In the interests of greater transparency about the types of topics we discuss, work on, and try to move forward in our Cabinet meetings, we add notes to this page to provide an update from each meeting. Please feel free to contact Cabinet@collaborative.org if you have questions about these!
Executive Director Updates to Staff re: Status of the Agency, January 2025
For staff members who may be looking back to review the communications sent throughout January to provide updates on our financial status, these can be found in the google doc linked above.
02-02-2026 Cabinet Summary Approved
The Cabinet addressed the ongoing technical challenges with Paycom, specifically the incorrect calculation of Paid Time Off (PTO). Substantial background work is currently underway to repair these errors. The Finance office is optimistic that a resolution will be reached by the end of February. Looking ahead to FY27, the agency plans to frontload PTO in Paycom. This will allow for better personal planning and encourage the use of time throughout the year to support individual well-being, as well as the accompanying reduction in the organization’s deficit.
Despite current tensions, especially those related to the Executive Director search, there is a vital need for staff to remain focused on the value of the agency’s work in the community. While administrative and leadership transitions can be challenging, the core mission needs to remain at the center. Kathy Levesque’s recent presentation to the Board about the Annual Highlights brochure emphasized a variety of ways in which CES staff add value for students, teachers, and communities throughout the state.This essential work bolsters CES’s strong reputation and ensures a more robust future.
01-21-2026 Cabinet Summary Approved
The meeting featured a presentation by Sonia Fields and Laura Finn-Heafey about meeting the needs of Latine students in DYS settings. They emphasized the value to students of diverse representation in the curriculum and inclusive instructional PD. Cabinet members expressed deep appreciation for the group’s data-driven approach, which revealed that Latine students experienced positive shifts, especially in their assessment of their own college-readiness and their capacity for a variety of future educational opportunities. Cabinet members discussed how cross-departmental collaboration could enhance this work. They also considered the applications for this research in other districts, such as Greenfield, which has a rapidly growing Latine population.
CES continues to take a proactive stance to address the projected FY26 budget deficit. Detailed financial projections were presented by Rebecca Lincoln. Having this information available allows for better preparation and planning to address the financial challenges.
The meeting concluded with an update on the Executive Director search, noting that negotiations are scheduled with the selected finalist candidate, Dr. Portia Bonner. Feedback about the search has been received by the Board and will be reviewed at their next meeting.
01-07-2026 Cabinet Summary Approved
The Cabinet received a detailed update on the December 16th Annual Fall Launch. Art Scott presented feedback from the event drafted in partnership with Suzanne Judson-Whitehouse. While the event highlighted commitment and a deep dedication to the work, staff expressed concerns regarding infrastructure, communication gaps, personal connection, and the impact of reduced/vacant roles. The Cabinet and multiple departments are exploring responses, including HR office hours, informal gatherings, and encouraging staff participation in Board meetings. Reviewing operational concerns that were expressed will require additional time, particularly with relation to the potential costs of improvements.
HR will release a communication later this week concerning vacation carryover, allowing up to two weeks (10 days) for non-CBA staff. The message emphasizes the importance of staff utilizing their full vacation time in FY26. This is essential for maintaining work-life balance. Avoiding carryover also directly benefits the agency’s financial outlook by reducing the deficit. Simultaneously, the Flexible Workplace Plan is moving toward a phased rollout. This plan aims to balance hybrid flexibility with departmental obligations and the need for in-person presence and collaboration.
Looking ahead, the agency continues its commitment to financial transparency. Following the productive budget session on January 6th, the next financial update for staff is scheduled for February 9th. This meeting will review the current financial situation, how departments are addressing deficits, and will include time for questions. Full meeting details are available on the CES Events calendar.
