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HomeMy WebLinkAbout2003-12-08 School Committee MinutesReading School Committee Reading, Massachusetts Regular Session December 8, 2003 CALL TO ORDER Chair Dahl called the meeting to order at 7:20 p.m. Present were School Committee Members Carpenter, Dahl, McFadden, Russo and Webb. Also present were Superintendent Schettini, Associate Superintendent Richards, Director of Maintenance John Thiffault and Barrows Principal Karen Callan and Early Education Coordinator Vicki Griffin. GIFTS Superintendent Schettini introduced Early Education Coordinator Vicki Griffin. Ms. Griffin introduced Lisa and Rob Gibbs, and stated that RISE would be a recipient of funds from their charity golf tournament, Samantha's Harvest. Ms. Gibbs discussed Samantha's Harvest and presented Mrs. Griffin with a check for $2,000 to help RISE to continue to provide a well - rounded education for the preschoolers in Reading. Ms. Griffin thanked the Gibbs. Ms. Webb moved to accept, with great appreciation, the gift to RISE preschool from Samantha's Harvest. Mr. Carpenter seconded the motion. The vote was 5 -0 Mr. Carpenter, Mr. Dahl, Mr. McFadden, Mr. Russo and Ms. Webb. BILLS & PAYROLL Bills and payroll were circulated for signature. CITIZENS' INPUT There was no citizen input. SUPERINTENDENT /CHAIR/LIAISON REPORT Superintendent Schettini stated that today was the first and hopefully last snow day. He thanked the Town and school maintenance for their snow removal work at the schools. Superintendent Schettini introduced Director of Maintenance John Thiffault. Mr. Thiffault thanked the DPW and the custodial staff for their work during the storm. Regular Session 2 December 8, 2003 Mr. Thiffault discussed preventive maintenance, his plan to do building audits which would lead to a five and ten year capital plan, and the School Committee's concern about possible roof damage from the snow loads. Ms. Phillips stated that Flansburgh did an infrared roof report for the high school. Ms. Webb thanked Mr. McFadden for organizing the basketball team to help the YMCA with their Christmas tree project. Mr. McFadden thanked the volunteers from the boys' basketball team for their work. Superintendent Schettini reviewed the letter from the DOE regarding the high school project receiving approval at an estimated reimbursement rate of 59.79 %. He stated that 2 of the additional points were for having a project manager in place. Superintendent Schettini thanked Representatives Jones, Donovan and Senator Tisei for their work in getting this project on the SBA list. Superintendent Schettini asked if any members are interested in attending the MASC Institute that they let him know as soon as possible. Ms. Phillips stated that the Board of Education has not voted to put us on the priority list and if the SBA is not funded we won't have any reimbursement. Superintendent Schettini reviewed the School Committee calendar. He stated that two of the DPC staff were ill and tonight's presentation would be moved to December 22na Chair Dahl and Ms. Webb both announced that they would be running for re- election. Mr. Russo stated that he had not, at this time, made up his mind on whether or not he would run for re- election. BARROWS PROJECT Superintendent Schettini stated that the administration was recommending moving ahead with the Barrows project in a frugal manner that would result in high quality education. He discussed using some of the existing FF &E and technology money as well as a transfer of funds from the new school project to cover the cost increase on the Barrows project. He discussed the possibility of using some of the stabilization fund to cover some FF &E expenses at a later date and stated that the money used from the stabilization account would be reimbursable at 66 %. He stated that Scott Dunlap of AD and Al Ross and James Carr of Flansburgh Associates would update the Committee on the Barrows proj ect. Regular Session 3 December 8, 2003 Mr. Dunlap of AD distributed detailed budget information on the project. He stated that the 3 strategies to cover the cost increase on the Barrows projects while maintaining the high quality education plan were a reduction in the project to save $400,000, a transfer of money from the new school project and deferring the expenditure of FF &E funds. Chair Dahl noted that the transfer of funds on the project would be in the hands of town meeting. Mr. Carpenter asked for examples of costs saving measures that A13 has taken on the Barrows project. Mr. Dunlap stated that the examples included a change in roofing product and retaining walls. He noted that none of the changes would adversely affect the quality of the building or the general educational value or appeal. Mr. McFadden asked how much it would cost to outfit the school with technology and furniture. Mr. Dunlap stated that the estimate of $380,000 is a good estimate. Mr. McFadden asked if the furniture from Barrows would be going to the new school and then back to Barrows. Mr. Dunlap stated that was one way to save on storage costs for the Barrows furniture and after the year at the new school an entire inventory would be taken and it would then be decided which furniture could be reused. Superintendent Schettini noted that it was wiser to delay the purchase of furniture and technology at the new school for the one year because of the short life span of technology. Mr. Russo stated that the Committee is here to protect the public and he wanted an explanation of why the project is over cost. Mr. Dunlap stated that the big item is construction costs. Mr. McFadden stated that he