Report of MSSM Board of Trustees Meeting, January 26, 2004, Bar Harbor

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Board Members: Paula Haddow, Bill Bergen D.O., Mike Edgecomb, Nancy Violette, David King, Stanley Marshall, Jr., Peg Copelin (7 out of 13 voting members), Dottie Martin, PhD, Gabrielle Berube, Joe Siddiqui

Administration/Staff: Cathy Bowker, Norma O'Keefe, Linda Wilcox

MSSMPG Parents: Nigel Calder, Alice Chartrand, Terrie Frisbie, Paul Meyer, Randy Smith, Ann and Ralph Townsend

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Committee Meeting Reports

Academic/Residential Life Committee (Dr. Bergen, Chair)
As reported by Terrie Frisbie/Nigel Calder:

• Academic Issues
  IMAC computers to be set up in study lounges of Wings - Gabi said the website www.questia.com is a great site for research materials - per Dottie it is available to all students on their computers since MSSM purchased a license last fall. Terrie asked if Adjunct Teachers (eg Language teachers) could be present at Parent Conferences. Dottie stated that they are all invited to partake.
  College Counseling -Terrie asked Norma for more info-perhaps time line of tasks she performs and what student tasks parents should monitor. Fall semester Seminar class is a continuation of orientation for new students.
  
• Residential Life Issues
  Cost of weekly bus trip to mall/movie at Presque Isle is $150. Use of RA drivers limited by the fact that 3 RA's are required to remain in dorms. Some new clubs include World Music, Outing Club, Cross-Country Ski Club and History Club. Gabi said that because Drama is a continuing club she was able to work on club activities in summer by email, therefore quick start-up at beginning of school. This is the case with most continuing clubs.
  
• Residential Life/Staff changes
  Vinal Wilcox, new maintenance person, is working out well. New RA's, Dave Carrier amd Brian McCloud. RA, Becky Hafford has resigned.
  
• Dorm Council - Family meetings have taken place w/ family representatives. Drom council has begun to meet.
• School wide assemblies to resume twice per month (return to a practice that students had previously requested be changed).
• Exercise Room (a student sponsored project) parts are on order for donated Universal gym. A Parent has volunteered an exer-cycle.
• Vending Machines - Administration continues to work w/ vendor to make available healthy snacks
  
• Parents Group Concerns - Nigel Calder spoke of the student survey results: students rated academics high and dorm life morale low.
  • Parents have looked into other boarding schools and note differences from MSSM model eg no use of student or faculty proctors. The culture of the residential life is rules based vs self governance resulting in poor morale and unhealthy relationship between students, administration and RA's.
  • Example of inflexibility re rules: parents arrived at dorm half hour early transporting their student from spring break and were not allowed in to use bathroom.
  • Residential life not reaching potential to help students grow into mature, thoughtful responsible adults.
  • Parents are good resource- have broad experience, can be recruiters and boosters.
  • Suggestion made that when student body doesn't respond to a rule the issue should be taken back to students to work out a solution or consequences.

Finance Committee: did not meet

Personnel Committee: (Peg Copelin, Chair)
As reported by Alice Chartrand

• Policies and Procedures were being drafted (putting past practices into offical form): Faculty/Staff Interview/Hiring, Job Descriptions for Dean of Student Life and Dean of Academics. Dean of Student Life includes supervision of Host Family Coordinator (position inactive at present) in current draft.
• A request to expand Dean of Student Life position to full time and to include living in the dorm, referred to Executive Director and full board.

External Affairs Committee: (Mike Edgecomb, Chair)
As reported by Ralph and Ann Townsend

• No lobbying of legislature currently occurring due to budget crunch.
• General discussion held re: parental concerns.

