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“A Caring School Community Dedicated to Excellence”
REGIONAL SCHOOL UNIT NO. 38
BOARD OF DIRECTORS
Maranacook Community High School
June 11, 2014, 6:30 p.m.
REVISED AGENDA
1.
Call to order:
2.
Presentation: Modern Woodman Speech – TJ Folsom, Josi Palmer (10 min.)
3.
Recognitions: (30 min.)
a.
SkillsUSA Award Recipients – Skylar Webb, Gold in Plumbing; Andrew White, Silver in Plumbing
b.
Retiring staff
c.
RSU #38 Bus Drivers – Regional Bus Drivers’ Conference
d.
Paul Criss – Central Maine Power Company
e.
Outgoing Board members
4.
Consent Agenda: (5 min.)
a.
Approval of Minutes of June 4, 2014*
b.
Acceptance of Nominations of First Probationary Contract Teachers*
c.
Extension of Administrator/Manager Contracts*
d.
Approval of Contracted Meal Service Agreement between RSU #38 and Fayette School Department*
e.
Authorize the Superintendent to file the proper and necessary application forms to participate in any and
all selected federal programs for RSU #38 and otherwise act as the authorized representative for and on
behalf of RSU #38 for 2014-2015
f.
Authorize Superintendent to hire and accept resignations, in consultation with the Board Chair and Vice
Chair, during the summer
g.
Authorize Superintendent to accept or reject bid(s) relating to the sale of the kayak donated to Readfield
Elementary School in consultation with the Board Chair
5.
Citizens’ Comments: (5 min.)
6.
Additions/Adjustments to the Agenda by Board and/or Superintendent: (5 min.)
7.
Action/Discussion/Informational Items: (40 min.)
a.
Nomination of Elementary School Principal – Janet Delmar*
b.
NWEA Report
c.
Special Education Audit*
d.
Transfer of funds*
e.
Consideration of Request for Sabbatical Leave (2015-2016), John Hirsch*
f.
Consideration of appointment of outgoing Board member to RSU 38 Board Negotiations Committee
8.
Adjournment:
* Attachments
Any citizen who wishes to add an item to the agenda may do so by notifying the Board Chair or the Superintendent’s Office, in writing, ten days
prior to the Board’s next scheduled meeting.
DRAFT
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4a.
A Caring School Community Dedicated To Excellence
Regular Meeting
Regional School Unit No. 38
Board of Directors
Maranacook Community High School
June 4, 2014
Minutes of Meeting
Members present:
Members:
Student Reps:
Administrators:
Chair David Greenham, Michael Apolito, Russell Evans, David Guillemette, Jason
Morgan, Melissa O’Neal, Bonnie Simcock, Richard Spencer, Jessica West
Stephen Hayes (excused), Lynette Johnson (excused), Marie Rodriguez (excused),
Madeline Snow
Carrington Brennan, Benjamin Tyler, Taylor Cray, Colleen Wright
Superintendent Donna Wolfrom, Principals Dwayne Conway, Pia Holmes, and Cathy
Jacobs, Finance Manager Brigette Williams, Director of Curriculum, Assessment &
Instruction Nancy Harriman, Special Education Director Ryan Meserve, Adult and
Community Education Director Steve Vose
1.
Call to order: Chair Greenham called the meeting to order at 6:30 p.m.
2.
Recognitions:
a. Top 10 Scholars and National Merit Scholar
The top 10 Scholars were recognized for their accomplishments. They are: National Merit
Scholar Nicholas Barnes, Valedictorian Alec Daigle, Salutatorian Tyler Lang, Nicholas Lacasse, Grace
Kavanah, Tobias Smith, Lindsay Jackson, Victoria Nolette, Kelby Mace, and Olivia Swimm.
b. Eighth Grade Honors Students
The Eighth Grade Honors students recognized for attaining honor roll status all three years are:
Katelyn McGrail and Chad Palmer attained High Honors all three years, Erin Bonenfant, Carrington
Brennan, Desiree Bush, Nicole D’Angelo, Tyler Dunn, Emma Feagin, Emma Hatt, Karissa Lucas,
Mark McLaughlin, Jackson McPhedran, Silas Mohlar, Helen Murray-James, Taylor Rioux, Meaghan
H. Smith, Connor Stockwell, Olivia Tamborini, Madison Taylor, Emma Walsh, Lana Watts, and
Ariana Wiles.
c. Congressional Art Award Recipients
Veronica Jones and Elizabeth Brown were recognized as recipients of Congressional Art
Awards.
d. RSU #38 Student Representatives
Middle School students Carrington Brennan and Benjamin Tyler and High School students
Taylor Cray and Colleen Wright were recognized for their service on the RSU #38 School Board
during the school year.
3.
Consent Agenda:
a. Approval of Minutes of May 7, 2014
b. Approval of Minutes of May 14, 2014
MOTION by R.Spencer, second by R.Evans to accept the minutes of May 7 and May
14, 2014 as presented.
Motion Carried: unanimous
c. Acceptance of Nomination of Second Probationary Contract Teacher – Sean Wasson,
Technology Integrationist K-8
MOTION by R.Spencer, second by R.Evans to accept the nomination of second probationary
contract teacher, Sean Wasson.
Motion Carried: unanimous
RSU #38 Board of Directors
Page 1
June 4, 2014
DRAFT
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DRAFT
4a.
d. Approval of request for French Exchange Trip, Summer 2015
MOTION by R.Evans, second by R.Spencer to approve the request for the French Exchange
Trip as presented.
Motion Carried: unanimous
e. Acceptance of donations
MOTION by M.Apolito, second by R.Evans to accept the donations as presented.
Motion Carried: unanimous
4.
Student Representatives Reports:
High School representatives Colleen Wright and Taylor Cray reported on the end of year
activities at the High School.
Middle School representatives Carrington Brennan and Benjamin Tyler reported on the end of
year activities at the Middle School.
5.
Citizens Comments:
Board member Richard Spencer, as a citizen of Wayne and a Veteran, thanked the Maranacook
band and their leader for a wonderful Memorial Day Parade.
6.
Additions/Adjustments: none
7.