12-17-2025 Cabinet Summary Approved
The Cabinet discussed the Annual Fall Launch at an abbreviated meeting that was shortened due to scheduling conflicts. The Launch highlighted a valued sense of community and shared mission commitment. It also surfaced some divides around the role and quality of internal communication and the freedom of remote work flexibility for some staff. While the gathering offered options to process emotions created by the prior year’s reductions, it raised challenges for newer staff to relate to these events.The Cabinet proposed a more in-depth review with HR staff about the topics and concerns raised at the Launch so that valuable feedback and opportunities are not lost.
12-03-2025 Cabinet Summary Approved
The recent audit for FY25, conducted by Whittlesey, offered a clean, unmodified opinion, although it revealed a significant financial challenge: a cumulative operating deficit of nearly $865,500. While reductions made in January 2025 helped lessen the overall impact, this deficit will continue to affect the organization for some time. The primary goal for FY26 is to avoid adding to this deficit and ensure a stable environment for mission-driven work to continue.
In other news, the ED search is progressing well, with over 40 applications received and the combined Board/Staff Search Committee meeting again in mid-December. The Annual Fall Launch plans continue to develop. The agenda includes highlighting recent successes while addressing the organization’s challenges.
The Cabinet continues to focus on its shared purpose and how to move the work of the agency forward during the transition time until a new Executive Director.
11-19-2025 Cabinet Summary Approved
Plans for the Annual Fall Launch on December 15 are being finalized with an opportunity to share organizational updates and look ahead to key activities in FY26. The Cabinet is making progress on updating the CES Flexible Workplace Plan (FWP), focusing on a supportive, inclusive environment and strengthening remote supervision skills. Current efforts are centered on balancing operational needs with staff support.
The Executive Director search is well underway with 28 applicants to date. Screening interviews are happening in December. Candidates will interview with the Search Committee and the full Board in January 2026 to ensure that a final candidate can be selected by the end of the month.
Financially, CES is navigating a challenging year, building on strengths and successes as we recover from FY25. The Cabinet clarified that the vacation carryover policy will be restored for FY26, although a strict two-week (10 day) carryover limit remains in place. All staff should be strongly encouraged to use their available time off during the fiscal year to support their work-life balance. Additionally, the Paycom rollout continues to move forward, with the mileage and expense modules going live. The business office is pleased to welcome Sebastian Ross as the new Assistant Director of Finance, whose nonprofit accounting experience will be an asset as we finalize our annual audit prep.
11-03-2025 Cabinet Summary Approved
The Cabinet’s meeting focused on community engagement, fundraising, and key operational updates. Karen reported a positive meeting with DESE leadership, who offered support during the new Executive Director (ED) transition. Teresa Poteat leveraged her attendance at the Smith College 150th Anniversary to foster new recruiting connections.
A major focus was the upcoming fundraising season, which includes the United Way workplace campaign, HEC Academy’s support of Monte’s March, and Giving Tuesday (Dec 2nd). Holly Martineau, a guest presenter from United Way of the Franklin Hampshire Region, highlighted the UW’s focus on food insecurity and encouraged partner participation in the annual campaign.
On the operations front, the new Paycom system has successfully launched, with the HR and Business teams working together to answer staff questions and ensure an accurate payroll. Finally, the ED search posting is now live and will be widely posted and shared. The Search Committee, composed of Board and CES staff representatives, plans to close the posting on November 30th and conduct initial interviews in early January.
10-15-2025 Cabinet Summary Approved
The Executive Director search is moving forward quickly, with the position expected to be posted next week, supported by a strong Search Committee of Board and Staff representatives. Cabinet members were reminded to encourage all staff to attend the listening sessions with John Bass (the search consultant from AESA) to share input.
A recent convening of member superintendents with Commissioner Martinez was a productive first step. Planning is underway to identify key CES staff for future planning discussions. The goal is to ensure this meeting is the first of multiple dialogs that can enhance CES’s standing with DESE and potentially improve funding.
