Claremont School Board — September 18, 2024

The last regular meeting of the Claremont School Board before 30 September 2024, the date by which every dollar of federal ARP ESSER money had to be obligated or lost. The board’s entire treatment of that deadline occupies about ninety seconds of a sixty-two-minute recording, and ends with the subject deferred to October. The same night the board received the calendar for the FY26 budget — a calendar that is lawful on every statutory anchor and that nobody voted on.

Body
The Claremont School Board (SAU 6) in regular session — a “public body” under RSA 91-A:1-a, VI(d), which reaches any board of a school district “or any committee, subcommittee, or subordinate body thereof, or advisory committee thereto”. Six of its subcommittees are called on tonight and five of them report, and each is a public body in its own right.
Date
Wednesday, September 18, 2024 — the third Wednesday, which is where by-law 2.01 and board policy BEA put a regular meeting.
Start and end
Agenda: 6:30 p.m. to 8:30 p.m. The recording’s call to order is at 0:00:29 and its last words at 1:02:26; the approved minutes record the motion to adjourn at 7:36 p.m. Anchoring the recording to that time puts the call to order at about 6:34 p.m., so the board used sixty-six of the hundred and twenty minutes it had noticed and finished before four of the six items on its own timetable were due to start.
Location
Sugar River Valley Regional Technical Center, per the agenda and the minutes, which carry the district’s standing note that the meeting is “Audio Broadcasted on CCTV Channel 8”.
Recording
Cablecast show 16021 — “Claremont School Board - 9/18/24”. The archive reports an event date of 18 September 2024 and a total run time of 3,782 seconds (1:03:02), on a single reel whose file name is this project’s own. Title and figures confirmed against the Cablecast API on 2026-08-29.
Board composition
Seven seats, six members present: Frank Sprague (vice chair, presiding), Candace Crawford, Arlene Hawkins, Bonnie Miles, Michael Petrin and Whitney Skillen. Chair Heather Whitney was absent — and the approved minutes list her as both present and absent (flag 7). The clerk, Noelle Kronberg, was also absent: Crawford read the roll at the presiding officer’s request, and no voice attributable to the clerk appears anywhere in the recording. Both student board member seats were vacant (flag 11).
Presiding
By-law 2.05: “In the absence of the chair, the vice-chair shall preside.” By-law 4.02(a): the vice chair shall “Perform the duties of presiding officer in the chair’s absence.” Frank Sprague presided throughout and the record raises no question about his authority to do so. What the record does raise is what the absent chair had already settled before the meeting began (flag 10).
Rules in force
The Claremont School Board By-Laws adopted 5 June 2024 — twenty-two pages, five chapters, seven appendices, read in full for this page. This is the board’s fifth meeting under them. Their own drafting defects are findings here (flag 14).
The federal deadline
Twelve days. The U.S. Department of Education’s grantee memorandum of 12 June 2024 states that “all ARP ESSER and ARP EANS funds, including reverted ARP EANS funds, must be obligated by September 30, 2024”, and that “all funds must be liquidated within 120 calendar days after the close of the obligation period, or by January 28, 2025”, citing 2 CFR 200.344(b). Neither date is spoken at this meeting and neither appears in any document in the packet (flag 1).
Money
FY24 closed at a budget balance of $544,145.29 on a budget of $35,300,311.921.54 per cent — per the grand total of the packet’s Exhibit B. The same exhibit shows $648,931.76 encumbered; the business administrator told the board that figure had since fallen to sixty-five thousand. The two statements cannot both leave the surplus at $544,145.29 (flag 5).
Minutes
4. Approved CSB Meeting Minutes 9.18.24 — five pages, read in full, approved by consent on 2 October 2024. The draft reached the district’s public share on 2 October 2024, the tenth business day (flag 6), and the approved text is identical to it in substance — every defect on this page survived approval.
Packet
4. CSB 9.18.245 documents, all five read in full for this page. The folder was created on 11 September 2024, seven days before the meeting. The single largest document discussed — the exit-interview report — is not among them (flag 9).

Participants

Everyone in the record. Attendance and the spelling of every board name come from the district’s approved minutes of 18 September 2024; roles come from the agenda masthead and from the subcommittee list printed on the agenda itself. Segment and word counts are from the dialogue file. Where the recording leaves a voice unidentified and the minutes name it, this page follows the minutes and says so in the row. The diarizer merges Bonnie Miles and Arlene Hawkins into one cluster on this recording, which is why several short turns stay unattributed.
NameRoleParticipation
Candace CrawfordMember; chair, Capital Improvement Committee; chair, SRVRTC Subcommittee; Finance Subcommittee. Read the roll in the clerk’s absence68 segments, 2,293 words, 24.0 per cent — the largest share of the evening, larger than the presiding officer’s. She reads the roll (0:00:59), delivers the Finance Subcommittee report because she took the notes (0:41:04 onward), delivers the SRVRTC report (0:48:56 onward), presses the business administrator on the roof and the audits (0:31:07, 0:35:30), asks for the ESSER wrap-up (0:44:37) and raises the substitute-pay question under Other Business (0:58:01). She is also the source of the sentence about the $420,000 that the minutes then printed as fact (flag 4).
Chris PrattSuperintendent, SAU 648 segments, 1,730 words, 18.1 per cent. Reads a summary of his monthly report (0:01:59), speaks to staffing and to the money the district is losing (0:33:25), describes the office’s catch-up work at length (0:28:39 to 0:30:10), and makes the only statement about the federal deadline anyone makes all night (0:33:25). He also discloses the Title I corrective action plan (0:46:28), which the minutes do not record at all (flag 3).
Patrick O’HearnHuman Resource Director, SAU 6 — in post since Monday 15 April 202442 segments, 1,697 words, 17.8 per cent. The whole of the exit-interview item is his: the method (0:07:19), the response numbers (0:07:55), the themes (0:05:50), and five recommendations. His own opening names the document the public does not have: 0:03:35.
Mary HenryBusiness Administrator, SAU 655 segments, 1,517 words, 15.9 per cent. The finance report: the FY24 close (0:23:43), the encumbrance change (0:24:07), the retention vote she wants in October (0:24:28), the special-education revenue (0:24:47), the audit backlog (0:26:17 onward) and the office’s condition (0:27:56). She twice corrects the account of where the $420,000 went (0:31:43, 0:31:45) and is not heeded.
Frank SpragueVice chair — presiding; chair, Finance Subcommittee; NHSBA delegate; Ad Hoc Communications Subcommittee68 segments, 1,255 words, 13.1 per cent. He opens the meeting (0:00:29), asks Crawford for the roll, runs every recognition and transition, presents the budget timeline (0:21:41), reads the exit-interview comment about board members aloud (0:21:06), and closes. He is careful throughout to say whose calendar it is: 0:22:03.
Michael PetrinMember; chair, Ad Hoc Communications Subcommittee; SRVRTC Subcommittee14 segments, 277 words, 2.9 per cent. Proposes a local-business discount card for staff (0:14:10), converts the FY24 surplus into a percentage (0:37:10) and adds to the technical-centre report (0:57:33). The dialogue file records that his voice falls into the presiding officer’s cluster elsewhere in this same recording, which is why this page cannot settle the attribution at flag 15.
Arlene HawkinsMember; Curriculum Subcommittee representative; Policy Subcommittee; chair of the SAU 6 joint board4 segments, 201 words, 2.1 per cent attributed — and more than that in fact. The attributed turns are the policy-committee remark (0:46:45) and the curriculum report (0:47:18 to 0:48:11), the latter anchored by the presiding officer’s recognition, which the recognizer renders as Curriculum early. The approved minutes additionally name her as the speaker on community discounts for teachers, as the questioner on when the auditors will present, and as the mover of the adjournment — three passages the recording leaves in the merged women’s cluster.
Bonnie MilesMember; SRVRTC Subcommittee; Capital Improvement Committee8 segments, 181 words, 1.9 per cent. Anchored by the presiding officer’s Go ahead Bonnie at 0:19:27, immediately before her suggestion about the coming City Council meeting (0:19:28), and by Crawford’s invitation at 0:55:10, which she answers at 0:55:29 to 0:55:36.
Whitney SkillenMember; chair, Policy Subcommittee8 segments, 125 words, 1.3 per cent. Anchored by 0:09:00 — and because Heather Whitney is absent, the recognised Whitney can only be Whitney Skillen. She asks the one forward-looking question of the exit-interview item (0:09:01), gives the policy report (0:46:11), asks the Policy Subcommittee to set a schedule through March (0:46:55) and seconds the adjournment (1:02:20).
UnidentifiedOne of Bonnie Miles or Arlene Hawkins in every case but ten short backchannels. The dialogue file states plainly that the diarizer merged the two women into a single cluster on this recording and that no evidence in the audio separates them36 segments, 281 words, 2.9 per cent — well inside this corpus’s normal range and unusually low for a Claremont meeting. The substantive runs are the exchange on community discounts and benefits (0:16:13, 0:16:59), the question about whether teachers and paraprofessionals are distinguished in the survey (0:17:13, 0:17:35), the whole audit-schedule thread (0:37:48 to 0:39:57), the question about televising the budget meetings (0:45:51) and the motion to adjourn (1:02:18). The approved minutes name Arlene Hawkins for three of those.
Heather WhitneyChair, Claremont School BoardabsentZero rows. Named eight times by others. She is nevertheless the author of two of the evening’s three substantive items: the budget timeline was built by the superintendent, the business administrator, Arlene Hawkins and her (0:22:56), and the decision to televise the budget meetings is reported as hers (0:22:03). The minutes list her as present and as absent.
Noelle KronbergSchool Board Clerkabsent, though the minutes are signed in her nameZero rows. By-law 2.05 gives the roll to the clerk and by-law 4.03(c) gives her the duty of “keeping time during Citizen’s Comments per policy”. Neither happened. The minutes carry no attendance entry for the clerk and end “Respectfully submitted by Noelle Kronberg, board clerk”. This is the autumn-2024 pattern this project has recorded across five meetings; nothing on the record explains it, and nothing in RSA 91-A requires the minutes to name who wrote them until 22 August 2025.
Michael KoskiAssistant Superintendent for Curriculum, Instruction, Innovation and AssessmentZero rows. On the masthead. Named once without speaking, as the sender of the draft Title I policies (0:46:52). The Mr.. the curriculum representative reports meeting with at 0:47:18 is not identified anywhere in the record, and this page does not supply a name.
Michael McCoskerDirector of Student ServicesZero rows. On the masthead of the agenda and of both sets of minutes — spelled Michael McKosker on 4 and 18 September and Michael McCosker from 2 October, a change in the district’s own boilerplate a fortnight later. Not heard on this recording.
Jeff SmallDirector of TechnologyZero rows. On the masthead. Not heard, not named.
Student board membersBoth seats vacantZero rows, and no names on the masthead. The agenda line reads “Student Board Member Report will resume in October.” and the presiding officer disposes of the item in two words at 0:01:50. Two students appear on the masthead from 2 October 2024. See flag 11.
The publicNobody spoke and, on the presiding officer’s account, nobody was there. Minutes: “Citizens Comments- none”. The whole period runs from 0:01:37 to 0:01:50 (flag 16).

Agenda

An official agenda was posted and is in the packet: CSB Agenda 9.18.24 (1).pdf, which reached Google Drive on Wednesday 11 September 2024, seven days before the meeting. Quotations in the third column marked as agenda or minutes text are from those documents, not from the recording. Scheduled clock times are left as plain text; a timestamp is a link into the recording. Three things to read off this table. The agenda’s Roman numerals and its running order are correct for once — this is a well-formed agenda. Every item after the superintendent’s report was reached ahead of its scheduled time — by twenty-three minutes at the earliest of them and by nearly an hour at the last — so a member of the public who arrived when the agenda said an item would start would have missed it. And the word ESSER appears nowhere on it, twelve days before the deadline.