Action/Discussion/Informational Items:
a. Policy Second Readings: ECB, Integrated Pest Management; EFDA, Food Payment; IJOC, School
Volunteers; JIH, Questioning and Searches of Students
Superintendent Wolfrom reported on last week’s Policy Committee meeting. The above
policies were reviewed and discussed. Policies ECB, EFDA and IJOC do not have any revisions since
the first reading. Comments submitted from last month’s board meeting were considered in the review
of Policy JIH and the revisions are noted. The Policy Committee recommends approval of the four
policies as presented.
MOTION by B.Simcock, second by R.Spencer to accept Policies ECB, EFDA, IJOC, and JIH
as presented. Discussion followed.
Motion Carried: unanimous
b. Policy First Reading: JJIAA, Private School Students – Access to Public School Co-Curricular,
Interscholastic and Extra-Curricular Activities
Superintendent Wolfrom reported the policy was reviewed and revised to coincide with current
practice. Any questions or comments should be forwarded to Donna at the Central Office. The
Wellness Committee is still working on the Wellness Policy and the Policy Committee continues to
work on the staff conduct policy.
David Greenham added that the Committee also reviewed a list of all policies and the goal for
next year is to address policies older than 2005. If you have any policy questions or want to review the
list please let Donna know.
8.
Informational Items: no additional reports
9.
MOTION by M.O’Neal, to enter Executive Session to consider manager and administrative
evaluations pursuant to 1 M.R.S.A. §405(6)(A) for Paul Criss, Dwayne Conway, Steve DeAngelis,
Nancy Harriman, Al MacGregor, Pat Stanton, and Steve Vose. Second by R.Evans.
Motion Carried: unanimous
The Board entered Executive Session at 7:05 and returned to public session at 8:20 p.m.
10.
MOTION by M.O’Neal, to enter Executive Session to discuss information in confidential records
pursuant to 1 M.R.S.A. §405(6)(F). Second by R.Evans.
RSU #38 Board of Directors
Page 2
June 4, 2014
DRAFT
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4a.
Motion Carried: unanimous
The Board entered Executive Session at 8:21 and returned to public session at 8:27 p.m.
11.
MOTION by M.O’Neal, to enter Executive Session to discuss negotiations between RSU #38 and the
Maranacook Area Staff Association pursuant to 1 M.R.S.A. §405(D). Second by R.Evans.
Motion Carried: unanimous
The Board entered Executive Session at 8:28 and returned to public session at 9:15 p.m.
12.
Action Following Executive Session: none
13.
Adjournment: MOTION and second to adjourn the meeting at 9:16 p.m.
Respectfully submitted,
Donna H. Wolfrom, Superintendent/Secretary
Recorded by: D.Foster
RSU #38 Board of Directors
Page 3
June 4, 2014
POSITION
CANDIDATE
EDUCATIONAL
PREPARATION
Readiness Skills Teacher
4b.
Rachelle Fitzsimmons
University of Maine, Farmington B.S.
Elementary Education
2007
RELATED EXPERIENCE
REFERENCES
CERTIFICATION
Ed Tech III
RSU No. 38-WRAP
2012-Present
Tutor
MSAD 11
2010-2011
7th Grade Teacher
Hodgkins Middle School
2008-2009
Ed Tech I
Washburn Elementary School
2007-2008
Jessica West
Math Mentor, Augusta School Department
Diane Leeman
Teacher, Mill Stream Elementary School
Jed Schwalm
BCBA, RSU No. 38
Laurel Danforth
Teacher, RSU No. 38
Provisional General Education K-8
Transitional Special Education and Severe Impaired
CHRC Approval K-12
SALARY
$31,550
BOARD HIRED DATE
REPLACING
Degree:
6/11/2014
New Position
Excel:Forms/Form81/lljw:12/28/07
BA
7/1/2016
7/1/2017
Step: 1 on 12-13 scale
POSITION
CANDIDATE
EDUCATIONAL
PREPARATION
Resource Room Teacher
4b.
Erica Gower
University of New England
Master's of Science in Education
2009
University of Maine, Farmington B.S.
Rehabilitation Services
2000
RELATED EXPERIENCE
REFERENCES
CERTIFICATION
Teacher
MSAD 49
Kindergarten
Third Grade
Special Education
2005-present
2007-Present
2006-2007
2005-2006
Case Manager
Catholic Charities Maine
2002-2005
Home Visitor- Internship
KVCAP
2000
Teacher Assistant
SKCDC
1998-1999
Claudette Massey, M. Ed.
Principal St. John Regional Catholic School
Whendy Smith
Reading Recovery Teacher Leader MSAD 49
Jody Rich
Special Education Director MSAD 53
Professional K-8 General Education
Transitional Endorsement Special Education
CHRC Approval K-12
SALARY
$38,325
BOARD HIRED DATE
REPLACING
Degree:
6/11/2014
Eileen Lynch
Excel:Forms/Form81/lljw:12/28/07
7/1/2018
7/1/2018
MA
Step: 6 on 12-13 scale
June 11, 2014 – Administrator/Manager Contract Extensions
Name
Position
4c.
Contract Extension Date
Dwayne Conway
Principal, MCHS
06/30/17
Paul Criss
Director of Maintenance & Transportation
06/30/16
Steve DeAngelis
Dean of Students (50%)
08/19/15
Nancy Harriman
Director of Curriculum, Instruction & Assessment
06/30/17
Al MacGregor
Student Services Director
06/30/15
Norman Robichaud
IT Manager/Technology Support Tech.
06/30/15
Patricia Stanton
Dean of Students (50%)
08/19/15
Steve Vose
Director of Adult & Community Education
06/30/17
4d.
CONTRACTED MEAL SERVICE AGREEMENT
Agreement for school food services between Regional School Unit No. 38 and the Fayette
School Department.
The Regional School Unit No. 38 School Food Services Program will provide, deliver, and serve
meals for reimbursable school breakfast and lunch services at the time specified by the Fayette
School Department for the school days for the 2014-2015 school year commencing August 28,
2014.
A.
The Fayette School Department agrees to:
1. Notify the parents of Fayette Elementary School students via a letter of the meal program
and request parents to submit applications for students to be eligible to receive meals at
free or reduced reimbursement rates.