The Paycom installation now has a rollout date of October 26th, with the first paychecks via the new system scheduled for November 14th. ADP will be used to handle all timesheet entries until that date. Despite a recent Paycom staff change affecting CES’s key data importer, the team is working diligently on data uploads and ensuring the accuracy of the information.
09-29-2025 Cabinet Summary Approved
The meeting covered several important organizational updates, particularly regarding the Executive Director (ED) search. The ED job description is finalized and ready to be released. The search consultant, John Bass from AESA, will visit CES during the week of October 13th to meet with stakeholders for focus groups. The Cabinet also discussed how staff input would be incorporated into the search process.
Other key updates include a planned Cabinet Retreat focusing on community, relationships, communication, organizational priorities, and the Strategic Plan. Due to scheduling constraints, the retreat will probably be composed of two half-day sessions. Finally, planning is moving forward for the Superintendent Convening on October 3rd with Commissioner Martinez. Strong attendance is expected from the local school district superintendents.
09-17-2025 Cabinet Summary Approved
The Finance Committee met on September 17th to review the current financial status and projections. There is continuous improvement in the collection of receivables and also in other processes that support stronger financial performance. Staffing developments include the finalization of a new job description for the Assistant Director of Finance, which will be reposted shortly. The Paycom go-live date for hiring and payroll is October 13th, following a series of trainings by Paycom and HR staff geared towards both supervisors and employees.
Work continues on plans to support broader awareness around key issues, including a first-quarter financial review for all staff which will take place after the September 24th CES Board meeting. Looking ahead, a Fall Launch is being planned for later in the year in Northampton, focusing on outreach and updates for area staff and administrators. This will be similar to previous staff orientations held after the start of the school year.
Finally, there was an update on the Superintendent Convening with Commissioner Martinez scheduled for October 3rd. Invitations have already been sent to area superintendents.
09-03-2025 Cabinet Summary Approved
The Cabinet discussed updates across several organizational initiatives. The group continues to focus on mechanisms for engagement, internal communication, and staff wellbeing. A fall orientation and launch meeting is being planned in Northampton for later in the year. In addition, the Paycom implementation is moving forward, with training details for staff and supervisors.
Regarding the ED Search, a firm has been selected by the Working Group for recommendation to the full Board at the September 24th meeting. The total cost is expected to be under budget. If confirmed, a search committee will be formed and a timeline developed. The Cabinet is also finalizing the ED job description, incorporating feedback and emphasizing the need for nonprofit experience, familiarity with K-12 educational and professional development programming, and fiscal expertise.
An event is being planned for member district superintendents to meet with Commissioner Martinez this fall, with the goal of highlighting the challenges faced in Western Massachusetts.
08-20-2025 Cabinet Summary Approved
A new Paycom training plan is being rolled out for both supervisors and employees. There will be multiple options for training so that staff will have the background information they need to make a confident shift to Paycom this October.
The Business Office is undergoing a reorganization and Rebecca Lincoln released a communication with full details. A new Senior Finance Manager for Grants and Contracts has been hired, and the search for an Assistant Director of Finance is ongoing.
The Board’s working group is continuing its efforts to select a firm that can manage the Executive Director search. The group plans to recommend a firm and initial next steps at the September Board meeting. The search will begin in earnest after the firm is approved.
07-30-2025 Cabinet Summary Approved
This Cabinet meeting covered several key initiatives. The team is planning a focused Cabinet Retreat this fall and is currently formulating the agenda. The retreat will concentrate on key issues and priorities to strengthen the agency before the new Executive Director arrives. During this leadership transition period, the focus is on maintaining functionality, fiscal supervision, and program continuity while supporting an environment the incoming ED can be excited to join.
The Cabinet is continuing employee engagement through ongoing updates on the ED search, as well as considering options for structured feedback or live discussion opportunities. Meanwhile, operational focus includes the Paycom implementation. HR will be developing a comprehensive timeline for support, training, and deployment. Updates will be released prior to launch so that all staff have the necessary tools to make this transition.