Taken upItemAgenda text / disposition
6:30 p.m.
0:00:29
I. Call to Order and Pledge of AllegianceAgenda: “I. 6:30 PM Call to Order and Pledge of Allegiance”. On tape, from the vice chair: “Good evening. I’d like to bring the Claremont School Board meeting of September.” and then “18th. Reading the minutes. 1/18 to order. Please. Please stand for the Pledge of Allegiance.” Reading the minutes. 1/18 to order is the recognizer on a sentence whose sense is plainly to order The Pledge follows in the same segment; the recording carries no separate room recitation.
6:35 p.m.
0:00:59
II. General Business — Secretary Roll Call of AttendanceAgenda: “Secretary Roll Call of Attendance of Board Members (Board Members who arrive after the meeting begins will be noted as ‘present’ at the point in the agenda at which they arrive)”. The secretary was not there. The presiding officer asks “Miss Crawford, could you do a roll call attendance, please?” and Crawford reads it: “Yes. Candace Crawford here. Bonnie miles here. Michael. Patron here. Whitney. Skilling. Here.”, the presiding officer answering for himself at 0:01:06 with “Right here.”, and then “Whitney. Marlin. Sorry. Early knocking here.” Michael. Patron is Michael Petrin, Whitney. Skilling is Whitney Skillen, and Marlin and Early knocking are both Arlene Hawkins — all standing garbles in this corpus. Six answers for six members; the chair’s name draws none. By-law 2.05 gives this duty to the clerk.
0:01:16II. Consent Agenda (vote required) — 1. Amendments and Final Approval of board agenda; 2. Minutes Approval, September 4, 2024Agenda: “Consent Agenda (vote required) 1. Amendments and Final Approval of board agenda 2. Minutes Approval- September 4, 2024”. On tape, in full: “Okay. We have a consent agenda in front of us. As far as, the agenda and minutes approval, are there any adjustments to either of those from anyone?”, then “Seeing none, we will, take a vote on.” (0:01:28), then “Approving those. All those in favor, I, I posed. No. We’re fine.” (0:01:37) I, I posed. No. is the standing rendering of Aye. Opposed? No. No motion was made and nothing was seconded. Minutes: “Voice vote taken, all present voting yes”, with no mover and no seconder named (flag 8). The 4 September draft minutes approved here are in the packet; the agenda amendment approved with them is not described anywhere.
0:01:37II. Citizens CommentsAgenda: “Citizens Comments”, with no rules printed and no reference to policy BEDH — a reference the district added to this line of the agenda by 16 October. On tape the whole item is the last two words of one segment and the first sentence of the next: “Okay. Citizens. Comments.” then “I don’t see any citizens, so we’ll close citizens comments.” (0:01:50). Thirteen seconds. Minutes: “Citizens Comments- none”. Policy BEDH expressly permits closure on no response — and expressly requires a step that did not follow (flag 16).
0:01:50II. Student Board Member ReportAgenda: “Student Board Member Report will resume in October.” On tape the item is two words — “Student representatives.” — inside the same segment that closes citizens’ comments and opens the superintendent’s report. The masthead prints the heading “Student Board Members” with nothing under it. RSA 189:1-c says the board “shall have at least one nonvoting student member from each public high school” (flag 11).
6:40 p.m.
0:01:59
III. Superintendent’s ReportAgenda: “III. 6:40 PM Superintendent’s Report”. Pratt reads a summary aloud (0:01:59 and 0:02:33) and adds “The report is posted online like always. All the board members get a copy of it and the public can access it through.org.” (0:03:12). Two segments of prose, no figures, and no question from the board. The presiding officer’s “Questions for the superintendent.” at 0:03:10 draws no response. Minutes: “Superintendent Pratt read a summary of the report, available online for the public”. The document itself is fifteen image-only pages (flag 17).
7:00 p.m.
0:03:21
IV.1 Exit Interview Data (Discussion) — Patrick O’Hearn, Human Resources DirectorAgenda: “1. Exit Interview Data (Discussion) Patrick O’Hearn, Human Resources Director”. No exhibit letter, and no such document in the packet folder, although the presenter opens by telling the room everyone has a copy of it (0:03:35). Taken up at 0:03:21, twenty-three minutes before the agenda said it would begin, and running to 0:21:39eighteen minutes, the longest item of the night. Disposition: discussion, no motion, no vote; three follow-up actions agreed informally (a new-hire onboarding survey, a market review of support-staff pay, a stay-interview programme).
0:21:41IV.2 Set Budget Timeline Calendar & Review Budget Deadlines (Discussion) (Exhibit A)Agenda: “2. Set Budget Timeline Calendar & Review Budget Deadlines (Discussion) (Exhibit A)”. Exhibit A is a two-page grid of thirteen dated stages with four responsibility columns, ending at the March 2025 ballot. Presented by the presiding officer from 0:21:41 to 0:23:22; the superintendent explains who wrote it at 0:22:56. The item is headed with the verb Set and produced no motion and no vote. Minutes, in full: “A budget timeline is included in the board packet” and “Frank Sprague stated that there are hard deadlines to be met, so the process has to be concrete”. The calendar it sets is lawful on every statutory anchor (flag 21); how it was made is flag 10.
0:23:43IV.3 Finance Report (Discussion) (Exhibit B) — Mary Henry, Business AdministratorAgenda: “3. Finance Report (Discussion) (Exhibit B) Mary Henry, Business Administrator • Rough Estimate of District Fund Balance • Update on Audit Progress”. The minutes head the same item “(Exhibit C)”, and there is no Exhibit C in the folder (flag 12). Exhibit B is twenty-two pages of FY23–24 general ledger printed on 11 September 2024. Runs 0:23:43 to 0:40:36 — seventeen minutes. Both bullets were covered. Disposition: discussion; the vote the business administrator asks for is put off to October (0:24:28).
0:40:42IV.4 Sub-Committees (Discussion) — a) Capital Improvement b) Finance c) Policy d) Curriculum e) SRVRTC f) Ad Hoc CommunicationsAgenda: “4. Sub-Committees (Discussion) Reports by subcommittee chairs if available, consider topics board would like referred to committee for investigation or review”, with the six committees lettered a–f and a sub-item “(1) Employee Needs Moving Forward” under Finance. All six were called; five reported substantively, and two of those reported on meetings held in the previous thirty-six hours. Capital Improvement: “Mill report..” the sense is nil report; the minutes print “Nothing to report”. Finance 0:41:04; Policy 0:46:11; Curriculum 0:47:18; SRVRTC 0:48:56; Ad Hoc Communications 0:48:26. The sub-item “Employee Needs Moving Forward” appears in the minutes as a bare heading with nothing under it, and the Policy heading has nothing under it either (flags 12 and 3).
8:20 p.m.
0:57:54
V. Other BusinessAgenda: “V. 8:20 PM Other Business”, with nothing listed under it. Reached at about 7:32 p.m. against the minutes’ own adjournment time, forty-eight minutes early. One item: Crawford on whether last year’s increase in substitute pay has reduced the use of teachers to cover other teachers’ classes (0:58:01 to 0:59:02), answered by the HR director (0:59:25). No motion.
8:25 p.m.
1:00:31
VI. Future Dates / Future Agenda ItemsAgenda: “a) Claremont Board meeting- 10/2/2024 b) Joint City Counsel and Claremont School Board Meeting- 9/30/2024 c) Finance Subcommittee Meeting dates: 1-3 PM at SRVRTC John Goodrich Community Room. i) November 12, 2024 ii) November 19, 2024 iii) December 4, 2024 iv) December 18, 2024 d) Claremont School Board FY26 Proposed Budget Public Hearing- 1/2/2025 e) Claremont School Board Deliberative Session- Saturday, February 1, 2025. Snow Date: Saturday, February 8, 2025” “City Counsel” is the district’s own spelling and has been since 2023. On tape the presiding officer asks for future agenda items and gets none (1:00:56), then confirms the venue of the joint meeting with the City Council (1:01:16 onward). Four of the five budget-season dates on this list are statutory events.
8:30 p.m.
1:02:18
VII. AdjournmentAgenda: “VII. 8:30 PM Adjournment”. On tape a voice in the merged women’s cluster moves — “I move to adjourn.” — Whitney Skillen seconds at 1:02:20 with a single word, and the presiding officer puts it: “All those in favor? All right. Thank you everyone.” (1:02:21). Minutes: “Arlene Hawkins made a motion to adjourn the meeting at 7:36pm, Whitney Skillen seconded the motion; all present voting in favor”. This is the one motion of the night whose mover and seconder the minutes record, and the naming of the mover rests on the minutes alone.

Discussion timeline

Chronological, from the dialogue file. Times are the transcript’s own start seconds, rendered from the same number the link seeks to, so text and link cannot disagree. Timestamps link to the same moment in the Cablecast recording. Quotations are reproduced exactly as the speech recognizer rendered them: square brackets mark an insertion or correction and the garbled wording is kept visible wherever the correction changes the sense; repeated stutters are sometimes condensed; nothing else has been smoothed and no missing word is supplied. Single-word transcript items are set in italic rather than quotation marks. Quotations from the agenda, the minutes, a packet document, the by-laws, a board policy, a federal memorandum or a statute are labelled as such in the sentence that carries them. Hover over (or Tab to) a clipped cell to read the full text.