2. Verify Free and Reduced applications and notify parents within 10 days of dated
application, and continue to update RSU No. 38 of any changes in status.
3. Provide the RSU No. 38 Food Services Program a daily meal count recorded on a
prepayment program through Rooster or PowerLunch for all students whether free,
reduced, or full paid, and adults may prepay in the same program at price indicated below.
Students may purchase milk through the same prepay system.
4. Notify the RSU No. 38 Food Services Program or the Food Services Director by 7:00 a.m.
each day the Fayette School Department will not be in session. Contact phone numbers
for Jeff Bridges are 242-0327 or 685-4923 ext. 1085.
5. Provide RSU No. 38 Food Services Program with a school calendar year no later than
August 14 of that beginning school year.
6. Notify RSU No. 38 Food Services Program with any school activities that will effect the
lunch program service time (examples, field trips, schedule lunch service time, half days,
special days.)
7. Fayette School Department is responsible for any and all fees that the federal or state
guidelines require.
8. Fayette School Department is responsible for maintaining any pest control contract and/or
notifying parents of chemicals that may be used.
9. RSU No. 38 is not responsible for maintaining Fayette School Department Equipment.
We will recommend services to be offered with RSU No. 38. Any breakage of equipment
will be the responsibility of the Fayette School Department.
F:\contracts\15 Fayette School Lunch.doc
Page 1 of 3
04/16/14
4d.
10. Reimburse the RSU No. 38 Food Services Program for meals and milk or juice at the
following rates:
a.
$ .50 for each 1/2 pint of milk ordered in addition to milk for each meal
b.
$ .50 for each unit of juice ordered in addition to milk for each meal
c.
$2.50 for each meal served to students at full price
d.
$ .40 for each meal served to students at reduced price
e.
$4.25 for each meal served to adults for lunch
f.
$1.00 for each breakfast meal served to students at full price
g.
$ .0 for each breakfast meal served to students at reduced price
h.
$1.75 for each breakfast served to adults
Reimbursement will be based upon milk ordered daily and upon meal records for each
meal.
An additional amount not to exceed $1,600 per month for 10-months will be paid to the
RSU No. 38 Food Services Program to augment the costs associated with the program.
RSU No. 38 will also receive all State/Federal reimbursements for eligible students
(free/reduced eligible students.) All monies collected including state and federal
reimbursements, and commodities for this program by Fayette will be accounted for and
turned over to RSU No. 38 to underwrite the program.
In addition, RSU No. 38 will provide the staff to account for these funds and collect the
student lunch count. The cost of this person’s time will be $525.00 for the school year
(anticipated as one additional hour per day) if an RSU staff member collects funds and
completes lunch counts.
11. Provide a maximum of two (2) student workers each day of meal service at noon until the
meal is served.
12. Provide all necessary equipment and service of meals, refrigerator space for storage of
sample meals and access to water for cleaning service area.
B.
The RSU No. 38 Food Services Program agrees to:
1.
Provide 1/2 pints of milk for resale by the Fayette School Department and the School’s
Ala Carte Program.
2.
Provide the Fayette School Department with printed menus, applications for free/reduced
priced meals, deposit slips, check deposit stamp, locking deposit bag to Savings Bank of
Maine and return of empty bag, and other record keeping supplies requested to support
accountability for meals and funds.
3. Serve breakfast and lunch, and maintain a production of foods used. RSU No. 38 will
ensure food is available daily for breakfast.
F:\contracts\15 Fayette School Lunch.doc
Page 2 of 3
04/16/14
4d.
4. Provide an itemized listing of daily meal counts, milk counts, food costs, labor costs and
supply costs for meals provided.
5. Prepare the monthly claims and other required documents for approval by the Fayette
School.
6. RSU No. 38 is responsible for the kitchen, excluding the kitchen floor.
This agreement may be terminated by either the Fayette School Department or the RSU No. 38
Board of Directors or the Principal/Superintendent of the Fayette School Department by
providing sixty (60) days notice in writing to the other party.
For the Fayette School Board
For the Regional School Unit No. 38
Board of Directors
______________________________
______________________________
______________________________
(DATE)
______________________________
(DATE)
Copy approved by MDE, SNP_____________________________________________
(DATE)
F:\contracts\15 Fayette School Lunch.doc
Page 3 of 3
04/16/14
Maranacook Area School District
Regional School Unit No. 38
Donna H. Wolfrom, Ed.D.
Superintendent of Schools
A Caring School Community Dedicated to Excellence
Ryan Meserve
Special Education Director
Nancy Harriman, Ph.D.
Director of Curriculum, Instruction & Assessment
Brigette Williams
Finance Manager
Tel. 207-685-3336
Fax. 207-685-4703
7a.
TO:
FROM:
SUBJECT:
DATE:
RSU #38 Board of Directors
Donna H. Wolfrom, Superintendent of Schools
Administrative Appointment – Janet Delmar
June 6, 2014
I am pleased to recommend Janet Delmar for the position of Elementary Principal for Mount
Vernon and Manchester Elementary Schools. Ten candidates applied for this position and six
were interviewed. The interview team consisted of 12 members including one RSU #38 School
Board member, two teachers (one from each school), two parents (one from each school), the
math coach, the literacy coach, and several administrators. The interviewing committee quickly
reached consensus in their support of Janet for this position.
Janet is currently an upper elementary teacher in RSU #18. I spoke to Dr. Nancy Reynolds, her
principal, and she highly recommended Janet for this position, although she was upset at the
possibility of losing Janet as a teacher in her school.
Janet has served as a teacher leader in her school and is currently serving on her district’s
Building Leadership Team. She has had extensive training and experience with the Marzano
Teaching Standards. As a certified Reading Specialist she is well versed in early literacy
strategies and has worked with teachers to implement those strategies.
Janet earned a Master of Education degree from the University of Maine and a 040 Building
Administrator Certification at Thomas College. Her letters of reference are extremely strong and
she brings many strengths to our district. I recommend approval for Janet Delmar for the
position of principal of Mt. Vernon and Manchester Elementary Schools.