The ED search process is progressing well and the Board working group has finalized their vendor proposal document. The proposal has been sent to area search firms for their responses. The goal is to coordinate a search that will attract skilled, dynamic candidates who will be a strong fit for the organization. The process will include feedback from key stakeholder groups while remaining at a reasonable price point.
07-16-2025 Cabinet Summary Approved
The July 16th Cabinet meeting focused heavily on organizational transition and the leadership search process. The Board has established a working group of eight members to help prepare for the Executive Director search. A Search Committee, working with an external search firm, will develop a robust and thoughtful process. Three potential search firms have been identified and more evaluation will take place. A major goal is to keep costs significantly lower than the expenditure for the previous external ED search. Meanwhile, the Cabinet is working to refine the ED job description to better reflect current organizational culture, strategic goals, and work demands, with updates being prepared for Board approval.
On the operational front, the Cabinet continues to monitor the financial situation as well as look ahead to pursuing our mission in the coming year. The organization faces some federal funding uncertainty, with MMEP and After School particularly affected. The Cabinet continues to plan strategic communications to further awareness around the ED search, organizational successes, and challenges. Future Cabinet meetings will shift to twice-monthly, two-hour sessions, allowing for more timely discussion and review by the group.
6-04-2025 Cabinet Summary Approved
Employee Engagement and Organizational Communication
The Cabinet is considering various approaches to strengthen staff engagement and feedback mechanisms and recognizes the importance of balancing social connection opportunities with structured feedback processes. Activities supporting inclusivity beyond the Northampton-area offices will enhance the organization’s capacity and resilience. The Cabinet hopes to establish response mechanisms that will close the feedback loop, allowing actionable input from staff to result in visible changes.
Strategic Plan Implementation and Staff Development
Cabinet discussion focused on key areas such as funder relationships and organizational structure to advance the Strategic Plan. However, implementation faces practical challenges around staff time, particularly given workloads. A key goal is to create clear connections between the Strategic Plan and departmental work while addressing staff concerns about income generation, program values, and sustainability. The Cabinet’s active engagement with the Strategic Plan will be essential for demonstrating organizational commitment.
Facility Updates
There are multiple ongoing projects, including space reallocation following the DYS move from 123 Hawley, which will utilize first floor spaces at 97. Additional second floor spaces will soon have bookable calendars to assist staff in finding workspaces. Facility improvements are planned, including HVAC updates and a first floor door installation for better noise control.
Staff Support During Uncertain Times
The Cabinet acknowledged elevated staff stress levels and wants to create more supportive community opportunities. There are particular concerns about maintaining organizational capacity, skills, and team cohesion during this time. Various options for Cabinet members to engage with multiple programs and teams are being considered.
5-07-2025 Cabinet Summary Approved
The finance update focused on a detailed review of the 13-week cash flow projection, which is important for meeting fiscal requirements and maintaining overall financial health. The group discussed the importance of balancing revenue projections with actual expenditures, especially as they finalize the FY26 budget, which currently shows a shortfall in professional services.
The group examined a variety of cost-saving measures as well as the impacts of potential grant losses. Budget cuts were acknowledged as necessary but challenging, with concerns raised about employee morale and retention. Emphasis was placed on transparency and the need to align departmental budgets with overall agency goals in the production of a balanced FY26 budget. Additionally, the group discussed better tracking of contracts and more accurate cost estimation practices. There was considerable discussion about improving both revenue and expense tracking.
The group raised broader concerns about bolstering long-term sustainability, calling for a diversified revenue strategy in order to react to financial uncertainty. The group acknowledged the difficulty of making accurate revenue projections, especially in the context of shifting federal funding and school budgets.
Finally, the meeting addressed the communication strategy around potential cost-cutting measures and staff reductions. The Cabinet recognized the importance of respectful messaging and honoring the contributions of departing employees. The meeting closed with agreement on the need for ongoing dialogue, accurate data, and staff engagement as the organization continues to navigate financial challenges and seeks stability.
