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HomeMy WebLinkAbout2003-03-12 School Committee Minutes - Finance CommitteeReading School Committee Reading, Massachusetts Regular Session /Joint Meeting with the FinCom March 12, 2003 CALL TO ORDER Mr. Dahl called the regular session meeting to order at 7:05 p.m. at the Town Hall Lower Level Conference Room. Present were Mr. McFadden, Mr. Russo, Mr. Twomey and Mr. Dahl. Mr. Griset arrived at 7:08.. Mrs. Cavicchi arrived at 7:05 and Mr. Griset arrived at 7:10. FLANSBURGH PRESENTATION Architect Daniel Gorini from Flansburgh and Associates gave an overview of J &J /J &W, A Joint Venture, the apparent low bidder for the Elementary School Project. He explained that Dr. Harutunian asked him to look into the background of J &J and their financials. With written permission from the Superintendent, Flansburgh went to the Division of Capital Asset Management to review the files of J &J and the next two low bidders. He stated that J &J had a high numerical rating 96 out of 100 in eight categories. They maintain the quality of their work. Their references were positive. At Flansburgh there is another ongoing project, and J &J is the general contractor. Mr. Gorini spoke to the Project Manager. He heard good things. Dr. Harutunian stated that he called the Superintendent of Schools in Stoneham, Joe Connolly. Mr. Connolly stated that J &J was doing an exceptional job with only three change orders to date. The Stoneham Superintendent stated that J &J was extremely aggressive and on time. They are hoping to break ground before the end of the month. Mr. Twomey made a motion to award the new Elementary School Construction Contract to J &J /J &W, A Joint Venture for $8,647,000. Mrs. Cavicchi seconded the motion. The vote was 6 -0 Mrs Cavicchi, Mr. Dahl, Mr. Griset, Mr. McFadden, Mr. Russo, Mr. Twomey. Dr. Harutunian stated that there were three alternates concerning the project. They were not voting on these tonight. He still has some items to work out with the Town Manager. Mr. McFadden asked about the actual written contract. Dr. Harutunian explained that is was included. in the Project Specification Book. Mr. Livingstone will continue to represent the School Committee at all construction meetings. Dr. Harutunian congratulated the School Committee. Mr. Gorini was excused at 7:17 p.m. Mr. Griset stated that he had a conversation with Lyle Kirtman from Future Management Services. He was able to negotiate a reduction in fees. The reduction was not quite 15 %, but he was able to secure maximum services for $16,500. $16,150 would have been 15 %. Mr. Griset Regular Session /Joint Meeting with the FinCom -2- March 12, 2003 credited Mr. Dahl with the favorable negotiation. Mr. Dahl stated that Mr. Kirtman's enthusiasm was heart warming. Mrs. Cavicchi asked if there was a list of everything that Future Management Systems would be doing. Superintendent Harutunian stated that the packet from Future Management Systems has a menu detailing their services. Mr. Twomey made a motion for the Reading School Committee to hire Lvle Kirtman from Future Management Systems for a $16,500 fee. The $16.500 supplants the previous $19,000 fee. Mrs. Cavicchi seconded the motion. The vote was 5-1. Mrs Cavicchi, Mr. Dahl, Mr. Griset, Mr. McFadden, Mr. Twomey. Mr. Russo voted against the motion. Mr. Twomey amended the motion stating that the $16,500 would include the full scope of services originally associated with the $19.000. Mrs. Cavicchi seconded the motion. The vote was 5 -1. Mrs. Cavicchi, Mr. Dahl, Mr. Griset, Mr. McFadden. Mr. Twomey. Mr. Russo voted against. The motion passed as amended. Mr. Griset thought that all the presentations were great. He stated that he spoke to the chairman of the North Andover School Committee. He appeared to be incredibly reasonable. The transition should be smooth. Mr. McFadden stated that he does not want a Superintendent hired on June 100 and that person having only two weeks with Dr. Harutunian. He wants the search process to move along. Dr. Harutunian asked if the School Committee would like Lyle Kirtman to meet with them to discuss salaries etc. They agreed that they would like to meet with Mr. Kirtman. Dr. Harutunian will arrange a meeting. Dr. Harutunian strongly suggested that the committee pick one person to be the contact person. They were in agreement that one person should be the contac 2erson. Mr. Griset suggested that it not be he because he is leaving the committee April 8 . Dr. Harutunian stated that Mr. Kirtman is coming tomorrow night at 7:30 and would need the information for the brochure. The Superintendent suggested that they have their questions ready. The School Committee has the right to review all resumes and add resumes to the list if they choose to. Mr. Russo had a concern