Manchester Mt. Vernon Readfield Wayne
Office of the Superintendent 45 Millard Harrison Drive Readfield, Maine 04355
www.maranacook.org
STATE OF MAINE
DEPARTMENT OF EDUCATION
23 STATE HOUSE STATION
AUGlISTA. MAINE 04333-0023
PAUL R. LEPAGE
RSU #38
GOVERNOR
SUPi. Of
SCt'loOl.S
JAMES E. RIER, JR.
ACTING COMMISSIONER
October 21,2013
Ryan Meserve, Special Education Director
RSU#38
45 Millard Harrison Drive
Readfield, ME 04355
Dear Mr. Meserve,
The Maine Department of Education (Maine DOE) is required under federal law to monitor special
education programs and services for students with disabilities as described under Section 616 of the
2004 Amendments to the Individuals with Disabilities Education Act (IDEA). The purpose of this letter
is to outline the components of the review.
The items that are required to be provided or made accessible by each selected school administrative
unit (SAU) are outlined below. The documents outlined below must be received by the Maine DOE
team no later than December 30, 2013.
Please note: The Monitoring Tool used for this Letter oflnstruction was based on the JUly 19,2013
version of Maine's Unified Special Education Regulations (MUSER).
Responsible party
Maine
DOE
SAU
X
X
X
Indicator/item to be
collected
Monitoring
Tool #
How item will be monitored
B5 (LRE
Placement)/IEP
Process: Least
Restrictive
Environment
B8 (Parent
Involvement)
LREI &2
SAU will self-assess 20% of
student files using electronic
Monitoring Tool. Maine DOE
will review 10% of files during
site visit.
SAU will submit mailing
addresses of all identified
students in Excel spreadsheet to
Maine DOE.
SAU will self-assess based on
information provided in
upcoming webinar using
Tracking Tool which will be
submitted to Maine DOE by
February 28, 2014.
SAU will submit 5 !EPs, 5
AWNs and 5 WNs to Maine
N/A
X
X
BII (Child
Find)/Initial Referral
INR3
X
X
B 13 (Secondary
Transition with !EP
TRAI-IO
OFFICES LOCATED AT THE BURTON M. CROSS STATE OFFICE BUILDING
PHONE:
(207)G~4-66oo
FAX: (20716z4-li7o0
AN EQ..UAL OPPORTUNITY EMPLOYER
TTY USERS CALL MAINE RELAY 711
ONLlNE: WWW.MA1NE.GOVIfJOE
Goals)lIEP Process:
Transition
Advance Written
Notice
DOE.
AWNl
X
X
X
X
Forms & Timelines
FOTJ-4,7
X
X
IEP Process:
Considerations for
IEPs & IEP Meetings
CIM2&4
X
X
IEP Process: Present
Levels of Academic &
Functional
Performance!Annual
Goals (PLAAFP)
Miscellaneous
PLAI
X
Out-of-Unit
Placements
OOUl-3,5,
7, 12
X
Required Policies &
Procedures
RPPI-5
X
Written Notice
WRNI &2
X
X
X
MISl-3
SAO will self-assess 20% of
student files using electronic
Monitoring Tool. Maine DOE
will review lO% of files during
site visit.
SAO will submit 3 Consent to
Invite Outside Agencies forms,
3 Summary of Performance
forms, 3 Learning Disability
Evaluation Reports and 3
Speech/Language Eligibility
Criteria forms. For FOT7, SAO
will self-assess 20% of student
files using electronic
Monitoring Tool. Maine DOE
will review 10% of files during
site visit.
SAO will self-assess 20% of
student files using electronic
Monitoring Tool. Maine DOE
will review 10% of files during
site visit.
SAO will self-assess 20% of
student files using electronic
Monitoring Tool. Maine DOE
will review 10% of files during
site visit.
SAU will submit Accuracy
document, copies ofIEP Fund
Authorization letters for all
who are designated to commit
funds, Personnel Certification
form.
SAO will self-assess the
maximum number of files, up
to 5, using electronic
Monitoring Tool.
SAU will submit copy of
ReferrallPre-Referral and Child
Find policies and procedures.
SAO will self-assess 20% of
student files using electronic
Monitoring Tool. Maine DOE
will review 10% of files during
site visit.
For any item listed above where the district does not have the requested number of files, please submit
all files that apply.
Please use the electronic Monitoring Tool
(www.maine.gov/doe/specialed/support/monitoring/publicmonitoringtool.doc) to review 20% of
student files (minimum of 10 files) with representation from all schools within the SAU. Also, please be
sure to have ethnic representation across disabilities (where possible) with your file selection for review.
You will receive a letter notifying you of your site visit the month prior to your visit. Included in this
letter will be the student names for which files will be reviewed during the on-site visit. More
information regarding this will be provided in the program review webinar.
Maine DOE will review the completed Monitoring Tool and requested materials. Letters of Finding will
be generated by May 1,2014 identifying any area(s) of noncompliance. SAUs that are found to have
areas of noncompliance will receive a Corrective Action Plan (CAP) including activities to address the
findings. All CAP activities must be completed with documentation sent to Maine DOE and correction
verified according to the schedule to be provided with the Letter of Findings.
For further information, please contact Roberta Lucas at [email protected]
Please send all material to the attention of Kara Farwell, Maine Department of Education, Special
Services, 23 State House Station, Augusta, ME 04333-0023 or [email protected]
Sincerely,
Roberta Lucas
Federal Program Coordinator
C: Donna Wolfrom, Superintendent of Schools
,f~~
.
,
•
STATE OF MAINE
DEPARTMENT OF EDUCATION
.
23 STATE HOUSE STATION
, ,
AUGUSTA, MAINE 04333-0023
PAUL R LEPAGE
JAMES E. RIER, JR
GOVERNOR
ACTING COMMISSIONER
October 22, 2013
Ryan Meserve, Special Education Director
RSU#38
45 Millard Harrison Drive
Readfield, ME 04355
Subject: Fiscal Compliance Monitoring Program Review
Dear Mr. Meserve:
The Maine Department of Education (Maine DOE) is required under federal law to monitor special
education programs and services for students with disabilities as described under Section 616 of the
2004 Amendments to the Individuals with Disabilities Education Act (IDEA). The purpose of this letter
is to outline the components of the review.