4-28-2025 Cabinet Summary Approved
The meeting continued the review of CES’s budget for the upcoming fiscal year, with a primary emphasis on managing financial risks and making strategic decisions. The Cabinet discussed potential revenue projections, grant funding uncertainties, the level of acceptable risk, and the need to balance organizational sustainability with staff well-being. Key concerns included maintaining services while reducing expenses.
The group explored various strategies to mitigate financial risks, discuss potential revenue-generation, reviewed shared services expenses, and considered alternative staffing models. They emphasized the importance of ongoing communication with staff in FY’26 and continuous budget monitoring throughout the coming year.
The meeting concluded with a plan to hold a follow-up meeting, continue exploring cost-saving measures, and maintain open dialogue about the organization’s financial challenges. The Cabinet committed to making informed decisions that balance fiscal responsibility with supporting their employees, recognizing the delicate balance required in navigating current economic uncertainties.
4-23-2025 Cabinet Summary Approved
The meeting was a comprehensive budget review and strategic financial planning session for the Collaborative, focusing on financial challenges and organizational sustainability for fiscal year 2026. The Cabinet conducted an in-depth review of the organization’s current financial situation. They discussed potential cost-cutting measures, including a variety of approaches in order to mitigate the impact on staff.
A significant portion of the discussion centered on revenue projections and the organization’s entrepreneurial spirit. The group emphasized the need for a balanced approach that maintains the organization’s core mission while being financially prudent. They explored strategies for generating revenue and considered the potential impact of cuts on the organization’s ability to secure future contracts and grants.
The meeting also addressed operational transitions, including the move to Paycom for benefits management and health benefits open enrollment. Jess Cassidy provided extensive details about the benefits transition, explaining changes to the offerings and the timeline for implementation. The group discussed the need for clear communication with staff about any changes.
By the meeting’s end, the Cabinet had outlined several key next steps: conducting a line-by-line review of shared services expenses, exploring potential cost savings in various departments, and preparing for a more detailed budget discussion at next week’s meeting. The overarching theme was balancing financial constraints with the organization’s core values and long-term sustainability, recognizing the need for careful planning and potentially difficult decisions in the coming fiscal year.
4-2-2025 Cabinet Summary Approved
Open Session with Program Managers:
Clarke Bankert, Lisa Goldsmith, Emily Hoffman, Sabine Denise Jacques, Mariah Lapiroff, Marie McCourt, Matt Rigney, Megan Ronzio, Sherry Smith.
The Cabinet held an open meeting with representatives from departments at CES regarding communication, funding, and collaboration. Program managers raised concerns about diversifying funding streams, engaging with legislators, and the potential revival of the artwork committee. They also explored ways to offer consulting services in collaboration with other programs. Other program representatives emphasized the importance of proactive communication to ensure that program managers are informed ahead of all-staff distributions. This would ease communication, budgeting, and decision-making. Similarly, multiple programs highlighted the value of internal and external partnerships and collaboration, with a focus on collaborative program development and leveraging fresh funding opportunities.
Additionally, there were concerns from departments regarding communication and staff challenges. They noted the tension between financial cuts and organizational strength, while others shared the difficulty remotely-based programs have with staying connected to the larger CES community. There are also ongoing efforts to improve coordination among departments and to offer more opportunities for departments to collaborate with the Cabinet. Work is being done on ways to improve relationships and engagement with the CES Board, including the option to invite members to an all-staff listening session.
Health Insurance Discussion:
HR provided an overview of updating health coverage. The current plan has not been responsive to CES needs and this has created friction for staff and for processing departments, including HR and the Business Office. HR shared options for updated health plans, explaining how they were selected with input from multiple departments. HR plans to offer Q&A sessions to address ways the plans could meet various health needs. Documentation was shared regarding the costs of the plans, their impact on both staff and CES’s total expenses.
