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HomeMy WebLinkAbout1996-11-18 School Committee MinutesREADING PUBLIC SCHOOLS Reading, Massachusetts SCHOOL COMMITTEE MEETING REGULAR SESSION MINUTES NOVEMBER 18, 1996 CALL TO ORDER Chair Susan Cavicchi called the Superintendent's Conference Room of Matthew Cummings who was Superintendent Dr. Harry K. Har reporter from the Chronicle. ROUTINE MATTERS MINUTES regular session to order at 7:45 p.m. in the All members were present with the exception expected to arrive later. Also present were itunian, Town Treasurer Beth Klepeis and a Mr. Spadafora moved to approve the minutes of October 9, 1996. Mr. Twomey seconded the motion. The vote was unanimous. Mr. Twomey moved to approve the minutes of October 21, 1996. Mr. Spadafora seconded the motion. Ms. D'Antona asked to add "at a time certain." to the fourth paragraph, last sentence on the second page. The vote was unanimous. BILLS AND PAYROLLS The warrant for bills was as follows: November 4, 1996 - Bills - $ 91,917.42 November 12, 1996 - Bills - $215,167.91 November 18, 1996 - Bills - $ 63,795.40 The warrant for payrolls was as follows: October 18, 1996 - Biweekly - $152,516.68 November 1, 1996 - Biweekly - $121,474.14 REGULAR SESSION MINUTES 2 NOVEMBER 18, 1996 November 15, 1996 October 10, 1996 October 24, 1996 November 7, 1996 November 21, 1996 - Biweekly - Teachers - Teachers - Teachers - Teachers LIAISON REPORTS $132,811.78 $534,782.20 $527,464.14 - $526,786.30 $527.545.31 Mr. Stohlman noted that Eleanor Hardin informed him that the School Committee and the residents are invited to attend a Restructuring Committee meeting of the High School on Wednesday, November 20, from 2:30 to 5 p.m. If you are interested please call Principal Orlando at RMHS. Chair Cavicchi, liaison to the Recreation Committee, announced organization of the Odessy of the Mind will be held Tuesday evening, November 19 in the RMHS Lecture Hall. She added they need parental input and encouraged people to be present. SUPERINTENDENT'S REPORT Dr. Harutunian identified Tuesday, March 18 as the Highlights date for RMHS. He informed the School Committee that he received communication from the Assistant District Attorney regarding him leaving an Open Meeting due to an emergency at Parker Middle School. The Assistant District Attorney stated this was not a violation of the Open Meeting Law. Mr. Cummings arrived. The Superintendent said he has met with Principals regarding a possible change in the Kindergarten cut off date and will come in with his recommendation for the Fall of 1998 on December 2, 1996. Dr. Harutunian stated a student, Steve Fader, was hit by a car at Middlesex and High Street intersection and will be unable to attend school for awhile. Parker REGULAR SESSION MINUTES 3 NOVEMBER 18, 1996 teachers and Steve will do school correspondence via E -mail. The Superintendent added that a crossing guard will be at that intersection tomorrow. Dr. Harutunian asked for an extension on the Harassment Policy and advised he would get back to School Committee before the end of the year. School Committee Goals are being responded to by the Principals. The Superintendent added by the first meeting in January you will know how each of the schools are responding to them. Dr. Harutunian requested we cancel next Monday nights meeting. Mr. Stohlman asked to see how we do with the Capital Plan. CITIZENS' INPUT There was no citizens' input. NEW BUSINESS Dr. Harutunian noted that Chair Cavicchi requested a reconsideration on the vote taken on September 30, 1996 relevant to School Committee Goals. Ms. D'Antona moved that School Committee members reconsider the School Committee Goals. Mr. Twomey seconded the motion. The vote was unanimous. Ms. D'Antona moved to approve the School Committee Goals. Mr. Twomey seconded the motion. The vote was unanimous. OLD BUSINESS (OUT OF ORDER) STRATEGIC PLANNING Dr. Harutunian advised the School Committee that he has seen two other consultants and will have two other plans to present to them by December 2 or December 16 along with Dr. Baugh's proposal. REGULAR SESSION MINUTES 4 NOVEMBER 18, 1996 Mr. Spadafora asked if we choose an actual consultant and it is over $10,000 would we then have to go out to bid. Dr. Harutunian said he would get that answer. NEW BUSINESS TEN YEAR CAPITAL PLAN Dr. Harutuman said he and Beth Klepeis would present several versions of the Ten Year Capital Plan to the School Committee. The Superintendent began his presentation with overheads: HOW THE CAPITAL PLAN DEVELOPED • Motion by School Committee on September 30, 1996 • Check with Town Manager for a due date (middle of November) • Form a Support Committee CAPITAL PLAN SUPPORT COMMITTEE • Beth Klepeis, Finance Director • Carol Grimm, Chair, Capital Improvement Committee • Russell Graham, Chair, Reading School Building Committee • Richard Radville, Liaison to Parker Middle School Building Committee • Timothy Twomey, Architect (School Committee member) • Thomas Stohlman, Architect (School Committee member) • Jeffrey Struble, Structural Engineer TWO MEETINGS HELD • Organizational Meeting • Developed Information • What needs to be Done -Town of Reading Pay - School Building Assistance Bureau Reimbursed -When and How REGULAR SESSION MINUTES 5 NOVEMBER 18, 1996 REGULAR SESSION MINUTES 6 NOVEMBER 18, 1996 issue running for 3 years $116,000 was paid off in the third year. We then floated the $6,230,000. She added all projects are sold for 10 years. The new debt service is $2,543,080. Available for Capital Expenses for FY98 is $743,252 while FY99 shows a minus amount of $599,622. This number is a minus amount because of Parker Middle School. The plan is to cover this from the sale of real estate funds, $2,000,000 - Bear Hill and Pearl Street School. In FY99 -02 we would use some of that money. Dr. Harutunian then proceeded to