The items that are required to be provided or made accessible by each selected school administrative
unit (SAU) are outlined below. The documents outlined below must be received by the Maine DOE
team no later than December 30, 2013.
•
•
•
•
•
Accounting detail for each Individuals with Disabilities Education Act (IDEA) invoice
submitted within the Maine DOE Federal Grant Reimbursement System from July 1,2012 to
October 31, 2013 Internal controls policies ana proceaures
List of employees paid with IDEA funds
Current equipment list including any equipment purchased with FY20 14 IDEA funds
Inventory checklist for inventory purchased with IDEA funds
Accounting records must detail each transaction, to include the vendor, date of purchase, which fund
was used for purchase, and amount. Upon department review of these materials, you will receive
notification of transactions that will be reviewed as part of your on-site review. If your on-site review is
prior to December 30, 2013 you must have the above documentation prepared for your on-site review.
As part of your on-site review, we will review:
•
•
•
•
•
Invoices for selected transactions using IDEA funds
Documents to ensure budgeting in compliance with the Education Department General
Administrative Regulations (EDGAR) and the Office of Management and Budget Circulars
(OMB)
Contracts involving IDEA funds
Time and effort documentation for the employees paid with IDEA funds
Equipment records for equipment purchased with IDEA funds
OFFICES LOCATED AT THE BURTON M. CROSS STATE OFFICE BUILDING
PHONE: (~07)624-GGoo
FA.X; (107)624-0700
AN EOJIAL OPPORTUNITY Efo..fPLOYER
TTY LlSERS CALL MAINE RELAY 711
ONLiNE: WWW .•·I.lAINLGOV/DOE
o Physical inventory on selected items
o Labeling of equipment
Please submit, either by email or regular mail, the required evidence to the Office of Special Services at
the following address:
Maine Department of Education, Office of Special Services
Attention: Tyler Backus, Management Analyst
23 State House Station
Augusta, ME 04333
tyler. backuslalmaine. gov
PLEASE NOTE: you should retain the originals of all supporting documents in your files.
If we have any questions, we will contact you. Once the audit has been completed, we will communicate
the results to you, and you will be afforded the opportunity to respond in writing to any compliance
findings.
A principal objective of the auditing program is compliance with OMB, IDEA and EDGAR rules. Audit
documents are subject to the provisions ofMaine's Freedom ofAccess statute.
If you have any questions regarding the audit process, please do not hesitate to contact me.
Sincerely,
Tyler Backus
Management Analyst
c: Donna Wolfrom, Superintendent of Schools
STATE OF MAINE
DEPARTMENT OF EDLlCATION
23 STATE HOUSE STATION
AUGUSTA. MAINE 04333-0023
PAUL R. LEPAGE
JAMES E. RIER, JR.
GOVERNOR
ACTING COMMISSIONER
January 6, 2014
Dear Mr. Meserve,
Thank you for setting aside time for the on-site review as part of the monitoring process. This letter is in
preparation for the on-site visit in which you are participating this year. In preparation for the oil-site
visit:
• [r~Wijf~!.jjrE11if~tfiffilebli~lzQ.~~ii1lJt1f~jjf,SV,'a1111'B:l~:itlhl\\r<i\bi~.
• ~l~~JlmMl1\lll~~!i!?2B:i~f~IDW'isSr&Ciedi.ffilf_~1!iirl;!~lt~~f~'ilt'lr!lJJ:tlil.1li.iitl)iJ19,~!!;;~It'!lI§~~~m!1~'
• Please plan to be present to assist with the monitoring process. If you are unable to be available
for the full day, please have your assistant or coordinator available during the times you are
unavailable.
• Consider inviting a special education teacher to assist with this process.
• Please confirm with Roberta Lucas the SAU on-site review address, and that it includes a
confidential work space for the Review Team.
• Please provide contact information to Roberta Lucas the week before the planned visit, for
contacts related to inclement weather, etc.
• Our schedule is as follows:
o 8:00-8:30 a.m. Arrival Time
o 8:30 a.m. One hour to explain the process for file review and answer any questions you
may have related to the process
o 9:30 a.m. Review of requested special education files
o 12:00 p.m. Lunch
o 12:30 p.m. Review of requested special education files
o 3:00 p.m. Exit interview (to include: basic questions we'll ask you; any questions you
may have for us; and report of our basic fmdings, if any).
As part ofthis review process, we look forward to meeting with you and your staff on February 13, 2014
and collaborating with you in the process.
Sincerely,
Robelia Lucas
Federal Program Coordinator
OFFICES LOCATED AT THE BUR.TON M. CR.OSS STATE OFFICE BUILDING
PHONE: {207)(i~4-66MJ
FAX: (207)(i~4-67o0
AN Eo...UAL OPPORTUNITY EMPLOYER
TTY USERS CALL MAINE RELAY 711
ONLINE: WWW.MAINE.GDV/DOE
Printed by: Ryan Meserve
T.itle: Special Education Determination: Maranacook
From:
t
Subject:
Special Education Determination
To:
t. Ryan Meserve
"Sanden, Sheryl" <[email protected]>
May 5, 2014 7:03:16 AM
Page 1 of 2
5/2/141... ;;:;:;~
May 2,2014
Dear Superintendent Wolfrom:
RSU 38
The Maine Department of Education (Maine DOE), Office of Special Services would like to
commend you and your staff for the high level of performance demonstrated in your district
data and records. Based upon a review of data from the 2012-13 school year, the Maine DOE
has determined that your school administrative unit (SAU) has received the designation of
Meets Requirements for the 2012-13 school year in implementing the requirements of the
Individuals with Disabilities Education Act (IDEA).
IDEA, Section 616, requires all states to make determinations on the performance of each SAU
with regard to various indicators. Linked below is your SAU performance report developed by
Maine DOE to assess the factors used in the determination of SAU compliance. Three sets of
factors were considered: (1) performance on compliance indicators in the State Performance
Plan, (2) compliance on required reporting timelines, and (3) adherence to regulatory
requirements. Data for the measures were compiled from child find data, local entitlement
application records and program review files. Also linked below is a document describing the
process by which determinations were made.