Open enrollment will take place in May using the new Paycom platform, with training sessions in April to help staff set up accounts and navigate the system. Since CES will be changing providers and plans, all employees must choose a new plan or opt out, as current coverage cannot be carried over.
DYS Murals:
Woody shared a slideshow of artwork created by DYS students at various offices and facilities. The pieces were imaginative and striking, bringing vibrant change to those environments.
3-19-2025 Cabinet Summary Approved
Finance Report:
The Cabinet meeting focused on addressing the organization’s financial challenges and strategic planning for the upcoming fiscal year. CES is facing a projected $1.37 million shortfall, and is conducting a comprehensive review of its programs and funding sources. Todd emphasized that the organization is financially stable due to its $2.8 million fund balance. He also committed to avoiding additional layoffs through the end of the current fiscal year.
HR Report:
The leadership team discussed transitioning to a new healthcare provider to improve customer service and help control costs. Official announcement will be coming out soon along with details for staff.
Discussion Program Mission and Sustainability:
Cabinet members provided a brief overview of each program’s current work, along with work that is expected in the coming fiscal year. The Cabinet discussed a priority matrix to assess programs based on mission alignment and financial sustainability. This exercise will help inform discussions going forward about managing the organization’s financial health. The goal is to create a balanced FY26 budget that maintains the organization’s core mission and values while ensuring fiscal stability. The next steps include gathering input from program leads and developing a comprehensive strategy for moving forward. Program managers have been invited to share their perspectives at the upcoming April 2nd Cabinet meeting.
Employees Concerns Brought to Cabinet
Employees have expressed concerns about the organization’s current situation, feeling that inaction is eroding trust and potentially damaging the agency’s reputation. To address these concerns, the Cabinet discussed potential healing strategies, including creating more proactive communication channels. Additional listening sessions are being planned and there will also be an open staff meeting about the FY26 budget when it is available.
3-10-2025 Cabinet Summary Approved
Finance Report:
The Cabinet discussed the current financial situation and the current projected deficit of $1.3 million deficit for FY25. The January reductions resulted in a savings of $800,839, helping to lower the overall deficit which will translate into significant additional savings for FY26. The FY26 budget will be drafted using additional layers of detail regarding expenses. This will assist in program evaluation.
HR Report:
In order to control costs, avoid a high rate increase and improve customer service, CES is examining options for health insurance providers. More information will be communicated to staff soon regarding details of open enrollment, and plan/premium details.
The first HR listening session was well attended and recognition given to Art for stepping in on short notice to facilitate the discussion. Moving forward, HR will refine future agendas based on staff feedback to improve the sessions. Additionally, Todd will attend some of the listening session meetings in the future. After this month’s meetings, Jess will share information about the Q&As. This work builds on efforts to increase communication and transparency around decision making.
Discussion – Action Plan for Financial Sustainability:
The Cabinet discussed the Action plan for CES Financial Sustainability. This plan will be presented to the CES Finance Subcommittee and full Board at their March meetings. The plan looks ahead to the FY26 budgeting process and beyond with a goal of stabilizing the organization and ensuring its long term financial sustainability. It focuses on six key areas: Stabilizing Finances, Re-evaluating Programs & Services, Supporting Staff, Addressing Agency Challenges, Addressing External Challenges, and Building Resilience. Expenditure controls continue with a pause on discretionary capital projects. The organization continues its advocacy for increased indirect rates on contracts.
CES is also reviewing systems with a goal of increased efficiency. Various options are being evaluated. One that we are moving forward with is a change to the payroll/HR integration software that is currently fulfilled by ADP.
The FY26 budget is currently being developed. Finance will meet with department heads to review FY25 costs and create proposals for the coming year. The FY26 budget will be presented at the May Board meeting. The Cabinet is working together to assess programming, expenses, and ways to ensure that the organization is running efficiently and avoiding unnecessary costs.
