections that establish a structured framework for district operations and governance. Section 1.0 (Ends) finalizes language incorporating the Portrait of a Graduate and sets high-level goals for student achievement. Section 2.0 (Executive Limitations) refines the operational boundaries for the Superintendent, with a specific focus on financial components and asset protection. Section 3.0 (Board-Management Delegation) clarifies how the Board delegates authority to and holds the Superintendent accountable. Section 4.0 (Governance Process) updates the Board’s own job description, outlining responsibilities to advocate for legislative change, present the annual budget for public vote, and manage the expenditure of surplus funds and long-term reserves.

To ensure future meetings remain efficient and focused on strategic goals, the Board agreed to eliminate Old Business and New Business from future agendas and to use a Consent Agenda and a Work Plan instead. The Board strengthened its bylaws regarding Conflicts of Interest to ensure full transparency during deliberations. All revisions have been compiled into a comprehensive document, and the draft was officially presented to the Board and the public for a first reading at tonight’s meeting. 

Chair Seward noted that this transition aims to allow the Board to govern more effectively on behalf of the Rutland City community while keeping schools legally and morally focused on student success.

Governance Process

1. RCPS Policy for Action (1st Reading)

• Page 4, Section 2.3 (Financial Activities): Correcting numbers 13 and 14 to state the Superintendent shall not “fail to” report on surplus revenues and provide fiscal updates.
• Page 6, Section 2.8.1: Adjusting language to state the Superintendent shall not "Neglect to submit monitoring data and any necessary interpretation".
• Page 12, Section 4.4, first sentence (Board Chair’s Role): Changing "assures" to "ensures the integrity of the Board's process".