Please review the performance report for your SAU as these elements will continue to be
important factors in monitoring SAU performance. No further action is required at this time.
If you have questions about the data presented in the attached report, please contact Shawn
Collier ([email protected]) to discuss the details of your performance data.
Printed by: Ryan Meserve
hitle: Special Education Determination: Maranacook
May 5, 2014 7:03:16 AM
Page 2 of 2
Sincerely,
Janice E, Breton
Director, Special Services Division
SAU Performance Report: http://www.mediafire.com/view/xzxk2aeigjolajv/RSU 38 profile.pdf
Determination Process Description:
http://www.mediafire.com/view /18bllplf8jOj lef /FFY2012 Determination Process. pdf
cc: District's Special Education Director
JB:SC:sb
local Educational Agency (LEA) Name:
I
RSU 38
This report displays the performance of the local Education Agency toward to the compliance requirements of the Individuals
with Disabilities Act (IDEA) of 2004 as amended. The report is provided in three sections to address key aspects of the
requirement: State Performance Plan (SPP) Indicators, Timely and Accurate Data Reporting, and Adherence to IDEA
Regulatory Provisions. Values of NA indicate that the indicator was not reviewed during the reporting period.
....
.
.
SPPcOMPI.IANtEiINill(;AtOR·~ERf()RMANCE
i'
"-,.
. .,:...
. .
Is:tile·lEA:Jn
LEA
Targ~
sub'$lnthil'
perlorinance
~'ni'pliaitte?'
0%
0.0%
Yes
0%
0.0%
..'
ij!~rci¢of9:,pe,centN!lrsPJ"QPOi-ti9natl!r"presentatlon
of racial arid ethnic groups
ih;~p~l:I.1 edocation and related service5that Is the result of inappropriate
(il~i;fm~~~i9oj .
In.~[R~torJg:.g~~ent9fd,,~prqp9'\Iona.terepresentation.!lf racial .• nd.·ethricgroups
Wf~~~m(tll~apjlitycat;~grl~~'tnatisthe m$lllt.qflhapproPfiate idehtifi¢atIOn' .
1r)~t~~tOJ,l+:Perc~nt Of.~bildtl!nw~o;wer~eital uated .witHln. 6Q da~ of r"celVi ng i
.
~~ii~9r~.al'si'·:
<"
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. ......
.
~~~~~lc9~$e~tfQril\iVal evaiuationor ",lthln State Il.\tatilish~r:[email protected]~ (45
. , .' . ......,
Yes
·i·'·
'.'
".
filA. ".
100%
...... .
l'iA ....
.'
.
"
..
.NA
in#ica{qr.15:Petc~rt ofnol1coIJIPlJanceidentifjedandCo",Eicted associn as possible
k!ltir;'9~asala~~ith~n;Qn~~arfrom Id~"tifjtatipn .
. ,"
.
I· . . •...
I .•. . 100%
I
.,.'
" NA,
NA
TIMELY AND ACCURATE DATA PROVIDED
Target
LEA
performance
Isthe lEA in
substantial
compliance?
local Entitlement Application completed on time without significant error.
100%
100.0%
Yes
100%
100.0%
Ves
Improvement/Corrective Action Plan developed on time and approved.
100%
100.0%
Ves
ADHERANCE,TO IDEA RE!jULATORYREQUIREMENTS AND PROVISIONS
~rg~t
Child Count Data provided on time and validated accurate, complete, and
representative.
LEA
performance
.
Isolated De/ldencies identified were .correctedas.required by agreement with
Maii1I;!-Depaq:ment of£ducatio_n.
OVERALL DETERMINATION
100%
100.0%
i
Meets Requirements
Is-the lEA in
substantial
compliance?
Ves
·i.
STATE OF MAINE
DEPARTMENT OF EDUCATION
23 STATE HOUSE STATION
AUGUSTA, MAINE 04333,0023
PAUL R. LEPAGE
JAMES E. RIER, JR.
GOVERNOR
COMMISSIONER
May 8, 2014
Ryan Meserve, Special Education Director
RSU#38
45 Millard Harrison Drive
Readfield, ME 04355
RE: Letter of Findings for Program Year 2013-2014
Dear Ryan:
The Maine Department of Education (Maine DOE), Office of Special Services would like to thank you
and your staff for your participation in the recent annual General Supervision System Monitoring Process.
The Department has reviewed your School Administrative Unit's (SAU) data and other sources of
information to determine compliance with Maine's targets for certain federal indicators, in accordance
with the federal Office of Special Education Programs (OSEP) requirements and Maine Unified Special
Education Regulations (MUSER).
Enclosed please find a document titled Summary of Data. The Summary ofData outlines your SAU's
level of compliance on specific indicators in certain areas. Your data demonstrate areas of
noncompliance; therefore a Letter of Findings is included.
For indicators/areas identified as noncompliant, correction must be made as soon as possible but no
later than one year from identification. The Maine Department of Education will develop your
corrective action plan which you will receive by June 13,2014. Webinars will be offered to facilitate
correction of noncompliance within the necessary timeframe. You will be notified when the webinars are
scheduled.
Ifwe can be of assistance, please contact Roberta Lucas at (207) 624-6621 or via email at
[email protected]
cerelY;1
g
tI.'k- fJ\?el---
J ice E. Breton
Director of Special Services
ffilRL/gv
cc: Donna Wolfrom, Superintendent of Schools
OFFICES LOCATED AT THE BURTON M. CROSS STATE OFFICE BUILDING
PHONE, (207)624-6600
FAX, (207)624-6700
AN EQUAL OPPORTUNITY EMPLOYER
TTY USERS CALL MAINE RELAY 711
ONLINE, WWW.MAINE.GOV/DOE
Summary of Data for Program Year 2013-2014
(FFY2013)
The following table outlines your SAD site level of compliance on specific indicators.