TimeTopicWhat was saidFlags
0:00:29The vice chair opens, because the chair is not thereSprague: “Good evening. I’d like to bring the Claremont School Board meeting of September.” By-law 2.05 provides for exactly this: “In the absence of the chair, the vice-chair shall preside.” Nothing in the record questions it. What the record will show, twenty minutes later, is that the absent chair had already settled the district’s budget calendar.
0:00:59A board member reads the roll, because the clerk is not there eitherSprague: “Miss Crawford, could you do a roll call attendance, please?” Crawford: “Yes. Candace Crawford here. Bonnie miles here. Michael. Patron here. Whitney. Skilling. Here.”, the presiding officer answering for himself with “Right here.” (0:01:06), then “Whitney. Marlin. Sorry. Early knocking here.” (0:01:08). Six voices answer; the chair’s name draws nothing. By-law 2.05: “The chair shall commence the meeting at the hour appointed and the clerk shall call the roll.” The clerk is absent, is not recorded as absent, and signs the minutes.MEDIUM
0:01:16The only vote of the evening is taken with no motion and no secondSprague: “Okay. We have a consent agenda in front of us. As far as, the agenda and minutes approval, are there any adjustments to either of those from anyone?”, then “Seeing none, we will, take a vote on.” (0:01:28), then “Approving those. All those in favor, I, I posed. No. We’re fine.” (0:01:37). By-law 2.07: “When a motion is made and seconded, it shall be considered by the Board and not otherwise.” By-law 2.10 says consent items “will be moved,en masse, by consent (absence of objection)”; the agenda says “(vote required)”. The board did neither cleanly: it voted on nothing that had been moved. Two weeks later, on 2 October, the same board recorded the same item as “Amendments approved by consent”.MEDIUM
0:01:37Citizens’ comments: open and shut in thirteen secondsThe invitation is two words at the end of a segment about the consent vote — “Okay. Citizens. Comments.” — and the closure is the first sentence of the next: “I don’t see any citizens, so we’ll close citizens comments.” (0:01:50). Policy BEDH, adopted 6 September 2023, provides at B.3 that “The Board Chair will close the public comment period after there is no response to the Board Chair’s vocal invitation to the audience to make a public comment during the specified comment period” — so the closure is what the policy contemplates. B.5 is what did not happen: “After closing public comment, the Board Chair will open ‘Board Discussion Regarding Citizens Comments.’”OBSERVATION
0:01:50The student board members’ item is two words long, and there are no student board membersIn one breath: “I don’t see any citizens, so we’ll close citizens comments. Student representatives. So we’ll go to the superintendent’s report. Great. Good evening everyone.” The agenda prints the heading “Student Board Members” with no names beneath it and the line “Student Board Member Report will resume in October.” RSA 189:1-c: the board “shall have at least one nonvoting student member from each public high school maintained by the local school board within its district.”MEDIUM
0:01:59The superintendent’s report is a summary of a document the public cannot searchPratt: “So this month’s superintendent report provides a comprehensive overview of the district’s current initiatives, achievements, and ongoing challenges across schools and departments within six. The report highlights the district’s commitment to improving student outcomes through strategic initiatives that focus on academic achievement, technology integration, community engagement, and resource allocation. Special attention is given to addressing the diverse needs of students, including those requiring special education services and English language learners.” and then, at 0:02:33, a second paragraph in the same register. He closes: “The report is posted online like always. All the board members get a copy of it and the public can access it through.org.” (0:03:12) within six is within SAU 6; .org is the district’s web address. The presiding officer asks for questions at 0:03:10 and receives none. The document in the packet is fifteen pages of images with no extractable text.OBSERVATION
0:03:21Exit-interview data — and the first sentence names a document that is not in the packetSprague hands over: “Okay. Thank you. So move into our discussion and action items. We have some data here. Exit interview data. Mr. O’Hearn, would you like to? Absolutely.” O’Hearn: “Should have a copy of the documents entitled HR Exit Interview Data.” (0:03:35). The packet folder holds five documents and none of them is that one. By-law 2.09: “Any and all presentations by the administration to the board or any committee shall be contained in the agenda and made available to the public in its original format online so the public may download or access the information prior to or during board meetings.”MEDIUM
0:04:42What the data covers, and the lag built into itO’Hearn: “And this is data collected in the fiscal year 24. So 2324 school year. And then try to identify any trends. And then come up with plans to try to close some of those consistent caps from staff. So some of the themes that I found when reviewing the data was burnout from staff. And that’s not a surprise to folks that are participating in the strategic sessions, because we’re looking at turnover, especially for those teachers in the first year.” consistent caps is gaps And at 0:06:50: “There’s going to be a lag. So when you start to implement standard operating procedures and build up leadership skills, it may take a while to trickle down into actual retention data.” He had already said, at 0:06:25: “This is based off of last year’s data. Exactly. And and actually to be even more exact, it may be reflective of even school years prior. Because if folks left and say August or September 2324 school year, a lot of it could have been reasons that were building up in 2122. And this is a key point when you look at exit interview data.”
0:05:50The themes, including the one about the boardO’Hearn: “Challenging student behavior was a trend. Inadequate compensation. And then this one. Mostly I saw around support staff. So less so teachers had compensation as a factor. And then pretty consistent theme was frustration with lack of clear communication and prompt responses from administration. So that piece is two fold. It means both clear communication the building level and then the central office.” The minutes render this accurately: “Mr. O’Hearn noted trends in reasons for leaving including: burnout, lack of support, heavy workloads, challenging behaviors, compensation, and frustration with lack of clear communication and prompt responses from administration”.
0:07:53Sixteen responses against roughly forty departuresCrawford: “So this is only 15.” O’Hearn: “16 participants in the data. And then appendix B will show you information gleaned from exit interviews. So I had about 16 data points in terms of folks completing the Google forms. And then about 15 or so that I, we had in-depth conversations with.” (0:07:55). And on the target: “And and one of the points, in recommendations, that I have is to try to boost the engagement numbers. So really, with most engagement surveys, whether it’s a stay interview or employee engagement survey or exit interview, you really want at least 70%. Yeah. Participation. So we had roughly, I don’t know, 40 ish staff leaving then you probably want around 3025 to 30 participants.” (0:08:24) 3025 to 30 is a false start on 25 to 30. Sixteen of about forty is forty per cent; the standard he names is seventy.
0:08:15The presiding officer supplies the rule the report rests onSprague: “Just just a footnote, if I may. Yeah. I think we’re required by policy to offer the exit interview, but it’s voluntary for them to participate. Right?” O’Hearn agrees. Minutes: “Staff has the opportunity to fill out a Google Form and have an in person exit interview; all are offered the opportunity, but it is not required”. Neither the policy nor its number is named on the record, and no exit-interview policy is cited in the packet.
0:09:01The one question that asks what will be done about itSkillen, recognised at 0:09:00: “Yeah, I, I you kind of spoke on a little bit, but I’m wondering, like, where are the opportunities that you already see for us to fill these gaps? And do you think there are initiatives that we could implement, like in the near future?” The answer runs from 0:09:16 to 0:14:02 and is the substance of the item: compensation benchmarking, targeted professional development, an employee engagement survey already sent (“we just sent out our first one last week.”, 0:12:03), stay interviews, and a redesigned exit survey.POSITIVE
0:10:17The recommendation with a dollar consequence: benchmark the pay before bargainingO’Hearn: “And then administrative support. So recommendations, how we can close the gap. One for compensation, I think, is conducting an annual market review of because it’s one thing to always adjust salaries when you’re negotiating CBA’s, but it’s another to be proactive, knowing where the market is, especially with those positions. You may have more broader longitude to address the pay issues, like the letter of agreement folks, to be able to have that information handy.” broader longitude is latitude; the letter of agreement folks are staff outside a collective bargaining agreement It is said four weeks before the board named its negotiator and agreed that collective bargaining meetings needed to begin soon.
0:13:27What the survey cannot tell anyone, and whyO’Hearn: “And then also modify the survey to include their building. So we’d like to know how many respondents or CMS or Stevens and then also have a category for their position right now, the 16 data points, I don’t know who is whom unless I read the comments.” The instrument does not record the respondent’s building or role. The minutes put it more flatly: “There is no delineation between teachers and support staff and administration in the exit interviews without going into the actual spreadsheet”.
0:14:10Petrin’s discount cardPetrin: “Thank you Mike. And then I mean and then just a comment, something that I mentioned in the past that I don’t I don’t think it’s going to retain people. I don’t think it’s going to cost them to stay. But health increase some satisfaction. I’ve wondered if we’ve thought about partnering with local business to have, like a, a Cardinal discount card for your teachers.” and “So if they go to the restaurant down the street, they show the card they get or their name badge, you know, they get a discount in certain places.” (0:14:30). Pratt answers with what already exists at the high school and the elementary schools (0:14:37, 0:15:00).
0:16:13A member the tape cannot separate, and the benefits gapA voice in the merged Miles/Hawkins cluster: “I think I, I support what you said, Mike, and also what you said, Mr. Pratt, about both recognizing people and providing them with the recognition in some way, but also a general. You have a teacher. You’re a teacher. Come on in. Will give you X amount of. And it doesn’t have to be anything major, but it’s an incentive for both the business and the the educators or the staff.” O’Hearn: “I think there is a gap at our ability to explain to staff their entire benefit suite. And I think a part of that could also aid in recruitment. So if we have a clear vision of what working Claremont School District offers employees, then I think it can help,” (0:16:37), and then “Absolutely. To reduce memberships, there’s even a potential for employee wellness if you partner with gyms so you can improve health and well-being and give them a perk.” (0:17:00). The approved minutes name this speaker Arlene Hawkins, and the page follows them; the recording cannot.
0:17:13Two questions about the instrument itself“I did have a question and I think you referenced it. There’s no delineation between teachers and Paris in the interview.” Paris is paras, paraprofessionals then “But it does differentiate between Claremont and Unity on the form.” (0:17:35), answered “This is only Claremont. There’s a separate link for the unity stuff. Okay.” (0:17:39). The form distinguishes district from district but not role from role. The minutes record the first question and not the second.
0:17:48Crawford: survey the people who have just arrived, not only the ones who leaveCrawford: “you’ve had a number of of staff joining this past month or two. I think it might be helpful that at the end of October, early November, to send out a survey to new staff members instead of waiting until the end of the year, while it’s still fresh in their mind there, it gives them a month or two to process.” and “Don’t wait until the end of the year and have them leave and get that data.” (0:19:02). O’Hearn: “You might have a direct line in Mr. Pratt’s brain because he mentioned rolling that out that as well. So our new hires send out a survey specifically tailored to their onboarding experience. And then that can be a project that we can improve for next year. I agree, I think it should be.” (0:18:46). Pratt: “Right now it’s too late. We need to get the data beforehand to see what we can do.” (0:19:07).POSITIVE
0:19:28Miles points at the meeting twelve days awayRecognised at 0:19:27, Miles: “So I was just thinking of something. In a couple of weeks, we’re going to be meeting with the city council here in town, and I’m not sure exactly what we’re going to be doing at that meeting. We’re going to bounce ideas off each other or what? What it is. But I was thinking that they are such a large employer.” and “Also, they might do something like this with some of their, their employees, and maybe a couple of good ideas could go back and forth from that.” (0:19:45). The joint session with the City Council is 30 September — the same date as the federal obligation deadline nobody names.
0:20:03The presiding officer’s verdict on the reportSprague: “One other thing, is that. Thank you for this. Speaking for the long term, long term people. Mike featuring and me, this is, more than we’ve ever seen before.” Mike featuring is Mike Petrin — a standing garble in this corpus that turns a surname into an ordinary English word and “Not that I’m criticizing of it at all, because it’s the best product I’ve ever seen. But I’m glad you’re thinking that way.” (0:20:29). Crawford: “Acting on the data. It’s no sense collecting data if you don’t act on it. So that’s great.” (0:20:47).POSITIVE
0:21:06The comment about board members is read into the record, and left thereFrom the presiding officer’s cluster: “under comments or workloads spreading out, I was burnt out only after one year. Unnecessary stress from certain board members. So I assume that board members means.” A voice in the merged women’s cluster answers with I know. (0:21:26), then: “So that’s something. I don’t know how we fixed that, but that’s something that we may want to think about what we did.” (0:21:27) and “So certainly board members.” (0:21:33). Then the item ends. No action was proposed and none was taken. The minutes credit the passage to Michael Petrin (flag 15).OBSERVATION
0:21:41The budget timeline arrives finishedSprague: “Budget timeline. Do you want me to address that, or do you want to go right ahead? I mean, that’s our our value because the finance committee. In your packet, there’s a sheet that looks like this, and it’s got the all the budget timelines. And again, our objective, is always to be transparent.” The agenda item is headed Set Budget Timeline Calendar & Review Budget Deadlines. What follows is a description of a document, an invitation for questions, and no motion.MEDIUM
0:22:03Whose calendar it is, said plainly and twiceSprague: “And I know that, chair Whitney is chair of the board. I’m the chair of the committee. But chair of the board, Whitney has made it her intention that these will all be televised again. So that people can watch them and see what the process is and, you know, that it’s open and we’re having a dialog with administration.” and then “We met today. We’ll talk about that under the committee report. But, it’s it’s nice to have this in place. It’s a nice framework. And I want to commend the administration for working with Board Chair Whitney to to develop this.” (0:22:24). The presiding officer is careful to distinguish his own chairmanship of the Finance Subcommittee from the chairmanship of the board, and to say that the televising decision and the calendar are the board chair’s.MEDIUM
0:22:56The superintendent names the four people who wrote itPratt: “Is creating the timeline was, Mary and I worked with, Arlene and Heather to make sure it reflected, what we the purpose of moving forward with, with the budget and stuff. But I also know it’s like any timeline, we can adjust those timelines based on where we are at the at the time.” Mary Henry, Arlene Hawkins and Heather Whitney Two board members and two administrators. Two of seven is not a quorum, so no meeting under RSA 91-A:2, I took place. What it is instead is an exercise of authority the by-laws do not give the chair: rule 4.01(g) says “The chair position holds no other independent authority beyond the above except when granted by board”, and setting the district’s statutory budget calendar is not among (a) to (f).MEDIUM
0:23:22The hard deadlines are attributed to the wrong bodySprague: “But again, we we’ve got some hard deadlines that come up as far as, actually through the New Hampshire Department of Revenue Administration sets our deadlines that we have to meet. And so it has to be a an intentional process to get through it all. Okay. Moving on.” The deadlines that actually bind this calendar are statutory, not administrative. RSA 32:5, I fixes the 25-day interval between hearing and meeting; RSA 40:13, II-a, III and VII fix the January hearing dates, the first-session window and the March ballot. The Department of Revenue Administration sets the tax-rate and form deadlines, which is a different calendar. The board was told the right thing for the wrong reason, and the calendar is right anyway (flag 21).POSITIVE
0:23:43The FY24 close: $544,145.29, and a figure that has already changedHenry: “Rough estimate of the district fund balance. I’m going to make this brief because I know the finance committee is going to talk a little bit, too. But as of right now, the report I sent you had $544,145.29 in surplus. There has been a change to this report, and the change has been the encumbrance has gone down to 65,000.” The packet’s Exhibit B carries the grand total she is reading from: budget $35,300,311.92, expended to date $34,107,234.87, year-to-date balance $1,193,077.05, encumbrance $648,931.76, budget balance $544,145.29, 1.54 per cent. The exhibit was printed on 11 September 2024 and its date range runs to 30 September 2024.MEDIUM
0:24:07The encumbrance and the roofs, in four sentences that do not reconcile with the exhibitHenry: “And that’s because of the roof POA being rolled into the new year and paid for the roofs. That was the big part of that. $648,000 was the roofs. So now it’s down to 65,000. I need to go through those POS and see what is still relevant and what isn’t. I’ve done some of them, just not all of them.” POA and POS are purchase order and purchase orders The arithmetic that does work is the subtraction she does not state: $648,931.76 less $65,000 is $583,931.76, which is within a thousand dollars of the $583,000 this board voted for two roofs on 20 June 2024. So the roofs are the difference, not the total — and if the encumbrance is $65,000 the budget balance is not $544,145.29 but about $1,128,000, because the exhibit derives one from the other.MEDIUM
0:24:28The retention vote is deferred to October, and named for what it feedsHenry: “Again, this can move a little bit, but not a lot. But I would expect at your next meeting that we need to vote on a number on how much we might want to retain. Going into in this year so that I can put that on our Doe 25 or the miss 25 for the tax rate settings.” Doe 25 is the DOE-25 annual financial report; miss 25 is the DRA form MS-25 The retention decision is governed by RSA 198:4-b, II, which caps it at 5 per cent of the current year’s net assessment. The board took it on 16 October and retained up to $350,000.
0:24:47$205,000, or $210,000, of new special-education revenueHenry: “The other thing I wanted to let you know is we do have a revenue. Revenue. Well, I don’t call it a surplus, but we received more revenue this year, roughly 205,000. That came from a special ed line that for anybody at 22, because they increase from 21 to 22, that we had to take care of the students till that age.” and “And anybody that had that there’s only 15 schools got additional monies. So we were one of those that got 210,000. And again, this revenue number could change when I start reconciling things and making sure that everything’s where it should be, because I’m working on the Doe 25 right now, so I’m in that process. But other than that, that’s where we’re at.” (0:25:10). She gives the figure twice, twenty-three seconds apart, as 205,000 and as 210,000. The money follows the extension of the district’s duty to students to their twenty-second birthday, enacted by 2022 N.H. Laws ch. 264, effective 24 June 2022. The minutes round it to “about $210,000”.
0:25:34The sentence that tells the board it cannot keep it allHenry: “So actually, if you add it on to that, it’s more than 540,000. You add the 200,000 on its 740,000. That we have, but you can only retain part of the 540. Just keep that in mind.” The cap she is referring to is the 5 per cent ceiling in RSA 198:4-b, II. On 16 October the maximum was put at $469,000 against a surplus of $611,000.
0:25:56What October’s report will contain — in writing, this timeHenry: “I’ll bring my recommendation and I’ll bring it written out in paper or written out for you guys so you can see where I’m, where I’m getting my numbers from and what I’m thinking. And taking into consideration this year’s budget. With the tax rate.” The promise of a written recommendation is kept; the ESSER wrap-up promised in the same breath is not (flag 1).
0:26:17The audit backlog, with dates attached to it for the first timeHenry: “Excuse me. And hopefully by the end of fiscal year 25, we should have everything current with the exception of fiscal year 24. I think that’s not going to be till the fall, but anything else is behind will be done by then. That’s that’s our deadline starting in about two weeks. I will have them in-house at least a day or two a week.” and, on why FY24 will be easier, “fiscal year 24 is audit. Should be easier because it’s not paper files. Everything’s here. So I can give them access to our system where they can go in and pull up any invoice they want, pull any reports they want and have it right there, including deposits, everything. The backup is in the system. My journal entries that I make.” (0:26:41). RSA 21-J:19 is permissive as to when a municipal audit is conducted, so a backlog is a control weakness rather than an automatic breach of a deadline; the federal single-audit clock at 2 CFR 200.512(a)(1) is not.POSITIVE
0:27:31FY21 nearly done, FY22 and FY23 next, and a word she takes backHenry: “So, anyway, so 24 will probably go smoother than the other ones. Right now, we’re currently almost done with 21. So we’re moving into 22. Like I said, I think 22 and 23, since we have had the opportunity in the office to go back. I went back in the beginning and reconciled cash all the way back to 2020.” and, at 0:36:27, “Hopefully 24. I mean, I don’t want to promise 24. I know he wants to get it done before June 30th, 25, but I don’t want to make that promise on that. I just haven’t got into 22 and 23 and that’s a mess. I don’t want to call it a mess. That is not something that I was here for.” Three fiscal years were unaudited on this date and the fourth was unpromised.
0:27:56The business office says on the record that it is still buriedHenry: “I will say to you, I know this is, a little off topic, but we still are struggling. Meaning we have a lot to do. So if I seem short, I don’t mean to seem short.” and “That isn’t my. You know, that’s not what I intend to be. But I just want you to know that we are still buried, And trying to get out from underneath all of this in as much of a, fastest way possible and most efficient way possible.” (0:28:21). Pratt: “Got that that says it all. I mean, the everyone’s been working really hard at the office and it’s sometimes it’s, you know, there are really tough days because we’re trying to sort out many years of the past, but still trying to keep up to date with all the demands of of running a school district right now. And I think, you know, my offices have been doing a great job of trying to manage that as best we can.” (0:29:01) and “And sometimes we’re we’re just meeting to talk each others off the ledge, but at least we have that relationship that, that we can do that to loosen that cap on the bottle that keeps getting shaken. So I just wanted to say that publicly. I really appreciate everyone in my office. And we’re going to make mistakes, but they’re not intentional, and we’re trying to do the best we can and God’s to move six forward.” (0:30:10) move six forward is move SAU 6 forward, the standing institutional garble.
0:30:31But FY24 is accurateHenry: “And I want to say to you that even though I said that, I will say to you that we have made great strides this year. Fiscal year 24, to me, is accurate. My beginning balances, I still worry about because we haven’t been totally audited, and I’m trying to make them as as accurate as possible going forward. But fiscal year 24, we have made strides, you know, it’s it’s been a challenge, but I feel we have made some, some big strides as far as that goes.” The qualification matters: the year the board is about to draw a surplus out of is the one she vouches for; the opening balances behind it are the ones she does not.POSITIVE
0:31:07Crawford asks about the Stevens roof, and gets three different numbers in ninety secondsCrawford: “Two questions I have Mary. Sure. The roof at Stevens High School. The cost for that were covered in the 2324 budget.” Henry: “Yes. They were. Yes.” (0:31:18), then “That was roughly six, a little over 600,000.” (0:31:23), then “And it’s a little under 600,000. I’m sorry. A little under.” (0:31:27). The board had voted $583,000 for two roofs — Disnard and the third phase at Stevens — on 20 June 2024, and the exhibit in front of her shows $648,931.76 encumbered. The minutes record only “a little under $600,000” (flag 13).MEDIUM
0:31:30The $420,000 is described one way by a member and another way by the business administrator, in the same exchangeCrawford: “Okay, so it’s a little over 600,000. And we did move 400,000 from reserves four.” and “And 20, the general fund, to help cover some of the costs for that.” (0:31:38). Henry, twice, correcting: “To distribute.” (0:31:43) and “Out of district placement.” (0:31:45). The business administrator is right. On 6 March 2024 the clerk read the motion back as a transfer “to be used for unintentional, unanticipated special education costs”, and the hearing that released it was held under RSA 198:4-b, II(a) for that purpose.MEDIUM
0:31:47The question Crawford wanted to answer, and the answer she gaveCrawford: “Some people might say, how? How can the school district end the year with a balance of 500,000?” Henry: “My comment to that is that is really good, 1.54%, right?” (0:31:55). Crawford: “That’s not an explanation. That’s an observation. And so when I’m when I would like people to know that the roof costs 600,000, for which 400,000 came out of our reserves, the other 200,000 we were able to cover with variations in the budget due to not being able to hire positions, variations in benefits.” (0:32:02). This is the sentence the approved minutes turn into the district’s public account of the money, thirty seconds after the business administrator corrected it twice (flag 4).MEDIUM
0:32:38The part of that answer that is right, and usefulCrawford: “And it’s our best guess at what the year is going to be. However, as the year goes on, there are variations and a bunch of this big can have significant dollar variations that can be easily explained, but it’s the details. 500,000. Sounds like a lot. And it is. But you. But it’s not because, we overestimated it. A lot of it was not being able to hire staff that we wanted.” and “I mean, I can think of a number of staff that we wanted to hire last year. We just couldn’t find personnel to do it.” (0:33:09). Pratt: “But if you take it for every full time position for a teacher all in with benefits, you’re up to $100,000 per person” (0:33:25). The account of the surplus as unfilled posts rather than over-budgeting is supported by the ledger, which shows large positive balances on salary lines at every school.POSITIVE