understands that we are trying to keep the project under budget but stated his concern that it would be a disservice to the town not to have the state reimburse 66% on furniture. Mr. Schettini stated that anything we fund for the project would be 66% reimbursable. Regular Session 4 December 8, 2003 Mr. Schettini stated that Al Ross and James Carr of Flansburgh would discuss the proposed modifications to the project. Mr. Ross reviewed the project changes in the Scope Adjustments to Reduce Costs memorandum totaling $401,856 in reductions dated December 8, 2003, which shows the first item as item B. Chair Dahl asked that Flansburgh revise the document to show the first item as item A. The Committee discussed the items on the reduction list. Mr. Russo stated that he wanted answers from Flansburgh on how their original estimate could be so far off the mark. He stated his displeasure with the firm. Mr. Dunlap stated that the estimates are from three years ago and you must look at the market for public school construction differently than the regular construction market. Mr. Russo stated that we are still dealing with the unknowns and we need to wait until we receive the bids to finalize the number. Mr. Dunlap stated that it is Ai3's recommendation that the Committee not act on the money transfer until the Barrows project is bid and we have firm figures for construction. Superintendent Schettini stated that the timing for the bid would coincide with April town meeting if the Committee determines they want to go to town meeting to request the transfer of funds. Ms. Webb asked for confirmation that the Barrows project still has the same number of classrooms. Mr. Carr stated that the number of classrooms has not been reduced. Mr. Russo stated his concern about planning to have the Barrows students relocate to the new school when we are not sure the new school will be completed in time. Superintendent Schettini stated that February would be a crucial month to review the progress at the new school. Regular Session 5 December 8, 2003 Ms. Phillips stated that the money for the bid protest came from free cash. She stated that a project manager is required by law, and asked why there was no budget for a project manager. Superintendent Schettini stated that the regulation for project manager was not in effect when this project was submitted so we are grandfathered under the SBA. He stated that once we knew we had three projects we decided to have a project manager for all three projects. Ms. Phillips asked about fees for redesigns. Mr. Ross stated that there was no charge for this redesign. Mr. Dunlap stated as part of Flansburgh concessions they have withdrawn their fee for additional design services. Ms. Phillips stated her opinion that the project has been substantially reduced. She asked if it was possible for us to utilize money for solar panels. Mr. Ross stated that the green grants program is over. Mr. Carr stated that because Reading has its own municipal light department we would not have been eligible for that grant. Mr. Carr reiterated that we have not reduced a classroom from the project that he knows of and definitely not in the last two years. Superintendent Schettini summarized this evening's discussion on how to meet the costs of the Barrows projects. Mr. Carpenter moved that the Barrows School renovation proceed in accordance with the strategy as presented by the Administration, Flansburgh and Ai3 at the School Committee meeting of December 8, 2003 and to proceed to instruct accordingly. Mr. Webb seconded the motion. The vote was 5 -0 Mr. Carpenter, Mr. Dahl, Mr. McFadden, Mr. Russo and Ms. Webb. NEW SCHOOL PROJECT Mr. Jordan of AD updated the Committee on the status of the new school project. Chair Dahl stated his concern regarding delays due to the weather. Mr. Jordan stated that J &J felt the most recent storm only delayed the work by one day. Regular Session 6 December 8, 2003 The Committee discussed their concerns that there be appropriate supervision at the new school site to ensure that all products at the new school be installed in accordance with manufacturers recommendations including appropriate temperatures. LABOR COUNSEL Mr. Dahl stated that due to the work load of the Committee he is recommending that the administration bring back only one candidate for labor counsel for the Committee to interview and that Mr. Spadafora would assist the administration with the selection. Mr. Carpenter moved to authorize the Superintendent to proceed with the bid process for labor counsel and to bring forward one recommended candidate for the School Committee to interview. Mr. McFadden seconded the motion. The vote was 5 -0 Mr. Carpenter, Mr. Dahl, Mr. McFadden, Mr. Russo and Ms. Webb. MINUTES Ms. Webb moved to approve the minutes of October 30, 2003. Mr. McFadden seconded the motion. The vote was 5 -0 Mr. Carpenter, Mr. Dahl, Mr. McFadden, Mr. Russo and Ms. Webb. Ms. Webb moved to approve the minutes of November 25, 2003. Mr. McFadden seconded the motion. The vote was 5 -0 Mr. Carpenter, Mr. Dahl, Mr. McFadden, Mr. Russo and Ms. Webb Ms. Webb acknowledged the Killam Artwork in the School Committee room. Mr. Russo stated that he was pleased to hear the high school project is on the list and reimbursable at 59.79 %. He stated his major objection to the project was the original proposal for $30 million would have been a better option and allowed us to spend more money on curriculum. ADJOURN At 10:50 D.M. Ms. Webb moved to adiourn. Mr. Carpenter seconded the motion. The vote was 5 -0 Mr. Carpenter, Mr. Dahl, Mr. McFadden, Mr. Russo and Ms. Webb R&Si, P Superintendent of Schools