Electronic
Monitoring Tool
Items(EMT)
Description
Data to Support Finding
Compliance status
Pre-Findings
100%
Isolated Deficiencies
100%
Parental Involvement - Indicator B8
Parent Survey
N/A
INR3
Detennination of Eligibility Within 45 School Days Indicator B II
EMT-data
100%
TRAI
Post-Secondary Transition Goals and Services - Indicator B 13
!EPs
100%
TRA2
Post-Secondary Transition Goals and Services - Indicator B 13
!EPs
100%
TRA3
Post-Secondary Transition Goals and Services - Indicator B 13
!EPs
100%
TRA4a
Post-Secondary Transition Goals and Services - Indicator B 13
!EPs
100%
TRA4b
Post-Secondary Transition Goals and Services - Indicator B 13
!EPs
100%
TRA4c
Post-Secondary Transition Goals and Services - Indicator BI3
!EPs
100%
TRAS
Post-Secondary Transition Goals and Services - Indicator B 13
!EPs
100%
TRA6
Post-Secondary Transition Goals and Services - Indicator BI3
!EPs
100%
- -
-
--
L -___
TRA7
Post-Secondary Transition Goals and Services - Indicator BI3
IEPs
100%
TRA8
Post-Secondary Transition Goals and Services - Indicator B 13
IEPs
100%
TRA9
Post-Secondary Transition Goals and Services - Indicator B 13
IEPs
100%
TRAIO
Post-Secondary Transition Goals and Services - Indicator B13
IEPs
100%
AWN I
Advance Written Notice
Required form
100%
FOT!
Consent to Invite Outside Agencies
Required form
100%
FOT2
Summary of Performance
Required form
100%
FOn
Learning Disability Evaluation Report
Required form
100%
FOT4
Speech/Language Eligibility Criteria
Required form
100%
FOT7
CopyofIEP
Required form
100%
CIM2
IEP Process: Considerations
EMTdata
100%
CIM4
IEP Process: Considerations
EMTdata
100%
PLAI
IEP Process (PLAAFP)
EMTdata
100%
LREI
Least Restricted Environment
EMTdata
100%
LRE2
Least Restricted Environment
EMTdata
86.21%
MISI
Accuracy Doc
EMTdata
100%
MIS2
Fund Authorization
EMTdata
100%
MIS3
Qualification Personnel
EMTdata
100%
OOUI
Out-of-Unit Placements
EMTdata
N/A
OOU2
Out-of-Unit Placements
EMTdata
100%
'OOU3
Out-of-Unit Placements
EMTdata
100%
OOU5
Out-of-Unit Placements
EMTdata
N/A
OOU7
Out-of-Unit Placements
EMTdata
100%
OOUl2
Out-of-Unit Placements
EMTdata
100%
RPPI
Referral Policy
Required Policy
100%
RPP2
Child Find
Required Policy
100%
RPP3
Disciplinary Removal
Required Policy
100%
RPP4
Physical Restraint
Required Policy
100%
RPP5
IEP Policy
Required Policy
100%
WRNI
Written Notice
EMTdata
100%
WRN2
Written Notice
EMTdata
100%
Findings for Program Year 2013-2014
(FFY2013)
The following table outlines the findings of noncompliance based on the data provided in your Summary ofData found
above.
The following steps must be completed by the SAU based on a Corrective Action Plan (CAP) which you will receive 45
days from the date of this Letter of Findings.
I. Attend one of the Instructional Webinars on June 5, 2014 at 9 a.m. or 1 p.m.
2. Provide all evidence for the CAP no later than November 30, 2014.
3. Achieve 100% compliance as soon as possible but in no case later than one year from the date of this
Letter of Findings.
Finding #
I.
Electronic Monitoring
Tool Notatiou (EMT)
LRE2
Description
Least Restricted Environment
Com pliance status
86.21%
I
Summary of Data for Program Year 2013-2014
(FFY20I3)
The following table outlines your SAU site level of compliance on specific indicators.
Fiscal Monitoring
Tool Item
Description
Section lIa
Do the sub grantee's accounting records match the federal
award notices and approved applications?
-
General Ledger
Compliance statns
(Satisfactory,
deficient, snbstandard,
not applicable)
Satisfactory
Section lib
Do the sub grantee's accounting records, including
journal entries, correct any disallowed costs?
General Ledger
Satisfactory
Section lIe
Do the sub grantee's accounting records verif'y that funds
were not committed prior to submission of the application
in substantially approvable form?
Are the sub grantee charges for travel expenditures in
accordance with local policy?
General Ledger
Satisfactory
Local Policy, and/or travel
request form
Satisfactory
Section lid
Data to Snpport Finding
Section lie
Does the sub grantee have financial documents and reports that
verilY appropriate expenditures under each federal grant?
General Ledger, Invoices
Satisfactory
Section IIf
Has the sub grantee complied with the reimbursement model?
GEM system, General
Ledger
Satisfactory
Section IlIa
Does the sub grantee have a written Procurement Staff Code of
Conduct on file including contlict of interest, gratuities, and
Local policy & procedure
Satisfactory
Local policy & procedure
Satisfactory
Local policy & procedure
Satisfactory
Financial Records
Satisfactory
Local policy & procedure
Satisfactory
Section IIIb
violations?
Does the sub grantee have adequate policies and procedures
regarding regular reimbursement request submissions?
Section IIIc
Does the sub grantee have adequate policies and procedures to
ensure expenditures are made during their period of fund
Section IIId
Section IIIe
availability?
Does the sub grantee maintain financial and programmatic
records for the period of time required by state law?
Does the sub grantee have adequate policies and procedures to
ensure appropriate grant reports are complete, accurate, and
filed on time?
Section IVa
Does the sub grantee maintain property/equipment records that
include a description, serial number or other identifier, source,
Section IVb
and acquisition cost and date? Is the equipment properly
labeled to easily cross-reference with property/ equipment
records?
Has the sub grantee completed a physical inventory within the
last two years with evidence that shows description, purchase
prices, location, condition, disposal data (if applicable), sale
Equipment records,
equipment
Not applicable
Local policy and
procedure
Not applicable
Local policy and
procedure
Not applicable
Equipment records,
equipment
Not applicable
Local policy and
procedure
Not applicable
Local policy and
procedure,purchase
orders, invoices
Local policy and
procedure,purchase
orders, invoices
Not applicable
Local policy and procedure
Satisfactory
Semi-Annual Certifications
Satisfactory
Personal activity report
Not applicable
Internal documentation
Satisfactory
Budget to actual financials
Satisfactory
General ledger
Satisfactory
price and fair market value?