0:33:25ESSER, first mention: the superintendent gets the deadline’s effect right and its legal test wrongPratt, continuing on why the surplus does not go far: “Plus also we’re just getting out of the Esser money that we’re using in the past, some of the stuff we, you know, we have used and we have the end of September to spend the money.” and “So that might impact the budget as well, because before what we were using the budget to spend it on, we had the luxury of this one time or money.” (0:33:47) Esser and this one time or money are the recognizer on ESSER and one-time money. The test is not spending. The Department of Education’s memorandum of 12 June 2024 requires the funds to be obligated by 30 September 2024 and liquidated within 120 days, “or by January 28, 2025”, per 2 CFR 200.344(b). An obligation made by 30 September may lawfully be paid out until 28 January. Told that the money had to be spent in twelve days, nobody at the table asked what remained to be obligated, or what it was for.HIGH
0:33:54ESSER, second mention: the subject is named too convoluted to take up, and put off past the deadlineCrawford, immediately: “So I would, I would I, I don’t even want to go to the SR issue because that is so convoluted. I know that Mary is going to be coming with a report on Esser funding in October, and we’ll address those concerns then. But right now, as we look to wrap up, 2324, it looks like we have a positive balance.” the SR issue is the ESSER issue; the recognizer loses the first syllables of the acronym throughout this corpus The report came in neither October nor November. At the meeting of 16 October the approved minutes record, under the Finance Subcommittee, “Frank Sprague shared that he would still like to see a presentation on ESSER”.HIGH
0:34:16The account of the surplus the board wanted the public to hearCrawford: “Yes, the balance can be easily rationalized. Why we have so much right. We were able to cover costs for, unexpected major expenditures like the roof. We were able to cover special ed variations that happened during the year, some of which we got reimbursed for. Despite being surprised, we still got the yeah, we still got it reimbursed. I think those are all points that the public needs to understand as they try to figure out where we’re spending the money.” Henry: “And what I think we need to do is when I come back in October is I will go over those areas and the variations within the budget and give you a more detailed.” (0:34:53), and “Detailed summary. How does that sound? Good as to where we’re going to be. Because I think that’s something that number one, you’re right. The public needs to understand that. And also the public needs to understand, like you said, we’re looking at a budget. We’re looking at the here and now and what we have and what we feel our needs are.” (0:35:04).
0:35:30Will the auditors come and say this in public?Crawford: “And the second general topic is the audits. You said that 21 is almost done. Do you have a deadline with the expectation? And will the, auditing firm come to the board to present their results up through 21 at least?” Henry: “Yes, I have already talked to them about that. And Mike said he will come out to do that, or he could do it by a zoom to one or the other.” (0:35:49). Crawford: “Either way. But I think that that’s really important for the public to hear that direct report from the auditors.” (0:35:57). Henry: “And, and I have weekly meetings with him that are scheduled for every Monday. So we touch base.” (0:36:06). The auditor is only ever Mike on this recording; no firm and no surname is spoken, and this page does not supply either.POSITIVE
0:37:10Petrin turns the surplus into a percentage, and the percentage checks outPetrin: “So when you’re talking $544,000 is a, say, a surplus, when you take that down to the total budget, that’s a 1.54%, right? So to be off by 1.54% and your home budget, it’s it’s not I mean, it’s a big number because the budget is a big number, but 1.54% is not not a big miss. That’s a that’s pretty.” and “So yeah I just wanted to reiterate that 1.54% is.” (0:37:40). $544,145.29 divided by $35,300,311.92 is 1.5415 per cent, which is the figure printed in Exhibit B’s own last column. The arithmetic is right; the input is the one the business administrator had already superseded four minutes earlier.MEDIUM
0:37:48The audit schedule is pinned down, question by questionA voice in the merged women’s cluster, whom the approved minutes name as Arlene Hawkins: “I, I had a question about audits again okay. Yeah. Before June 30th of 2025, which is this coming June? Yes. The auditors will either through zoom or in person, present the audits from 21, 22, 23.” The exchange runs to 0:39:57 and establishes: FY20 and FY21 presented in November if FY21 is finished in October; FY22 and FY23 in June 2025; FY24 unpromised. Henry: “So I want them to give a presentation on 20 and 21 and then 22 and 23. Okay. So I would probably have them come back again in June for your final meeting right around there and come in and talk to you about the audits.” (0:38:21) and “November is kind of my that’s shooting for November because I believe that one will be done in October because like I said, they’re coming back. They also know right now I’m working on tax rates, so I haven’t got the time to necessarily devote to it as well. But I do have other people in the office that have been doing working directly with them.” (0:38:44).POSITIVE
0:39:20The superintendent makes the public presentation a standing practicePratt: “And this is this is common practice is that we always have the auditors come in and present to the board in the community because it needs to come from that. So I think moving forward, we know this is going to be common practice. I don’t know what it was in the past, but in my ten years, that’s always been something that the, you know, the boards in the community, are presented by the audit.” Nothing in New Hampshire law requires an auditor to present to a school board in public, so this is a commitment the board made for itself.POSITIVE
0:40:00What the unfilled posts cost the people who stayed — said, and not acted onSprague: “So the, I mean, it’s a good it’s a good thing that, again, through being unable to fill positions, we were able to avoid a warrant article as far as doing the roof goes. But again, to acknowledge those people who who were here carrying the extra load because of the people we couldn’t hire, we have to presume other people were, yeah, we’re making it work even without those people.” and “So for people who who stayed and people who who left, who work so hard to make it work without those people, I think some acknowledgment needs to go out to those who who made it work.” (0:40:23). The surplus that avoided a warrant article and the burnout in the exit-interview data are the same fact seen from two sides, and this is the only moment on the recording where anyone joins them. No action follows.OBSERVATION
0:40:42Subcommittee reports begin — and two of the six committees met in the previous thirty-six hoursSprague: “And we’re into our subcommittee reports, capital improvement committee, Andy.” Andy is the presiding officer’s recognition of Candace Crawford, whom he calls Candy twice elsewhere in this recording Crawford: “Mill report..” the sense is nil report. Then “Finance committee. Andy, you want to.” (0:40:51) and “We actually she took the notes. So I’m going to have her. And I didn’t get a chance to.” (0:40:54).HIGH
0:41:04The Finance Subcommittee met today; this report is the only public record of itCrawford: “And, we had a couple of, general areas that we wanted to discuss. One, we wanted we as a group did review where we ended the 23, 24 years. So that’s why Frank and I had a little preview of what Mary was going to report tonight. We also wanted to know about current hiring situation, because we know that hiring does impact the budget so much.” The finance subcommittee next day sits against the presiding officer’s own We met today at 0:22:24 and “And workload and level of education, all that. So we we spent a good deal of time reviewing the number of current positions that have. They’re not filled yet. That was a big chunk of our discussion. The second was kind of a sidebar discussion of absenteeism in preparation for our meeting with the City council at the end of September.” (0:41:40). By-law 1.05(c) requires notice of a subcommittee meeting “posted at least 24 hours in advance on the SAU 6 website”, and 1.05(d) requires minutes “available for public inspection on the SAU 6 website within 5 days”.HIGH
0:42:10Absenteeism, discussed at a finance meeting because the City Council meeting is comingCrawford: “And the administration did a good job. I thought they did a good job explaining the difference between absenteeism and truant truancy and chronic absenteeism. There are three distinct categories, and the point was made that chronic absenteeism is is is problematic. That’s where the real issue is, and that they are working, trying to get that improved. Not a finance committee meeting, but I was I was I enjoyed having the access to the administration to get some of the answers.” Sprague: “Well, we learned that our our attendance rate is around 91%. Is that or $0.90?” (0:42:52) and “Absenteeism is about it’s not 100% of our kids. It’s about 30% of our kids.” (0:43:03). Crawford: “It’s the same kids.” (0:43:09) and “Which goes to the chronic absentee label. The second the third topic was we discussed dates and expectations for finance committee meetings this fall in preparation for the budget.” (0:43:15). An attendance rate and a share of the student body are put on the public record here out of a subcommittee meeting for which no notice, agenda or minutes exists in any public share. New Hampshire defines habitual truancy at RSA 189:35-a, II as ten half-days of unexcused absence in a school year; chronic absenteeism is a federal reporting measure, not that statute.HIGH
0:43:44What the subcommittee will demand of the administration this autumnSprague: “And you all will see.” Crawford: “We want to be able to answer your questions. So that’s that’s why we’re looking for specifics. And then the final topic was, where do we stand at the end of the year, as we were just discussing the 500,000, and I’m not going to steal Mary Sunder. She will be coming next month with a nice summary of where all that money is.” (0:43:48) and “We we made the point that we want to see her recommendation to the board if we need to move money into reserve, or how we handle the actual money at the end of the year. So she’ll be coming in October with that report.” (0:44:11).
0:44:37ESSER, third mention: the board asks for exactly the right report, twelve days too late to act on itCrawford, on the last of the subcommittee’s four topics: “she will also, we also asked for a summary report on Esser funding.” then “Just kind of a wrap up. Three years of Esser funding really was, a huge burden on the business office. And it had impacts over the whole district. We want to see what those funds were and what positions Mary’s going to address, what positions were limited, you know, have been eliminated because they were funded. But what positions are in the current budget that might have been, Esser funded over the past 2 or 3 years?” (0:44:37) and “And those those figures are already in the budget because they had to be approved when the budget was approved in March. But just for our reiteration and clarification and reminding and all that, we will have that report in October as well. I think that’s it.” (0:45:13). The question she is asking — which posts were paid for out of ESSER and which of those are now in the operating budget — is the one the district’s own FY25 budget deck answered in a single line, “Removed ESSER positions unless otherwise noted”, and never itemised. Nothing in the record for October or November answers it.HIGH
0:45:32The presiding officer on what the subcommittee is forSprague: “I think that is a very nice job. But it was a very good meeting. It was time well spent. And, again, it’s nice to, be in a position to have the opportunity before the meeting to ask our own specific questions. So it was very helpful. And also kind of you that what the board might want.” The candour is the point: the value described is access to the administration before the public meeting, which is precisely why RSA 91-A:1-a, VI(d) makes a subcommittee a public body in its own right.HIGH
0:45:51Will the budget meetings be televised? YesA voice in the merged women’s cluster: “We just for clarification, those finance committee meetings will be televised again. The budget for budget prep.” Crawford: “Meetings will be televised.” (0:45:59). Sprague adds “Deliberations.” (0:46:02). This is a real gain in access and this project records it as one — the finance sessions of the previous budget season were not all televised, and one working session that moved $196,001.10 was expressly taken off camera.POSITIVE
0:46:11The Policy Subcommittee reports, and the minutes record none of itSkillen: “There’s no report for this committee except the notification that our next meeting is going to be scheduled for Tuesday, October 2nd at no. Wednesday, October 2nd. Wednesday, October 2nd at 330. Yes, yes.” The approved minutes print the heading “c. Policy Subcommittee Chair Whitney Skillen” and then nothing at all. Every other lettered subcommittee on the same page carries at least one bullet.HIGH
0:46:28Federal Title I money is being withheld pending a corrective action plan — and this is the only place it is saidPratt: “And some of the, policies that we’re going to be looking at and bringing to the board as soon as we can all revolve around title one fundings and the corrective action plan that they have us on, not that they and that just not so they can release the funds we can as long as we have them on the docket, we approve those.” Hawkins: “So we’ve gotten a draft of those policies. So we will be working on them and then we’ll finalize that at the committee meeting.” (0:46:45). Pratt: “Yep. Assistant Superintendent Kosky sent those out. So that’s what we’ll be working on.” (0:46:52) Kosky is Assistant Superintendent Michael Koski. No document, no citation, no dollar figure, no date and no author is given for the corrective action plan, and the minutes do not record that it exists. The general federal remedy is 2 CFR 200.339(a): an awarding agency may “Temporarily withhold cash payments pending correction of the deficiency”.HIGH
0:46:55Skillen asks her own committee to do what the by-laws already require of itSkillen: “Yeah. Perfect. Thank you. We’ll do those four plus I like that. The finance committee made a schedule for their meetings through let’s do through March. And do let’s do that at that meeting as well. Yeah.” By-law 1.05(2): “The Policy Committee shall hold at least one regular monthly meeting… Shall report to the full Board monthly.” A schedule through March is what the rule already commands, and the Finance Subcommittee’s published dates are what prompts the request.
0:47:18Curriculum: a schedule of five meetings and what each will look atHawkins, recognised at 0:47:15: “Mr.. And I met. And we talked about the fact that the math presentation will be on a future school board agenda, and we developed the schedule for the remainder of our meetings. We’re going to meet in November and take a look at benchmark scores that will then be presented to the board. Then we’ll meet again in February.” and “That will be the second benchmark score and test practice information that will be presented. And future begin talking about future curriculum needs, in math and language arts. Then we’ll meet in March and look at what’s happening with state testing preparation. There’ll be an update on that and an update on wit and wisdom. And then in April, we thought that would be a good time for the math presentation and then future direction.” (0:47:40) and “We’re always talking about future direction. And then we’ll meet in May. And that’s when hopefully all the state testing results, the Sass results will be in. And then again looking at future direction. So that’s what we accomplished at our meeting.” (0:48:11) wit and wisdom is the Wit & Wisdom literacy programme; Sass is the statewide assessment. The most concrete forward calendar any subcommittee gives all night, and the minutes reduce it to nine words.POSITIVE
0:48:26The ad hoc communications committee: a template, and OctoberSprague: “So at Hoc I’ll jump in. Mike I received a template from Superintendent Pratt. So I anticipate Mike and I’ll have something in October for for the.” By-law 1.05(4) requires ad hoc committees to report to the full board monthly, and by-law 1.08 requires a special committee to consist of three members unless the board orders otherwise; this one has two, appointed by the chair rather than the vice chair on 20 June 2024, with no chair designated. The agenda nevertheless heads it “Ad Hoc Communications Subcommittee Mike Petrin”, and the report is given by Sprague.OBSERVATION
0:48:56The SRVRTC subcommittee met yesterday — all three of its board members, which is its quorumCrawford: “So I am absolutely delighted to report that the, visioning committee of Bonnie Miles and Mike patron and I met yesterday with the new, director, actor director at the tech center, Michelle Harrington. And she’s been on the job for 17 days, and I. I think I speak for all three of us. We were blown out of the water with the amount of work that she has done and what she has organized and created.” Mike patron is Michael Petrin; actor director is acting director; Michelle Harrington is Michelle Herrington, who is not Dr. Michael Herrington of Stevens Miles, Petrin and Crawford are the whole of this committee’s board membership, so a quorum of a public body met on 17 September. No notice and no minutes for it is in any district share (flag 2). The title she uses is the third the board has used for the same post in fifteen days: on 4 September it voted to strike the word acting from an Assistant Director title, and the approved minutes of this meeting call her Assistant Director.HIGH
0:49:34What seventeen days producedCrawford: “One of the things she shared with us was that in the 17 days, which they were weekend days in there, just to remind you, that she has interviewed 150 students that are 150 students at the Tech Center, plus 13 or 15 I can’t remember, from Newport.”, “She’s taken pictures and she has a bio of each kid, and she has created a video showing what the kid. I’m sure. I’m sorry. That isn’t very professional, but you know what I mean. The kid, the students. Thank you. The student, what the student is, is taking for, at the tech center.” (0:50:09) and “And this video is on a loop that is airing in the lobby of the Tech Center as well as the library at Stevens High School.” (0:50:35). This page reproduces no student’s name and no photograph or biography from that video, which by its own description holds an individual record of every enrolled student.OBSERVATION
0:51:04Advisory committees, and a field-trip programmeCrawford: “The second thing, she had a whole series of dates of, engagements with the general public to have them at the tech center. She is in has the expectations that each area of of interest will have its advisory committee.” and “The and all the advisory committees are going to be meeting as a group in October to work together to see each other and what they’re doing and what they’re expected. The, the students. That’s already been a field trip, for, for the some of the students at to the, ambulance. And there are other field trips scheduled, for example, the culinary arts are going to Will orchards to see the apple picking, apple processing, apple pie making cider making that whole thing.” (0:51:36) the approved minutes give the two destinations the tape loses as Golden Cross and Wellwood. An advisory committee for each programme area, meeting as a group in October, is described but not constituted by any board action on this record; the membership was given to the board four weeks later as a teacher from the programme, a student from it, and community members from that trade.
0:52:28A career counsellor has been hired, and is never namedCrawford: “And one of the best things I’m going to let Mr. Pratt tell us about a career counselor has been hired.” Pratt: “She’s someone I started working with when I started in Vermont about 20 years ago. She was my head of counseling, and I was in Brattleboro. She’s a graduate from Adnoc. Her husband is a tech center teacher who taught at the tech center, who also knows Michael here. That’s that’s her.” (0:52:58) Adnoc is very likely Antioch; the surname is never spoken and “That’s her thing is career counseling. And, today was the first day, and Michelle has already got to work, on creating some stuff, but, it’s going to be very exciting to see the two of them work together.” (0:53:23). A new employee of the district is described to the public by her spouse’s job and her employer of twenty years ago, and not by her name. Under by-law 5.03 no Claremont employee begins work without board approval unless rule 5.04 applies; no approval of this post appears in the minutes of 4 or 18 September.OBSERVATION
0:54:18The med-tech programme the FY25 budget paid for is runningCrawford: “as you will recall, our budget included expansion of the program to include a medtech kind of program and that she has it up and running. There are, I think, 16 people. In she has she set it up as a nine week introductory and she has 16 students already enrolled, 16 or 17, 17, 17, 17 already enrolled in the nine week intro to to the program.” and “In addition to that, she has five students enrolled in level one of the two year program so that there’s lots of energy.” (0:54:58). This is the one place all evening where a line the voters approved in March is traced to something that exists. The enrolment figure is given four times in one sentence as the speaker corrects herself.POSITIVE
0:55:10The other two members of the committee are asked, and answerCrawford: “I also and please Bonnie or Frank, I mean excuse me, Bonnie or Mike, please share anything else that I might have left out.” Miles: “Us these things with the students, how what they’re doing and what they like and what they’ve accomplished and how it just revolves from one student to another. You can just stand there and watch the whole thing. And I was I thought we were all going to have a lot of questions for her, but she covered everything. There was really not much left to ask.” (0:55:36). Petrin: “She really holds herself to a high standard. So, you know, the standard that the board is trying to set, she I think she holds herself to maybe even a higher expectations than what you know. But she’s hit the ground running, with Chris’s help. But she’s a go getter, so.” (0:56:02).
0:56:19Crawford credits the superintendent, and dates her own advocacyCrawford: “I, I would like to add that that, Superintendent Pratt’s, engagement at the tech center is obvious, and it is one of the key contributors to the success. I know, on the vision and committee for the past two years, we have talked about how important it is for the administration to see the importance of the tech center and how important that recognition is to the success of the program.” and “I think we see that in spades this year. We see the support of the administration, both at the at the C office and at the high school. And when people work together, you get success. And it’s delightful to see.” (0:56:48). Pratt adds the middle-school rotation at 0:57:06.
0:58:01Other Business: the substitute-pay increase, and whether it workedCrawford: “I have one question. So last year this board increased the rate of pay for substitute teachers in an effort to attract more substitute teachers. Because as I read through the report, I don’t know if any teachers are in this ex and interview data, but, one of the things I read is the overworked ness.”, “of the staff and I know last year at least, a number of teachers were asked to sub and cover for when they couldn’t get subs. My goal as an individual board member to increase the sub pay was to encourage more substitutes to enroll so that those, the teachers that are there in the building don’t have to have coverage.” (0:58:29) and “I’m looking as we’re going forward. I’m looking I’ll be looking for that data to see if we can ensure that the use of teachers in the building to do coverage, double coverage is decreased, and we’re covering that with actual sub real subs. So I just wanted to make that comment.” (0:59:02). O’Hearn: “I think there’s two pieces to it. One, the attendance rate for the teachers to see if our demand for substitutes and then to our ability to hire and retain our substitutes. I know that Stevens doctor Harrington is working on the former on a, some project he was discussing with me. And on the latter, what I can do is I can reach out to the different HR source and see what the going rate is for sub, and make sure that we’re at market and see, how we are at attracting subs and getting them in.” (0:59:25) Stevens doctor Harrington is Dr. Michael Herrington, the high-school principal — a different person from the technical centre’s Michelle Herrington, named eight minutes earlier. A board member asks whether a spending decision she moved produced the effect she intended, and asks for the data to check it.POSITIVE
1:00:31Future agenda items are invited and none is offeredSprague: “Okay. So future dates we’ve talked about a number of things tonight already. First as there and all this workload we’ve put on this Henry for future agenda items. So are there any other. And, Candy just mentioned the surveyor. There are other things for consideration for future agendas.” then “Okay. None. Through this, we have a our next board meeting is on the second, and we have the joint City Council of Claremont meeting at 930.” (1:00:56) 930 is the date, 30 September. Twelve days from the federal obligation deadline and one meeting from the retention vote, the board’s forward agenda is empty.HIGH
1:01:12Nobody at the table is sure where the joint meeting with the City Council isCrawford: “At 630 in the evening?” Then, from the merged cluster, “You said it’s Stevens. Where is that? Here.” (1:01:16) and “The joint city council and school board.” (1:01:22); Pratt: “It’s usually all. They’re usually all here.” (1:01:19); Henry: “Yeah. It’s going to be here. That’s what it’s listed as.” (1:01:24) and “Thank you. But we can. I’ll double check to make sure.” (1:01:28). The venue of a joint session of two elected bodies, twelve days away, is settled at the table by that’s what it’s listed as and an undertaking to double-check.OBSERVATION
1:01:37The budget subcommittee meetings will be held during the working daySprague: “And again you can see the, a sketch out of some of the, the process for the, finance subcommittee meetings that will be here. And those are the ones that will be televised. So is there anything else for the good.” then, asked whether times are set: “What’s that? No time for those. I think it depends on availability of people, generally speaking, there. In the morning.” (1:01:57) and “During the day. Yeah, yeah. And I’m sure these dates have to do with, Chair Whitney’s availability and she has time off. So anything else going for a motion?” (1:02:07). The agenda fixes them: “Finance Subcommittee Meeting dates: 1-3 PM at SRVRTC John Goodrich Community Room”, on 12 and 19 November and 4 and 18 December. Four televised budget sessions, all between one and three o’clock on a weekday afternoon, and the availability that fixed them is the absent chair’s.OBSERVATION
1:02:18Adjourned, fifty-four minutes before the agenda expected the last item to startFrom the merged women’s cluster: “I move to adjourn.” Skillen seconds at 1:02:20. Sprague: “All those in favor? All right. Thank you everyone.” (1:02:21), and a last voice at 1:02:26. Minutes: “Arlene Hawkins made a motion to adjourn the meeting at 7:36pm, Whitney Skillen seconded the motion; all present voting in favor”.