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General Board Meeting:

Executive Director's Report (Dr. Dottie Martin)

• Student enrollment started with 135, down to 125 now. 2 part-time admissions counselors hired. Currently applications run ahead of 2003
• Science Lab remodeling grant application in progress and two grants are being worked on for student and faculty research
• MSSM's contract with Central Fleet Management is a great change. MSSM now leases vehicles. Problems are now handled by Central Fleet Management.
• MSSM Alumnus, Miles Sweet, (Oxford/ Rhodes Scholar) interviewed in Wheaton College Quarterly

Finance report

• State is reducing MSSM funding by $32,000 for 2005 fiscal year.
• Budget lists no money for special ed and only $857 for Capital/Contingency.
• Foundation endowment has $100,000. Funds transportation to events and outreach programs for students and faculty
• There is $200 in the MSSMPG fund as of 12/31/03.

MSSMPG presentation (Alice Chartrand):

• Handout: MSSMPG Origins and Activity (created by Jane Karker, available on website). Brief background of MSSMPG, Mission, composition and structure.
• Thank you to Board and Executive Director for preserving financial viability of school and for all their efforts in its behalf. Thank you to Dr. Martin for her ongoing work with MSSMPG
  
  
• Urgent problems in dorm life w/ lesser problems in academics (humanities) are present which affect quality and quantity of enrollment.
  
  • Dr. Martin had presented a graph of student enrollment- this was reviewed, pointed out that it showed a downslide to '99 levels of enrollment and retention.
  • Student discouragement in dorm life due to rules being placed over community and creativity. Large minority of parents dissatisfied with dorm life.
  • Current RA leadership/supervisory staff have expressed belief that group punishment is effective and necessary tool for discipline.
  • Request made that the Board consider supporting Executive Director in restructuring the Dean of Student Life position to full-time and to include living in dorm for effective leadership. Suggested financing: reduce number of RA's and reinstitute student proctors/facilitators.
  • Examples given of missed nonacademic learning opportunities due to poor leadership. Examples given of perceived inadequate humanities education.
  • Request made that the Board exhibit leadership in changing tone of dorm life, perhaps changing and expanding current mission statement to reflect the learning of self government and promoting nonacademic learning.
  • Request made of Board to consider forming an Ad Hoc committee to address these issues or to expand the Advisory Council to include Board/faculty.Offer made of MSSMPG as resource.
  
  
• Two parents have volunteered to be considered as candidates for upcoming Board seats: both have financial expertise (Ralph Townsend and Georges Berube).
• Raised issue of moving from Limestone, with parent support for non-government funding of this.
• Summary: the best recruiters of high quality students for MSSM are happy students and parents. The current problems in dorm life and humanities need to be addressed urgently.

Board Responses/Requests:

• Raise money!
• Advised no lobbying at present for increase in state funds due to budget crunch. Develop a rapport with local legislators. When we need to lobby them in the future we will have developed a previous relationship
• Participate in the 'Stay at Home Ball' Foundation Fundraiser (invitation mailed)
• Put our recommendations in writing so Paulie Haddow and Dottie can brainstorm (Dottie said she had enough communication already to get started)
• Work out a system of continuity in MSSMPG so that it lasts, and turnover in our group doesn't interfere with ongoing projects and efforts. Perhaps invite parents of Alumni to be members.
• Re parental concern that the Board only meets quarterly: Board of Trustees is different from a Board of Directors, in that they often communicate via email and phone between meetings. They can implement some decisions without having to call a general meeting.
• Some of the issues brought before the Board were not under their jurisdiction, but they appreciated hearing about our concerns.

Next MSSM Board of Trustees meeting: April 26, Poland High School

After meeting:

• Nigel suggested we ask the parent pool for a group of grant writers that could meet together and brainstorm.
  
• Randy Smith suggested that parents develop a chat room and that we don't physically have to be in the same room for a meeting. Parents can be a bridge connecting students, RA's, faculty.

MSSMPG strongly encourages future parent attendance at subcommittees and general MSSM Board of Trustees meetings. Please contact us if you hope to attend so that we can discuss etiquette and coordinate efforts. Poland area parents are particularly encouraged to come to the next meeting!