Section IVc
Does the sub grantee ensure sale use of property purchased with
"federal" funds?
Section IVd
Section IVe
Does the evidence indicate accuracy and consistency with
policy and procedures and the property/ equipment records
including physical location?
Does the sub grantee have proper procedures for the sale of
property?
Section IVf
Does the sub grantee have procedures that rellect that costs
incurred for materials and supplies are allowable?
Section IVg
Does the sub grantee have procedures that rellect that
expenditures for equipment are allowable as direct costs,
provided that items with a unit cost of $5,000 or more have the
prior approval of the awarding agency?
Does the sub grantee have adequate policies and
procedures for charging employees to federal grants?
Section Va
Section Vb
Section Vc
Section Vd
Section Ve
Section Vf
Does the sub grantee have documentation on file to show
that staff who work solely on a single cost objective and
are paid entirely or in part with IDEA Part B federal
funds?
Does the sub grantee have documentation on file to
support staff time that work on multiple cost objectives
and are paid entirely or in part with IDEA Part B federal
funds?
Does the sub grantee twice a year make a comparison of
actual costs to budgeted distributions?
Does the sub grantee adjust the federal program charges
when actual effort did not support budgeted distributions?
Does the sub grantee separately identifY personnel
charged to federal grants?
Not applicable
Section VIa
Section VIIb
Were IDEA Part B federal funds expended in accordance
with the approved application?
Were IDEA Part B expenditures in accordance with IDEA
regulations?
Does the sub grantee have adequate policies and
procedures to ensure that grant money is spent only on
allowable costs?
Did the sub grantee re-budget within the approved direct
cost budget to meet unanticipated requirements?
Does the sub grantee have back-up documentation to
support the amount of MOE reported in the Year End
Report?
Did the sub grantee calculate MOE correctly?
Section VIIc
Did the sub grantee take an exception to MOE?
Section Viid
Was the exception appropriate and reported accurately?
Section VIle
Did the sub grantee take an adjustment to MOE?
Section VIIf
Section VIlla
Were freed-up funds from the adjustment spent in
accordance with IDEA activities?
Did the sub grantee calculate Excess Cost correctly?
Section VIIIb
Does the sub grantee meet the Excess Cost requirement?
Section IXa
Does the sub grantee's contracts contain the provisions in
EDGAR 80.36(i)?
Does the sub grantee have adequate policies and
procedures to ensure contracts are not awarded to vendors
on the list of suspended/ debarred vendors?
Does the sub grantee maintain a contract administration
system that ensures contractors perform in accordance
with the terms, conditions, and specifications of their
contracts or purchase orders?
Section VIb
Section VIc
Section VId
Section VIla
Section IXb
Section IXc
General ledger
Satisfactory
General ledger
Deficient
Local policy and procedure
Satisfactory
Budget to actual, GEM
reports
General ledger, purchase
Satisfactory
Satisfactory
orders, invoices
General ledger
Satisfactory
General ledger, Year-end
report
General ledger, Year-end
report
General ledger, Year-end
report
General ledger, Year-end
rfl£ort
General ledger, Year-end
report
General ledger, Year-end
",£ort
Contract documentation
Not applicable
Not applicable
Local policy and procedure
Not applicable
Local policy and procedure,
contract documentation
Not applicable
Not applicable
Not applicable
Not applicable
Satisfactory
Satisfactory
,
Findings for Program Year 2013-2014
(FFY2013)
The following table outlines the findings of noncompliance based on the data provided in your Summary ofData found
above.
The following steps must be completed by the SAU based on a Corrective Action Plan (CAP) which you will receive 45
days from the date of this Letter of Findings.
I. Attend Instructional Webinars in May, dates TBD.
2.
Provide all evidence for the CAP no later than November 26, 2014.
3. Achieve 100% compliance as soon as possible but in no case later than one year from the date of this Letter of
Findings.
I Finding # I
1.
Electronic Monitoring
Tool Notation (EMT)
Section Vlb
Compliance status
Description
[
[
Were IDEA Part B expenditures in accordance with IDEA
regulations?
Deficient
Maranacook Area School District
Regional School Unit No. 38
Donna H. Wolfrom, Ed.D.
Superintendent of Schools
A Caring School Community Dedicated to Excellence
Ryan Meserve
Special Education Director
Nancy Harriman, Ph.D.
Director of Curriculum, Instruction & Assessment
Brigette Williams
Finance Manager
Tel. 207-685-3336
Fax. 207-685-4703
7d.
To:
From:
Date:
Re:
Regional School Unit No. 38 School Board
Brigette Williams
06/05/14
Transfers Between Warrant Article Cost Centers
Statute allows for 5% of a warrant article to be transferred to another warrant article. This statute also
requires the school board to approve this transfer. Exact language is below:
“Transfer between budget cost center lines. During the year for which the budget is approved using the
cost center summary budget format, the regional school unit board may transfer an amount not exceeding
5% of the total appropriation for any cost center to another cost center or among other cost centers without
voter approval.”
Three warrant articles will be over expended at the end of this school year. The transfers below are
higher than the anticipated overages, but because there is still a month remaining in the fiscal year, I
wanted to make sure there was some leeway for unexpected expenses.
Below is an explanation of the articles that will be over expended:



Other Instruction (Co & Extra Curricular Instruction) will be over expended due to experience
of coaches employed and officials’ expense.
School Administration will be over expended due to over lapping payments for school
administrator payments who retired and their replacements, an unanticipated administrator
retirement at the end of this fiscal year, and a long term substitute.
System Administration will be over expended due to legal fees and an increase in school board
legal liability insurance premium.
Warrant Article Transfers
Budgeted Warrant Article
Expending Warrant Article
Regular Instruction
Other Instruction
Regular Instruction
School Administration
Special Education Instruction
Systems Administration
Amount
$ 25,000
$ 25,000
$ 35,000
Manchester Mt. Vernon Readfield Wayne
Office of the Superintendent 45 Millard Harrison Drive Readfield, Maine 04355
www.maranacook.org