Items flagged for review

Flags are a reviewer’s aid, produced by reading the recording and the district’s five-document packet against the New Hampshire and federal law in force on 18 September 2024, and against the board’s own adopted by-laws and policies. They are not findings of violation and they are not legal advice. Each card names the rule it rests on, and says plainly where the rule is a board rule rather than a statute. Four vintages matter here. RSA 91-A:2 is applied in its 2023 codification (2023, 188:1, effective 3 October 2023); the 2025, 112:1 additions — start time, end time and the name of the person who produced the minutes — are not applied, which is why this page does not fault the minutes for omitting them. RSA 194:23-f is applied as amended by 2024, 69:1, which took effect 13 August 2024, five weeks before this meeting. The Uniform Guidance is cited in the 2023 annual edition, in which the 120-day liquidation rule sits at 2 CFR 200.344(b) — where the Department of Education’s own June 2024 memorandum cites it — and not at the (c) the current eCFR serves. And RSA 40:13 is durable: its last amendment is 2019, 192:2, so the text served today is the text that governed this calendar. Where no verified rule supports a concern it is graded OBSERVATION and labelled as such. Severity tracks legal grounding, not importance.

HIGH Twelve days before federal ARP ESSER money had to be obligated or be lost, this board had no ESSER document, no ESSER agenda item and no ESSER figure — and voted to hear about it in October

What the deadline was. The U.S. Department of Education’s memorandum to ARP ESSER and ARP EANS grantees of 12 June 2024 states that “all ARP ESSER and ARP EANS funds, including reverted ARP EANS funds, must be obligated by September 30, 2024” and that “all funds must be liquidated within 120 calendar days after the close of the obligation period, or by January 28, 2025”, citing 2 CFR 200.344(b). That regulation, in the 2023 annual edition in force here, reads: “Unless the Federal awarding agency or pass-through entity authorizes an extension, a non-Federal entity must liquidate all financial obligations incurred under the Federal award no later than 120 calendar days after the end date of the period of performance as specified in the terms and conditions of the Federal award.” The underlying availability rule is 20 U.S.C. §1225(b).

What the board had in front of it. The agenda does not contain the word ESSER. Neither do the minutes of the previous meeting, approved on this night’s consent agenda. The only financial document in the packet is a general-fund ledger. Exhibit B runs to twenty-two pages and 1,085 account lines, and every one of them begins with fund code 100; its ten location blocks are the six schools, the pre-school, elementary district wide, the alternative support programme and district wide. There is no grant fund, no federal fund and no ESSER line anywhere in it. Its date range ends on 30 September 2024 — the obligation deadline itself — and it was printed on 11 September.

What was said, in full. The subject arises three times, always as a digression from something else, and occupies about ninety seconds of a sixty-two-minute recording.

The legal test is not the one the board was given. “we have the end of September to spend the money.” states an expenditure deadline. The deadline is an obligation deadline; an obligation properly incurred by 30 September could lawfully be liquidated until 28 January 2025. The difference is four months of payment authority, and it is the difference between a commitment that can still be made and money that is gone. Nobody at the table asked what remained unobligated, what it was for, or whether any liquidation extension had been sought — the Department’s technical guidance on liquidation extensions had been in circulation since 9 January 2024.

The question the board did ask is the right one, and it is about people. The request put to the business administrator was for a wrap-up naming “what positions were limited, you know, have been eliminated because they were funded” and “what positions are in the current budget that might have been… Esser funded over the past 2 or 3 years”. That is the question the district’s own FY25 budget deck answered in six words and never itemised — its summary of budget changes ends “Removed ESSER positions unless otherwise noted”, and the business administrator said the same thing aloud at the deliberative session of 3 February 2024. Between that line and this meeting, no list of the posts it covers has appeared in any district document this project has found.

What happened next. The board met on 2 October: the approved minutes of that meeting contain no finance report and no mention of ESSER. It met again on 16 October, sixteen days after the deadline: under the Finance Subcommittee heading the approved minutes record, in full, “Frank Sprague shared that he would still like to see a presentation on ESSER”. The only ESSER fact the board learned that autumn arrived incidentally, when a member asked how the technical centre’s van had been paid for and the superintendent answered that it “was purchased with ESSER funds, so no local money”.

What this page does not say. It does not say that Claremont failed to obligate its ARP ESSER funds by 30 September 2024. Nothing in this record shows that it did, and the business administrator may well have had the position fully in hand. The finding is that the governing body of the recipient could not have known either way. 2 CFR 200.303(a) requires a non-federal entity to “Establish and maintain effective internal control over the Federal award that provides reasonable assurance that the non-Federal entity is managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award.” A board that receives no written report on a three-year grant in the twelve days before its obligation period closes, and none in the ten weeks after, is not exercising that control; it is relying entirely on one officer who had told it in the same meeting that her office was still buried.

Sources: U.S. Department of Education, memorandum to ARP ESSER and ARP EANS grantees, 12 June 2024; Updated Technical FAQs for Liquidation Extension Requests, 9 January 2024; 2 CFR 200.344(b) (2023 annual edition); 2 CFR 200.303(a) (2023 annual edition); 20 U.S.C. §1225(b); Exhibit B, Claremont FY24 Budget Report to 30 June 2024; approved minutes, 16 October 2024; approved minutes, 2 October 2024; the companion page Claremont School District Deliberative Session — February 3, 2024, where the FY25 deck’s eliminated-positions line is set out in full.

HIGH Two subcommittees met in the thirty-six hours before this meeting and produced most of its content; neither has a notice or a set of minutes anywhere — including on the SAU 6 website, which is where the board’s own by-laws send them

What the statute requires. RSA 91-A:1-a, VI(d) defines a “public body” to include any board or committee of a school district “or any committee, subcommittee, or subordinate body thereof, or advisory committee thereto”. RSA 91-A:2, II, in its 2023 codification, requires minutes that “include the names of members, persons appearing before the public bodies, and a brief description of the subject matter discussed and final decisions”, that record “the names of the members who made or seconded each motion”, and that be “promptly recorded and open to public inspection not more than 5 business days after the meeting”. The same paragraph requires 24 hours’ notice.

What the board’s own rules require, and where they send it. By-law 1.05(b): subcommittee “meetings open to the public and are subject to New Hampshire’s Right to Know Law”. 1.05(c): “Notice of the meeting including place and time must be posted at least 24 hours in advance on the SAU 6 website.” 1.05(d): “Minutes must be recorded and available for public inspection on the SAU 6 website within 5 days of the meeting. Minutes should include the names of board members present and a brief description of the subject matter discussed… The subcommittee chair is responsible for ensuring the minutes are sent to the Executive Assistant to the Superintendent to post on the SAU 6 website per RSA.” By-law 1.11 repeats the duty on the chair personally: “Delegate or compile minutes and ensure they are posted within 5 days”.

The first meeting: the SRVRTC subcommittee, 17 September. “visioning committee of Bonnie Miles and Mike patron and I met yesterday” (0:48:56). Its board membership is Miles, Petrin and Crawford — all three attended, which is the whole committee. It received a full programme report from a new administrator, and the account of it occupies nine minutes of this meeting and a page of the approved minutes.