that the architects bidding on the Reading Memorial High School Building Project may not have enough time to complete their proposals. Mr. Twomey explained to him that the Architects were given plenty of time, that they were use to this type of time frame and that another month would not make any difference. They have to be able to make the June I' SBA submittal deadline. Regular Session /Joint Meeting with the FinCom - 3 - March 12, 2003 Mrs. Phillips stated that the architectural firms were being interviewed next Monday and Tuesday night. How can you interview the architects without reading their proposals? Dr. Harutunian assured her that everyone will have reviewed their proposals by Monday Night. Mr. Dahl moved to recess to the Arnold Berger Room to loin the FinCom Meeting already in session. Mrs. Cavicchi seconded the motion. The vote was 6-0. Mrs. Cavicchi, Mr. Dahl, Mr. Griset, Mr. McFadden, Mr. Twomey, Mr. Russo. Mrs. Cavicchi did not attend the FinCom meeting. Catherine Martin called the FinCom Meeting to order at 8:00 p.m. Mr. Hechenbleikner discussed the changes in Chapter 70. Superintendent Harutunian discussed the savings in Natural Gas costs of $47,431.48 for FY02 and projected savings of $69,239.06 for FY03. The current price for Natural Gas is locked in until December of 2003. He explained that the reason they bid the gas out in the middle of any given year is to decrease exposure in any one fiscal year. The Superintendent went on to tell the FinCom that the School Committee approved the award for the general contractor for the new Elementary School project. He explained that Carol Donovan strongly suggested that the School Department have their SBA submittal in by June 1, 2003. The discussion shifted to the FY04 School Budget. Dr. Harutunian went over the fixed costs in the budget. He spoke about circuit breakers and out of district placements. He explained revenue enhancements such as all day kindergarten, the incorporation of user fees, increased enrollment at the RISE Preschool, contributions from the Boosters and increasing non - mandated transportation costs. He spoke briefly about staff cuts. Mr. LeLacheur asked if the demand for all -day kindergarten could generate $250,000. The Superintendent told him that we have, to date, 96 applicants at $4,000 each. There is overhead associated with the program such as the teachers, educational assistants etc. Mr. LeLacheur asked if parents had to pay all the money up front. The Superintendent told him that the payment schedule would parallel the schedules used at REAP, RISE, the YMCA and Clock Tower. There was a $35 non - refundable deposit to apply. Mr. Robinson asked about the accounting. The Superintendent went on to say that many administrative details would need to be worked out. Regular Session /Joint Meeting with the FinCom - 4 - March 12, 2003 Mr. Frances asked if there were fees for special education. Mr. Dahl told him that the law mandates special education. Superintendent Harutunian said that everything we are charging for is not mandated. Dr. Harutunian went over the guidelines as stated in the School Committee recommended budget. He explained that Reading has the smallest administration cost of any town around. Mr. Dahl stated that this is really a level service budget with minimum increases for contracts and legal mandates. Mr. McFadden left the meeting at 8:55. Dr. Harutunian went through the budget pages. Form A reflects contract increases only. Mr. Mason asked about columns and steps. Dr. Harutunian explained columns and steps. Mr. Dahl added that columns and steps are spelled out in the teachers' contract. Mr. Robinson asked if the Administration salary line reflects the increase for the new superintendent. Dr. Harutunian told him it did not. Dr. Harutunian stated that there was a decrease in METCO funds. Mr. LeLacheur asked how the School Committee justifies an extra $100,000 for substitute teachers. Dr. Harutunian responded that it is a management decision to have all classes covered every day. It is important that every child has a teacher everyday. Dr. Harutunian went over his unanticipated special education memo. Mr. Frances stated that there was a 20% increase in special education and 0% increase in regular day. Mr. Dahl explained that the law dictates what you have to. spend on special education and that the Town has no control over it. You must spend what is required. The special education budget is built based upon each and every case. Dr. Harutunian thanked everyone for coming. ADJOURN At 10:10 Mr. Dahl moved to adjourn. Mr. Twomey seconded the motion. The vote was 4- 0. Mr. Dahl, Mr. Griset. Mr. Russo, Mr. Twomey. (Mrs. Cavicchi and Mr. McFadden left prior to this vote) Respectfully Submitted, Harry K. Harutunian, Ph.D. Superintendent of Schools