The second meeting: the Finance Subcommittee, 18 September, the same day. The presiding officer, in the budget-timeline item: “We met today. We’ll talk about that under the committee report.” (0:22:24). The report itself covers four topics (0:41:04 onward): the FY24 close, reviewed line by line before the business administrator gave it to the full board; the current hiring position and the number of unfilled posts; a “sidebar discussion of absenteeism” that produced the district’s attendance rate and the share of students driving it; and the autumn budget calendar and the specificity of the reports the committee will demand. The presiding officer’s own account of the value of that session is explicit: “it’s nice to, be in a position to have the opportunity before the meeting to ask our own specific questions.” (0:45:32).

What the public got from those two meetings. The oral reports on this recording, and nine bullets in the minutes. Not a notice, not an agenda, not an attendance list, not a set of minutes, not a document. Two of the figures the board used in public that night — the attendance rate of “around 91%” and the statement that the absenteeism is “about 30% of our kids” — exist nowhere except in a member’s recollection of an unminuted meeting.

What was searched, and the one place this project had never looked. The by-laws name a destination this project has not previously tested: the SAU 6 website. On 2026-08-29 its School Board page was read, and it carries a School Board Subcommittees section linking a Google Drive folder for each of five subcommittees. Every one of those five destinations was created in 2026. Four are titled [Documents posted to web] or a variant and were created on 4 February 2026; the fifth, for an ad hoc committee that did not exist in 2024, on 15 April 2026. Three of the five are empty. The Finance Subcommittee’s folder holds two sub-folders, Purpose Statement (created 2 June 2025) and 2025-2026 (created 2 July 2026). The earliest material of any kind reachable from the subcommittee links on the SAU 6 website post-dates this meeting by more than eight months, and nothing from 2024 is there at all. Also checked, against the document lists this project holds for each: this meeting’s packet folder (5 documents), the 2 October packet (6) and the 16 October packet (8), together with the approved minutes of 2 and 16 October in the district’s 2024 Meeting Minutes folder.

The honest limit of that search. This project cannot inspect the SAU 6 website as it stood in September 2024, and a page can be rebuilt without leaving a trace. What can be established is that the destinations the site points at today were created in 2026, that they contain nothing from 2024, and that no notice or set of minutes for either meeting has been located in any district share. Google Drive’s search API under-reports on these folders, so the correct statement is “not found”, not “does not exist”.

Which limb of the severity rule. The unmitigated one. Public bodies met; nothing on the record explains the absence of minutes; nobody on tape says minutes exist elsewhere or are coming; and the board had adopted a by-law naming the officer responsible and the website to post to fifteen weeks earlier. This page grades it as the 20 June 2024 page graded the same defect on two of the same committees — and notes the same partial improvement, because the packet of 21 August 2024 does contain minutes for a Finance Subcommittee meeting of 22 July and a Capital Improvements Committee meeting of 29 July, filed as board exhibits rather than in folders of their own. The July Finance minutes are the only Finance Subcommittee document in the district’s entire packets share. The practice existed once. It was not followed in September.

Sources: RSA 91-A:1-a, VI(d); RSA 91-A:2, II (2023 codification; source note ends 2023, 188:1, eff. Oct. 3, 2023); Claremont School Board By-Laws, rules 1.05(b)–(d) and 1.11; SAU 6, Claremont School Board page, read 2026-08-29, and the five subcommittee folders it links; the companion page Claremont School Board — June 20, 2024.

HIGH The minutes delete the Policy Subcommittee report entirely — and with it the only disclosure anywhere that federal Title I money was being withheld from this district under a corrective action plan

What was said. Under item 4(c) the Policy chair reported (0:46:11): “There’s no report for this committee except the notification that our next meeting is going to be scheduled for Tuesday, October 2nd at no. Wednesday, October 2nd. Wednesday, October 2nd at 330. Yes, yes.” The superintendent then added (0:46:28): “And some of the, policies that we’re going to be looking at and bringing to the board as soon as we can all revolve around title one fundings and the corrective action plan that they have us on, not that they and that just not so they can release the funds we can as long as we have them on the docket, we approve those.” A member of the committee confirmed (0:46:45): “So we’ve gotten a draft of those policies. So we will be working on them and then we’ll finalize that at the committee meeting.”, and the superintendent named the source of the drafts (0:46:52): “Yep. Assistant Superintendent Kosky sent those out. So that’s what we’ll be working on.”.

What the minutes say. The approved minutes print the heading “c. Policy Subcommittee Chair Whitney Skillen” and go straight on to the next lettered committee. There is no bullet, no sentence and no word under it. Every other subcommittee on the same page carries content: Capital Improvement gets “Nothing to report”, Finance gets five bullets, Curriculum gets one, SRVRTC gets seven, Ad Hoc Communications gets one. The draft minutes and the approved minutes are identical here, and the board approved them by consent on 2 October without anyone noticing.

Why the omission matters. RSA 91-A:2, II requires the minutes to include “a brief description of the subject matter discussed”. What was discussed and is now not in any written record is: that the district’s Title I funding is subject to a corrective action plan imposed by an outside body; that the release of those funds is conditioned on the board adopting policies; that draft policies had already been circulated by the assistant superintendent; and that the Policy Subcommittee would meet at 3:30 p.m. on 2 October to finalise them. A reader of the district’s own record cannot learn any of it.

What the record does not contain. No document, no citation, no dollar amount, no date of imposition, no author and no deadline for the corrective action plan appears anywhere in the packet, the agenda or the minutes. The pronoun they is doing all the identifying work in the only sentence on the subject. The general federal remedy is 2 CFR 200.339(a), under which an awarding agency or pass-through entity may “Temporarily withhold cash payments pending correction of the deficiency by the non-Federal entity or more severe enforcement action”. This page does not assert which authority acted, on what ground, or over how much money, because the record does not say.

What happened next, which confirms the substance. On 16 October 2024 the board repealed its 2020 policy DAF, Administration of Federal Grant Funds, and adopted the 2024 version, the minutes recording that “NHSBA provided an outline of who needs to be appointed at specific points within the policy” and that the new policy would “add an identified person who is responsible for management and execution of procedures for administration of federal grants”. It also replaced policy JJJ on access to public school programmes by non-public and home-educated pupils, during which the presiding officer of this meeting asked whether Title I funds are shared with non-public schools and was told they are. Four weeks after the disclosure the board did the work; the disclosure itself is in no district document.

Which limb of the severity rule. The unmitigated one, applied to a part of a meeting rather than to a whole one. Minutes for this meeting exist and were timely-ish; what is missing is one item out of six, and it is the item carrying the only statement on the record that a federal funding stream was being withheld. Nothing on the tape or in the documents explains the omission.

Sources: RSA 91-A:2, II (2023 codification); 2 CFR 200.339(a) (2023 annual edition); approved minutes, 18 September 2024, item IV.4(c); draft minutes, 18 September 2024; approved minutes, 16 October 2024, items IV.4(c)(ii)–(iv); Exhibit D, policy DAF (2020) and Exhibit E, policy DAF (2024, NHSBA).

MEDIUM The approved minutes tell the public that the $420,000 released at a statutory hearing in March paid for a roof; the motion that released it confined it to special-education costs, and the business administrator corrected the account twice on tape

What the money was. On 6 March 2024 this board held a public hearing under RSA 198:4-b, II(a) — the paragraph that requires “a prior public hearing” noticed in a newspaper at least seven days ahead before retained year-end general funds may be expended — and voted to move $420,000 into the FY2024 general fund. The clerk read the motion back on the recording of that meeting as a transfer “to be used for unintentional, unanticipated special education costs”, against roughly $700,000 of over-expenditure on out-of-district tuition.

What was said here. Crawford (0:31:30): “Okay, so it’s a little over 600,000. And we did move 400,000 from reserves four.” and “And 20, the general fund, to help cover some of the costs for that.”. The business administrator interrupts twice, at 0:31:43 and 0:31:45, with To distribute. and Out of district placement. Thirty seconds later Crawford states the version she wants the public to have (0:32:02): “when I would like people to know that the roof costs 600,000, for which 400,000 came out of our reserves, the other 200,000 we were able to cover with variations in the budget due to not being able to hire positions, variations in benefits.”

What the minutes did with it. They recorded both, in order, and let the second stand as the district’s account: “Mary Henry stated it was a little under $600,000 and $420,000 was moved to cover out of district costs”, then “Candace would like the public to know that the roof was covered by reserves and moves in the budget due to variations such as unfilled positions.” The two sentences describe the same $420,000 doing two different things, and the second is the one written as a message to the public.

Why it is not simply a slip. Money is fungible, and there is a defensible sense in which relieving the tuition lines freed capacity that paid for a roof. But the mechanism the business administrator described at the March hearing was narrower than that: the $420,000 came in as revenue against over-expended tuition lines so that it would survive to 30 June as unassigned fund balance and reduce the tax rate. Under RSA 198:4-b, II(a) a hearing is held on a stated subject; the district’s only public account of what the money did should match the motion the hearing produced. Here it does not, and the officer who runs the ledger said so at the table.

What this page cannot settle. Whether any part of the $420,000 in fact reached the roof accounts. Exhibit B does not show transfers; it shows budget, expenditure and encumbrance by line. What would settle it: the FY24 general-ledger transfer detail, or the DOE-25 for FY2024.

Sources: RSA 198:4-b, I and II (2023 codification; source note ends 2020, 38:25, eff. Sept. 27, 2020); approved minutes, 18 September 2024, item IV.3; the companion page Claremont School Board — March 6, 2024, which sets out the hearing, the motion and the clerk’s read-back in full.

MEDIUM The business administrator told the board the encumbrance had fallen by about $584,000 and then let the old surplus figure stand; the board repeated the old figure twice, and the minutes recorded it

The exhibit. Exhibit B’s grand total, printed 11 September 2024: budget $35,300,311.92, expended to date $34,107,234.87, year-to-date balance $1,193,077.05, encumbrance $648,931.76, budget balance $544,145.29, 1.54 per cent. The last figure is derived: year-to-date balance less encumbrance.

What was said, in one breath (0:23:43). “the report I sent you had $544,145.29 in surplus. There has been a change to this report, and the change has been the encumbrance has gone down to 65,000.” And then (0:24:07): “And that’s because of the roof POA being rolled into the new year and paid for the roofs. That was the big part of that. $648,000 was the roofs. So now it’s down to 65,000. I need to go through those POS and see what is still relevant and what isn’t. I’ve done some of them, just not all of them.”

The arithmetic nobody did aloud. $648,931.76 less $65,000 is $583,931.76 — within a thousand dollars of the $583,000 this board voted for two roofs on 20 June 2024, which is a strong indication that the sentence “$648,000 was the roofs” transposes the total encumbrance for the roof share of it. On the exhibit’s own derivation, an encumbrance of $65,000 leaves a budget balance not of $544,145.29 but of roughly $1,128,000. The two statements in that one segment cannot both be true of the same year-end.

What the board then did with the number. Twenty-one minutes later a member converted it to a percentage (0:37:10): “So when you’re talking $544,000 is a, say, a surplus, when you take that down to the total budget, that’s a 1.54%, right? So to be off by 1.54% and your home budget, it’s it’s not I mean, it’s a big number because the budget is a big number, but 1.54% is not not a big miss. That’s a that’s pretty.” and again at 0:37:40. The percentage is arithmetically correct against the exhibit — $544,145.29 on $35,300,311.92 is 1.5415 per cent — and the minutes record it: “Michael Petrin noted that the surplus is equal to 1.54% of the total budget”. Nobody asked what the encumbrance change did to the input.

How it resolved. On 16 October 2024, when the board actually voted on retention, the figure had become $497,000 of surplus plus $114,000 of additional revenue, a statutory maximum retention of $469,000, and a break-even of about $234,000; the board retained up to $350,000 on the vice chair’s motion, seconded by Petrin, to offset the FY2025–26 tax rate, and a member asked expressly whether the roofing costs were taken into account and was told they were. So the number the public was given on 18 September was neither the one in the exhibit nor the one the board voted on four weeks later, and the difference in either direction is larger than the sum the board eventually retained.

The rule this engages. Retention is capped by RSA 198:4-b, II at 5 per cent of the current year’s net assessment, and encumbrances themselves are governed by RSA 32:7, I, under which an appropriation does not lapse to the extent it is “encumbered by a legally enforceable obligation, created by contract or otherwise”. Which of those two treatments the roof purchase order received decides the size of the FY24 surplus, and the record does not say.

Sources: Exhibit B, grand total, page 22; RSA 32:7, I (source note ends 2017, 127:3, eff. Aug. 15, 2017); RSA 198:4-b, II; approved minutes, 16 October 2024, item IV.3; the companion page Claremont School Board — June 20, 2024 for the $583,000 vote.

MEDIUM The draft minutes of this meeting reached the public share on the tenth business day — five business days past the statutory limit — and the board that had filed the previous set exactly on time approved these without noticing

The rule. RSA 91-A:2, II: minutes “shall be promptly recorded and open to public inspection not more than 5 business days after the meeting”. In force in this form since 2016, 29:1; the 2023, 188:1 amendment did not disturb it.

The arithmetic, in days. The meeting was Wednesday 18 September 2024. Counting business days and excluding the legal holidays in RSA 288:1 — none of which falls in this window — the fifth business day is Wednesday 25 September 2024. DRAFT CSB meeting minutes 9.18.24 (1).pdf was created in the district’s Drive share on 2 October 2024, at 14:06 UTC, which is the tenth business day — the morning of the meeting that approved it.

Why the modification date does not rescue it. This project has established that a Drive createdTime measures when the public could see a document and a modifiedTime can sometimes prove it existed earlier — but only when the gap is days. Here the file’s modifiedTime falls on the same day and the same minute, twenty-nine seconds before it was created, which is the upload-session artefact and proves nothing about when the minutes were written.

The contrast that makes it a defect rather than a habit. The other minutes in this packet, draft CSB meeting minutes 9.4.24.pdf, were created on 11 September 2024 — the fifth business day after the 4 September meeting, exactly on the limit (flag 23). The same clerk, the same officer posting, two meetings apart. The approved version of these minutes reached the district’s 2024 Meeting Minutes folder on 8 October 2024.

Which limb of the severity rule. The mitigated one: minutes exist, they are complete enough to be checked against the recording, the meeting was noticed and packeted seven days ahead, and only the filing was late. That is why this is MEDIUM where the missing subcommittee minutes at flag 2 are HIGH.

Sources: RSA 91-A:2, II; RSA 288:1; Google Drive file metadata for the 18 September draft, the 4 September draft and the approved 18 September minutes, read 2026-08-29.

MEDIUM The minutes record the chair as present and as absent in consecutive lines, and record the clerk as neither — while carrying her signature

What the minutes say, in full. Under the roll-call heading: “Present: Candace Crawford, Arlene Hawkins, Bonnie Miles, Michael Petrin, Whitney Skillen, Frank Sprague, Heather Whitney” and, on the next line, “Absent: Heather Whitney”. Seven names present on a board of seven, one of whom is then absent. The draft and the approved text are identical; the board approved them by consent on 2 October.

What the recording shows. Six voices answer the roll (0:00:59 and 0:01:08) and the chair’s name draws nothing. The vice chair presides throughout and refers to the chair in the third person three times — at 0:22:03, at 0:22:24 and at 1:02:07, the last of these explaining that the budget meeting dates “I’m sure these dates have to do with, Chair Whitney’s availability and she has time off.”. The absence is not in doubt; the record of it is.

The rule. RSA 91-A:2, II requires minutes to include “the names of members”. A list that names the same member in both columns does not discharge that in any usable way: a reader cannot tell from the district’s own record how many members were in the room, and therefore cannot tell whether the quorum of four required by by-law 2.11 was present or what a majority of members “present and voting” would have been.

The clerk. By-law 2.05 provides that “The chair shall commence the meeting at the hour appointed and the clerk shall call the roll”; by-law 4.03(a) makes her responsible to “Keep a complete, accurate record of all CSB proceedings” and 4.03(c) for “keeping time during Citizen’s Comments per policy”. A board member read the roll at the presiding officer’s request, no voice attributable to the clerk appears anywhere in the sixty-two minutes, the minutes contain no attendance entry for her, and they end “Respectfully submitted by Noelle Kronberg, board clerk”. This page does not treat that as a violation. Nothing in RSA 91-A required minutes to name the person who produced them until 2025, 112:1, effective 22 August 2025, and a clerk may lawfully compile minutes from a recording. It is recorded because the pattern is now five meetings deep in this autumn and because the officer whose by-law duty is the accuracy of the record was not in the room where it was made.

Sources: RSA 91-A:2, II (2023 codification; the 2025, 112:1 additions expressly not applied); Claremont School Board By-Laws, rules 2.05, 2.11 and 4.03; approved minutes, 18 September 2024; draft minutes, 4 September 2024, whose attendance list is correctly split.

MEDIUM The only vote of the evening was taken on a motion nobody made and nobody seconded — under an agenda heading that demands a vote and a by-law that provides for consent instead

What happened, in full. 0:01:16: “Okay. We have a consent agenda in front of us. As far as, the agenda and minutes approval, are there any adjustments to either of those from anyone?” Then 0:01:28: “Seeing none, we will, take a vote on.” Then 0:01:37: “Approving those. All those in favor, I, I posed. No. We’re fine.” That is the whole of it. No motion was made, nothing was seconded, no tally was announced. Minutes: “Voice vote taken, all present voting yes”, with no mover and no seconder named.

The three rules that collide here. The agenda heads the item “Consent Agenda (vote required)”. By-law 2.10 says the opposite: “When prompted by the chair consent agenda items will be moved,en masse, by consent (absence of objection).” By-law 2.07 says that where there is a motion, “When a motion is made and seconded, it shall be considered by the Board and not otherwise.” The board did neither cleanly. It asked for objections, found none, and then put a question to a vote instead of declaring the items moved by consent.

Why the statute is engaged and not merely the by-law. RSA 91-A:2, II provides that “The names of the members who made or seconded each motion shall be recorded in the minutes” — in force from 2018, 244:1, effective 1 January 2019, and therefore binding on every meeting in this corpus. If the board took a vote, there was a motion, and the minutes name neither the mover nor the seconder. If instead the items were disposed of by consent under by-law 2.10, then the minutes are wrong to describe a voice vote. The record cannot be right both ways, and on either reading the district’s account of how it approved a set of minutes is defective.

The board knows the other route. Two weeks later, on 2 October, the same board recorded the same item as “Amendments approved by consent” and “Minutes approved by consent”. On 4 September the agenda amendment is recorded as “passed by consent” while the donation was moved, seconded and voted in the ordinary way. The practice is not settled, and the agenda heading has said “(vote required)” throughout.

Not flagged. The absence of an announced tally. Nothing in RSA 91-A requires a count on a voice vote, and by-law 2.13 makes a roll call available to any member on request; none was requested.

Sources: RSA 91-A:2, II (mover/seconder clause: 2018, 244:1, eff. Jan. 1, 2019); Claremont School Board By-Laws, rules 2.07, 2.10 and 2.13; CSB Agenda 9.18.24, item II; approved minutes, 2 October 2024; draft minutes, 4 September 2024.

MEDIUM The longest item of the meeting turned on a report every person at the table was holding and no member of the public has ever seen

What the by-laws require. Rule 2.09: “Any and all presentations by the administration to the board or any committee shall be contained in the agenda and made available to the public in its original format online so the public may download or access the information prior to or during board meetings.” The same rule requires the superintendent, in consultation with the chair, to “itemize any and all items to be presented in the agenda”.

What happened. The presenter’s first sentence (0:03:35): “Should have a copy of the documents entitled HR Exit Interview Data.” The document has an appendix A of survey responses and an appendix B of interview notes (0:07:19, 0:07:55), a section three of key insights (0:09:16), verbatim staff quotations (0:09:16), and a recommendations section (0:10:17). The packet folder holds five documents and none of them is it. The agenda gives the item no exhibit letter, where it gives one to each of the next two items.

What the public got instead. Eighteen minutes of description, and one verbatim line, read aloud by the presiding officer from the comments column (0:21:06): “under comments or workloads spreading out, I was burnt out only after one year. Unnecessary stress from certain board members.” The single quotation the public received from the document is the one that criticises the board, which is to the presiding officer’s credit and is also the whole of the public’s access to a report on why roughly forty people left the district in a year.

Why publication would not have been difficult. The presenter states that the instrument records no building and no role (0:17:20, 0:13:27), so the responses are already less identifying than most personnel material; and sixteen responses is a small document. Where a genuine privacy interest exists it is a reason to redact, not a reason to withhold the whole thing. RSA 91-A:5, IV exempts “Records pertaining to internal personnel practices” from disclosure, but it permits withholding rather than requiring it, and no one invoked it.

This is a board-rule finding, not a statutory one. No New Hampshire statute requires a district to publish a document merely because it is discussed at a meeting. The rule broken, if any, is the board’s own, adopted fifteen weeks earlier.

Sources: Claremont School Board By-Laws, rule 2.09; RSA 91-A:5, IV (2022, 122:3, eff. May 27, 2022); packet folder 4. CSB 9.18.24, enumerated 2026-08-29; approved minutes, item IV.1.

MEDIUM The district’s FY26 budget calendar — which fixes two statutory dates — was settled by two board members and two administrators outside any meeting, and the board never voted on it

What the calendar does. Exhibit A fixes, among thirteen dated stages, the public hearing on the budget for 2 January 2025 and the deliberative session for 1 February 2025, and names 11 March 2025 as voting day. The first is the hearing required by RSA 32:5, I; the second is the first session of the annual school district meeting under RSA 40:13, III. These are not internal scheduling; they are the dates on which the town’s voters get their only chance to amend the budget and the only chance to be heard on it beforehand.

Who made it. The superintendent, asked for comment (0:22:56): “Is creating the timeline was, Mary and I worked with, Arlene and Heather to make sure it reflected, what we the purpose of moving forward with, with the budget and stuff.” Mary Henry, Arlene Hawkins and Heather Whitney The presiding officer, twice, is careful to say whose it is (0:22:03): “And I know that, chair Whitney is chair of the board. I’m the chair of the committee. But chair of the board, Whitney has made it her intention that these will all be televised again. So that people can watch them and see what the process is and, you know, that it’s open and we’re having a dialog with administration.” and (0:22:24) “And I want to commend the administration for working with Board Chair Whitney to to develop this.”

What the by-laws give the chair. Rule 4.01 lists the chair’s duties: (a) preside; (b) vote; (c) “Appoint, with board consent, all standing committees”; (d) confer with the superintendent and vice chair on crucial matters between meetings; (e) “Agenda preparation with the vice-chair, clerk, and superintendent and approve the final agenda”; (f) act as point person for media and as a conduit for board communication with the superintendent. Then 4.01(g): “The chair position holds no other independent authority beyond the above except when granted by board”. Setting the district’s statutory budget calendar is not among (a) to (f), and nothing in the record of any 2024 meeting grants it. Rule 4.02(d) puts the vice chair in agenda preparation with the chair and superintendent; the vice chair here learned the calendar’s provenance from the superintendent, at the table, in public.

What the board did about it. Nothing. The agenda item is headed with the verb Set; no motion was made, no vote was taken, and the approved minutes record the whole item in two sentences: “A budget timeline is included in the board packet” and “Frank Sprague stated that there are hard deadlines to be met, so the process has to be concrete”. The board neither adopted the calendar nor declined to. By-law 2.11 does not require a vote — its list runs to appointing or removing employees, modifying salaries, appropriating and transferring money — so the absence of one breaks no rule. What it does is leave the district’s only public commitment to two statutory dates resting on a document nobody voted for.

What this page expressly does not find. Two board members out of seven is not a quorum, so no meeting occurred within RSA 91-A:2, I, and nothing in this record suggests the circulation of drafts among more. RSA 91-A:2-a, II — communications outside a meeting, including sequential communications, must not be used to circumvent the chapter, in force since 2008, 303:4 — is not engaged on this evidence and is named here only so that a reader knows it was considered. The superintendent is required by the by-laws’ own Appendix B to develop and recommend the budget, so an administration-drafted calendar is entirely ordinary. The finding is about the two board members in that group and about the board’s silence, not about the administration.

Sources: Claremont School Board By-Laws, rules 1.04, 2.11, 4.01(a)–(g), 4.02(d) and Appendix B; Exhibit A, 24-25 SAU6 Budget Timeline; RSA 91-A:2-a, II; approved minutes, item IV.2.

MEDIUM Both statutory student board member seats were empty, the report was postponed to October, and the board took no recorded step to fill them

The rule. RSA 189:1-c: “In addition to the school board members authorized in RSA 671:4, the school board shall have at least one nonvoting student member from each public high school maintained by the local school board within its district. The powers and duties of a student member shall be as described in RSA 194:23-f.” In force from 2022, 195:1, effective 1 January 2023. The board’s own by-law 2.16 restates it.

The paragraph that had just changed. RSA 194:23-f was amended by 2024, 69:1, effective 13 August 2024 — five weeks before this meeting. Paragraph III provides that “A student board member shall serve for a term of one year. The school board shall decide the date at which the term shall begin.” Paragraph II leaves the choosing to the students: “A student board member shall be chosen by a simple majority vote of the high school student body”, on procedures the student government establishes. So the board cannot appoint a student member — but the one thing the statute does put on the board is the decision this record does not contain.

What the record shows. The agenda masthead prints the heading “Student Board Members” with no names under it. The agenda line reads “Student Board Member Report will resume in October.” and the minutes repeat it verbatim. On tape the item is two words inside another sentence (0:01:50). No motion, no date, no reference to a school election, and no explanation of why the seats were empty six weeks into the school year. The same blank masthead appears on the agenda and minutes of 4 September. Two student members are printed on the masthead from 2 October 2024.

The limits of this flag. The statute sets no deadline and names no consequence, the choosing is the student body’s, and the seats were filled within a fortnight. What is missing is the board’s own decision under paragraph III, and any record that the board asked for one.

Sources: RSA 189:1-c (2022, 195:1, eff. Jan. 1, 2023); RSA 194:23-f, I–V (source note ends 2024, 69:1, eff. Aug. 13, 2024); Claremont School Board By-Laws, rule 2.16; CSB Agenda 9.18.24; approved minutes, 2 October 2024, whose masthead names them.

MEDIUM The minutes cite an exhibit that does not exist, leave a lettered agenda sub-item blank, and were approved unchanged

Three defects in one document. First, the agenda heads item IV.3 “Finance Report (Discussion) (Exhibit B)” and the minutes head the identical item “Finance Report (Discussion) (Exhibit C)”. The packet contains an Exhibit A and an Exhibit B and no Exhibit C, so the district’s record of its own finance report points at nothing. Second, the agenda’s sub-item “(1) Employee Needs Moving Forward” under the Finance Subcommittee appears in the minutes as “i. Employee Needs Moving Forward” with no content beneath it — a second blank heading alongside the Policy Subcommittee’s at flag 3. Third, the packet’s largest presentation has no exhibit letter at all (flag 9).

Why it is worth recording. RSA 91-A:2, II requires “a brief description of the subject matter discussed”. Exhibit letters are how a reader of the minutes finds the document the discussion was about; a wrong letter and a blank heading each break that link. The board approved these minutes by consent on 2 October with no amendment, so nothing in the district’s record corrects them.

A standing defect of this board’s paperwork, not a one-off. The agenda has printed “Joint City Counsel and Claremont School Board Meeting” on this and every neighbouring agenda since 2023 — a council is not a counsel — and the minutes copy it. This project reports such things and does not silently repair them.

Sources: CSB Agenda 9.18.24, items IV.3 and IV.4(b)(1); approved minutes, 18 September 2024; packet folder 4. CSB 9.18.24.

MEDIUM Three district documents give three different figures for the same roof work within ninety days, and the minutes preserve the least precise of them

The three figures. On 20 June 2024 this board voted $583,000 for two roofs — Disnard at $310,000 and the third phase at Stevens over the gymnasium at $273,000 — to a named contractor. On 30 June 2024 the ledger in this packet shows total encumbrance of $648,931.76. On 18 September the business administrator, asked specifically about the Stevens roof, answers “That was roughly six, a little over 600,000.” (0:31:23) and then corrects herself: “And it’s a little under 600,000. I’m sorry. A little under.” (0:31:27). The minutes record only “a little under $600,000”.

Where the numbers do reconcile, and where they do not. $648,931.76 less the $65,000 residual encumbrance is $583,931.76, which matches the June vote for both roofs almost exactly. On that reading the Stevens roof alone was $273,000 and “a little under 600,000” describes the pair. But the question asked was about “The roof at Stevens High School”, the answer given was about a single roof, and the minutes wrote it down that way. Read as the district wrote it, the record says the Stevens roof cost more than twice what the board voted for it.

Why this is not pedantry. The same exchange produced the sentence about the $420,000 at flag 4, and both were offered expressly as an explanation for the public. A member of the public reading the approved minutes learns that a roof cost just under $600,000 and that $420,000 of reserves paid for it; the board’s own June vote and the March motion say otherwise.

Sources: Exhibit B, grand total; approved minutes, item IV.3; the companion page Claremont School Board — June 20, 2024.

MEDIUM The by-laws governing this meeting misdescribe the Right-to-Know Law, cite three statutes that say something else, and carry two different rules numbered 2.09

What the statute says. RSA 91-A:3, as amended by 2023, 189:1, effective 3 October 2023. Paragraph I(a): “Public bodies shall not meet in nonpublic session, except for one of the purposes set out in paragraph II.” Paragraph I contains no exemptions at all. The grounds are in paragraph II, which runs (a) through (m) — thirteen lettered subparagraphs with (f) repealed, so twelve live grounds.

What Appendix D of the by-laws says. “RSA 91 -A:3 sets forth eight grounds upon which Board of School Committees may enter nonpublic session” — followed by a numbered list of nine. Four paragraphs later the same appendix requires a motion stating “one or more of the nine statutory bases cited above”, and the compliance checklist at the end reduces the same list to six lettered items and then continues the lettering into procedural steps, so that “g) Motion to enter a non-public session is seconded” reads as though it were a ground. Three counts of the same list in one appendix, none of them the statute’s. The same appendix cites “RSA 91-A, II (d)” for the property exemption, which is not a citation to anything.

Three more citations that do not support what they are cited for. Rule 1.05(c) and rule 1.11 both cite “RSA 91-A:II”, which is not a citation. Rule 4.03 heads the clerk’s duties “per RSA 671:20 and RSA 671:25” — two sections about the preparation and delivery of ballots which say nothing about board minutes; RSA 671:20 in the form in force on this date is a single sentence, the second paragraph having been added only by 2025, 281:1. And Appendix A, offered as “REGULATIONS OF THE STATE BOARD OF EDUCATION… PURSUANT TO Ed. 303”, gives the board’s meeting duty as “at least once a month (except the month of July)” where Ed 303.01(f) says “Hold meetings for the transaction of business at least once in 2 months and require the attendance of the superintendent or designee”. The by-law is the stricter of the two, so nothing turns on it, but it is presented as the State Board’s text and is not.

A drafting defect this project has not previously recorded: the by-laws contain two rules numbered 2.09. The first is headed “(Amendments)” and governs friendly amendments; the second, immediately after it, is the agenda-itemisation and publication rule relied on at flag 9. Every citation to by-law 2.09 in this corpus is therefore ambiguous on its face, and this page names the subject matter rather than the number alone wherever it relies on either.

What this page does not say. No nonpublic session was held on 18 September 2024 and none was proposed. Appendix D was not applied to anything at this meeting. The finding is that the governing document in force misdescribes the statute it exists to implement — and that this board has already used the by-laws’ numbering rather than the statute’s in a real motion, on 7 August 2024, when the minutes record a move into nonpublic “under RSA 91-A:3, I & II (1)”: paragraph I, which contains no exemption, plus the by-laws’ invented numbering.

Sources: RSA 91-A:3, I(a)–(b) and II(a)–(m) (source note ends 2023, 189:1, eff. Oct. 3, 2023); Claremont School Board By-Laws, rules 1.05(c), 1.11, 2.09 (both), 4.03, Appendix A and Appendix D; N.H. Code Admin. Rules Ed 303.01(f); RSA 671:20; 7 August 2024 draft minutes.

OBSERVATION The minutes credit the exit-interview comment about board members to one member; the recording carries the passage in the presiding officer’s cluster, and the recording cannot settle it

What the minutes say. The last bullet of item IV.1: “Michael Petrin drew attention to a specific comment regarding board members and shared his desire to address that”.

What the dialogue file has. The passage at 0:21:06 to 0:21:36 — the reading-out of the comment, the reflection on it and the close of the item — sits in the cluster the presiding officer occupies all evening, and its last segment contains the closing of the item and the presenter’s reply absorbed into one turn. The two short interjections inside it (0:21:26, 0:21:33) belong to the merged Miles/Hawkins cluster, not to Petrin.

Why this page reports the conflict instead of resolving it. The dialogue file records expressly that Michael Petrin’s voice falls into the presiding officer’s cluster elsewhere in this same recording — his 1.54 per cent remarks are reassigned to him for that reason. So a passage sitting in that cluster is not evidence that Petrin did not speak it. The minutes may be right. What can be said is that the phrasing on the tape (“My last thought was, and there’s probably, you know, there’s there’s no way to tease out where this came from”) is a presiding officer’s, and that the minutes place the bullet after the one recording the vice chair’s appreciation, which is the order the tape has.

The general rule this illustrates. Where a diarizer is documented to merge two named voices, a district document that separates them is better evidence than the recording — and where the same file documents a merge in the other direction, neither source can be preferred without saying why.

Sources: approved minutes, item IV.1; the dialogue file’s own speaker notes.

OBSERVATION Citizens’ comments lasted thirteen seconds — which the board’s own policy allows — and the step the policy requires next did not happen

The statute. RSA 189:74: a school board shall “provide the opportunity for the public to comment on school district matters at a meeting of the school board held under RSA 91-A:2” and “The public comment period shall be for no less than 30 minutes”, excepting emergency meetings and meetings held solely for nonpublic session. In force from 2022, 333:1, effective 6 September 2022. Whether the thirty minutes is a floor on the opportunity offered or on elapsed time is not settled by the text, and this project has never asserted a violation where nobody was turned away.

The board’s own policy answers the question for this board. Policy BEDH, first reading 17 May 2023, adopted 6 September 2023, provides at B: “The Board will provide a minimum of thirty minutes in total to hear all public comments under RSA 189:74.” But at B.3 it also provides: “The Board Chair will close the public comment period after there is no response to the Board Chair’s vocal invitation to the audience to make a public comment during the specified comment period.” and at B.4 that the extension machinery applies “When the public comment period has been open for 30 minutes and there are audience members who have not received a turn to speak”. On the district’s own rule, an empty room may be closed at once. That settles what has been an open question on several pages in this corpus, at least as a matter of this board’s policy.

What did not happen. B.5: “After closing public comment, the Board Chair will open ‘Board Discussion Regarding Citizens Comments.’ The Board may have no responses, ask clarifying questions, or request that the Administration gather more information…” The presiding officer closed the period and moved directly to the student-representative line and the superintendent’s report, in the same segment (0:01:50). The step is a small one when nobody has spoken; it is recorded because it is the step at which a board would ordinarily take up written comments submitted under B.8, and the record does not show whether any were received.

Two smaller points. The agenda prints the item with no rules and no reference to BEDH; the same line on the agenda of 16 October reads “Citizens Comments-Please reference CSB Policy BEDH”, so the district added the pointer within a month. And by-law 4.03(c) makes timing the comment period the clerk’s duty; the clerk was not present.

Sources: RSA 189:74 (2022, 333:1, eff. Sept. 6, 2022); board policy BEDH, Public Participation at Board Meetings, read in full from the district’s live policy index 2026-08-29, with adoption dates from its own history block; Claremont School Board By-Laws, rules 2.04 and 4.03(c).

OBSERVATION The superintendent’s monthly report is fifteen pages of images with no machine-readable text, and the board asked nothing about its contents

What is in the packet. Superintendent’s Report Sept. 2024, fifteen pages. A text extraction of the whole document returns the page numbers and one heading, COMMUNITY SURVEY THROUGH PARENT SQUARE. Everything else is image. The document cannot be searched, cannot be quoted from, and cannot be read aloud by a screen reader.

What the board did with it. The superintendent read a two-paragraph summary (0:01:59, 0:02:33) and added that “The report is posted online like always. All the board members get a copy of it and the public can access it through.org.” The presiding officer asked “Questions for the superintendent.” at 0:03:10 and received none. Minutes, in full: “Superintendent Pratt read a summary of the report, available online for the public”.

Why this is an observation and not a violation. The accessibility rule that would reach it, 28 CFR 35.200, requires a public entity’s web content to conform to WCAG 2.1 Level AA — but it was published on 24 April 2024 with compliance dates well in the future, and those dates have since been extended again. No compliance date had arrived on 18 September 2024 and none has arrived yet for an entity of this kind. There is therefore no rule this breaks. It is recorded because the district’s answer to every question about transparency in this meeting is that a document is posted online, and this is what one of those documents is.

Sources: Superintendent’s Report Sept. 2024; 28 CFR 35.200 (89 FR 31337, Apr. 24, 2024; compliance dates amended by 91 FR 20912, Apr. 20, 2026).

OBSERVATION Four things about this meeting that make it harder for a member of the public to follow, none of which breaks a rule

Sources: CSB Agenda 9.18.24; Claremont School Board By-Laws, rules 5.03 and 5.04; approved minutes, 18 September 2024; draft minutes, 4 September 2024.

OBSERVATION The board was told twice in one meeting that the same fact explains its surplus and its staff turnover, and joined them once, in passing

The two halves. In the exit-interview item the recurring themes are burnout, heavy workloads and inadequate support, concentrated on “special education paraprofessionals and support staff” (0:05:17). In the finance item the explanation offered for the surplus is that the district could not fill posts: “A lot of it was not being able to hire staff that we wanted.” (0:32:38) and “I mean, I can think of a number of staff that we wanted to hire last year. We just couldn’t find personnel to do it.” (0:33:09).

Where they meet. Once, from the presiding officer (0:40:00): “So the, I mean, it’s a good it’s a good thing that, again, through being unable to fill positions, we were able to avoid a warrant article as far as doing the roof goes. But again, to acknowledge those people who who were here carrying the extra load because of the people we couldn’t hire, we have to presume other people were, yeah, we’re making it work even without those people.” and “So for people who who stayed and people who who left, who work so hard to make it work without those people, I think some acknowledgment needs to go out to those who who made it work.” (0:40:23). The unfilled posts that produced a $544,000 surplus and the workload that appears at the top of the exit data are the same posts. The proposal that follows is acknowledgment; no motion, no direction to the administration, and no request for the two datasets to be looked at together.

Why this is an observation. No rule requires a board to connect two agenda items. It is recorded because the connection is the substantive story of this meeting and because the board itself made it and then let it go — and because the ESSER positions the board asked about an hour later (flag 1) are a third face of the same question.

Sources: the dialogue file at the timestamps given; approved minutes, items IV.1 and IV.3.

OBSERVATION A video record of every student at the technical centre was described to a public meeting, and this page reproduces nothing from it

What was described. A board member reported that the technical centre’s new administrator had interviewed every enrolled student, “She’s taken pictures and she has a bio of each kid, and she has created a video showing what the kid. I’m sure. I’m sorry. That isn’t very professional, but you know what I mean. The kid, the students. Thank you. The student, what the student is, is taking for, at the tech center.” (0:50:09), and that “And this video is on a loop that is airing in the lobby of the Tech Center as well as the library at Stevens High School.” (0:50:35). The minutes add that it “plays on a loop at the Tech Center and in the library at SHS”, and that the interviews covered “all 150+ students” with “a picture and bio on each student”.

Why it is worth naming. A photograph, a name, a course of study and a stated career intention, compiled per student and displayed on a loop in two public buildings, is a use of student information. Where a district designates such categories as directory information, 34 CFR 99.37(a) requires public notice of the types designated, of the parent’s or eligible student’s right to refuse, and of the period for doing so in writing. This project has not examined the district’s directory-information notice and makes no finding about it; the record of this meeting contains no reference to one, and nobody at the table asked.

What this page does. Reproduces no student’s name, image, programme or biography, and no enrolment figure broken down small enough to identify anyone. The programme totals given here — the intake into the new nine-week course and the level-one cohort — are the speaker’s own aggregate figures for a whole programme.

Sources: 34 CFR 99.37(a); approved minutes, item IV.4(e).

POSITIVE The FY26 budget calendar set on this night is lawful on every statutory anchor, with the arithmetic done in days — including a snow date that falls on the last day the law allows

The dates. From Exhibit A and from the agenda’s own list of future dates: public hearing 2 January 2025; deliberative session Saturday 1 February 2025, snow date Saturday 8 February 2025; voting day 11 March 2025.

The one January date the calendar does not carry. RSA 40:13, II-a also provides that “Warrants under RSA 39:5 and RSA 197:7 and budgets shall be posted and copies available to the general public on or before the last Monday in January” — 27 January 2025. Exhibit A runs straight from the 2 January hearing to the 1 February deliberative session with nothing between them, and the agenda’s list of future dates does the same. The duty exists whether or not the calendar names it.

Why this is a positive finding and not a neutral one. Four separate statutory anchors, three of them with day-of-week arithmetic that has to be redone every year, and the calendar hits all four. This project has recorded a district budget calendar being got wrong; this one is right, and it was right on a document put in front of the board seven days before the meeting.

Sources: RSA 32:5, I (2023 codification; identical to the current text, which 2025, 144:1 did not disturb); RSA 40:13, II-a, III and VII (source note ends 2019, 192:2, eff. July 10, 2019); RSA 21:35 for the counting of days; Exhibit A; CSB Agenda 9.18.24, item VI.

POSITIVE The autumn budget sessions were put back on television, and the one budget line the board traced through to a result had delivered

The televising. The presiding officer, presenting the calendar (0:22:03): “And I know that, chair Whitney is chair of the board. I’m the chair of the committee. But chair of the board, Whitney has made it her intention that these will all be televised again. So that people can watch them and see what the process is and, you know, that it’s open and we’re having a dialog with administration.” A member asks for confirmation (0:45:51): “We just for clarification, those finance committee meetings will be televised again. The budget for budget prep.” and is answered “Meetings will be televised.” (0:45:59). The agenda then prints the four dates and the room. This matters because of what the previous budget season looked like. In December 2023 and January 2024 this board’s finance committee decided on camera that its next working session would not be televised; eight function movements between the two published summary pages that followed sum exactly to the $196,001.10 by which the FY25 budget was reduced, and no notice, recording or minutes exists for the session that produced them.

The budget line. The SRVRTC report traces an FY25 appropriation to a programme now running (0:54:18): “as you will recall, our budget included expansion of the program to include a medtech kind of program and that she has it up and running. There are, I think, 16 people. In she has she set it up as a nine week introductory and she has 16 students already enrolled, 16 or 17, 17, 17, 17 already enrolled in the nine week intro to to the program.” and “In addition to that, she has five students enrolled in level one of the two year program so that there’s lots of energy.” (0:54:58). This is the only place in the meeting where money the voters approved in March is followed through to a countable result.

The qualification. Televising is not the same as noticing. The four sessions are televised and they are also, on this record, unnoticed and unminuted in the ordinary way (flag 2), and they sit between one and three o’clock on weekday afternoons (flag 18). A recording is not a substitute for minutes: RSA 91-A:2, II requires the minutes, and RSA 91-A:2, III(b)–(c) governs remote participation, not the record.

Sources: CSB Agenda 9.18.24, item VI(c); the companion pages Finance Committee — December 13, 2023 and Finance Committee — January 5, 2024.

POSITIVE The minutes the board approved on this night had reached the public on the fifth business day, exactly on the statutory limit

The arithmetic. The 4 September 2024 meeting was a Wednesday. Counting business days — Thursday 5, Friday 6, Monday 9, Tuesday 10, Wednesday 11 September, with no RSA 288:1 holiday in the window — the fifth is Wednesday 11 September 2024. draft CSB meeting minutes 9.4.24.pdf was created in the district’s public share that day, in the same upload as the agenda and the two exhibits for this meeting. RSA 91-A:2, II requires not more than five business days, and the district used exactly five.

Why it is recorded as a positive. This project has documented a long pattern in which Claremont minutes reach the public share only when the next meeting’s packet folder is created, which frequently puts them outside the five days. Here the two coincide and the deadline is met. The same officer missed it by five business days a fortnight later (flag 6), which is why both are worth stating.

And the content is good. Those 4 September minutes carry a named 3–2 vote with every member’s position recorded, three fully described options for the technical centre’s leadership, and a mover and seconder for each of the three motions taken.

Sources: RSA 91-A:2, II; RSA 288:1; Google Drive metadata for draft CSB meeting minutes 9.4.24.pdf, read 2026-08-29.

POSITIVE Six things this board did on this night that a reader tracing the record backwards will want to find

Sources: the dialogue file at the timestamps given; RSA 21-J:19; approved minutes, 18 September 2024.

Appendix — source files

Official and public sources

Project files

Relative links; they work when this page is opened from Output/HTML/.

Laws and rules cited on this page