the first outline of the Ten Year Capital Improvement Program for FY97 through FY06 that was voted on at the April 1996 Town Meeting. He noted that the maximum amount that can be bonded without going into a debt exclusion override for RMHS's immediate repairs is $1,850,000. The Birch Meadow and Eaton projects in FY98 would be $775,000 for a two thirds reimbursement from SBAB. We could then move forward in January with a Special Town Meeting. The SBAB would allow any remaining Parker monies to be transferred to Coolidge Middle School. The Superintendent stated all buildings would then be retrofitted by the year 2007 and the town could look at the year 2004 to see how the population is moving at RMHS Dr. Harutunian suggested that we use the $1.8 million for RMHS and rent out 10 -20 classrooms to a college /university. We could then use the money to help renovate RMHS. Juniors and seniors would then be able to attend the college without a loss of travel time. Reading citizens could possibly get 50% tuition reduction. He added that a college /university would have to sign a long term lease. Ms. Klepeis noted the key line in this plan is the amount available for Capital Expenses from FY98 to FY07. She added we currently have money in the real estate fund from the Bear Hill Condominiums. She continued with a draft of Notes and Assumptions for Reading Public Schools Ten Year Capital Improvement Plan as follows: REGULAR SESSION MINUTES 7 NOVEMBER 18, 1996 1. In order to accomplish the needed repairs, upgrades, and renovations to Reading's Public schools and not have a negative impact upon the Town's capital plan, it would be necessary to dedicate 7.5% of the Town's operating budget to capital issues. This figure is used in other communities and was in fact used in Reading in the 1970's when the Finance Committee first started doing capital planning. 2. Sale of Real Estate Funds would have to be used in FY99, 00,01,02 to help to fund capital projects. The estimated sales of Bear Hill Condominiums are now estimated to be $360,000, which will be added to the over $2,000,000 now in the fund. 3. (Assumption) Coolidge Middle School and KillamBarrows projects would be SBAB reimburseable. 4. The Coolidge Middle School project could be funded in part by a transfer from unneeded bonding authorization appropriated for the Parker Middle School project in the amount of $700,000. 5. RMHS renovation, reconstruction, or new building would have to be addressed in 2007. Repairs funded in 1998 would be for absolutely essential items, and would not address the overall needs of the building. In FY06, population declines will be evident and the problem of too much space could be addressed. Major work before 2006 and beyond the $1,850,000 planed in FY98 would require a debt exclusion override of Proposition 2 1/2. 6. The plan incorporates the following changes to the FY97 Capital Plan: (A) SD -B -1 Roof Replacement in the amount of $316,000 included in new plan figure of $1,850,000. (B) SD -B -2 Birch Meadow Roof Replacement of $140,000 scheduled to be funded by appropriation continued in new plan (not included in $775,000 bonded amount). (could be SBAB reimbursed) (C) SD -B -7 Toilet Remodeling included in other programs, so $15,000 appropriations can be eliminated. REGULAR SESSION MINUTES 8 NOVEMBER 18, 1996 (D) SD -B -8 $86,000 for Burner replacement can be eliminated, as it is included in other projects. $172,000 scheduled for FY01, 03, 05 should be continued in new plan. (E) SD -B -11 $2,000,000 item appearing for RMHS renovation in old plan is replaced by new amount of $1,850,000 (now SD -B -1). (F) SD -13-12 $500,000 Coolidge project has been increased to $4,000,000 and is expected to be eligible for SBAB. (G) SD -B -9, SD -E -1, and SD -E -3 for oil tank removal, classroom technology, and vehicle replacement would remain as previously scheduled. Dr. Harutunian followed with the Proposed Debt Issues plan for FY98 through FY07 in the amount of $9.5 million to address the immediate repairs at RMHS . The second Proposed Debt Issues plan for FY98 through FY05 included $22 million RMHS renovation project and also has $500,000 for Coolidge renovation. This would require a debt exclusion override. A third Proposed Debt Issues plan for FY98 through FY07 has $13 million for RMHS immediate repairs.. Dr. Harutunian added that he could not see how that could be done without an override. He asked School Committee members to have a healthy discussion about the Capital Plan that was put forward and recommend something to him tonight. He asked the School Committee to direct him to move forward with the Town Manager and ask the Selectmen to have a Special Town Meeting in January for the $775,000 for the Birch Meadow and Eaton project for the reimbursement. Chair Cavicchi stated this was the first opportunity the School Committee has had to ask questions. Mr. Twomey stated for budget purposes we may need to use part of the 50,000 sq. ft. at RMHS. We need to know the personnel and non personnel expenses. With the $1.8 million there may be key moves to make to save money into REGULAR SESSION MINUTES 9 NOVEMBER 18, 1996 handicap energy, boilers, roofs, etc. This may be a way to isolate parts of the high school to rent. Over all it looks like a very comprehensive plan - a creative attempt to address the Capital Plan needs of the schools. Mr. Cummings had questions regarding Coolidge's 56,900 sq. ft. Dr. Harutunian stated he hopes to have an architect on board. The Coolidge group is working ferverishly to put their plan together. The cost would be $125,000 a classroom and there maybe a possibility of adding two portables. Mr. Cummings stated he did not want to add more square feet. Carol Grimm, Chair, Capital Improvement Committee, added that 6.53% became gospel just by virtue of the first year of the Capital Plan. Some number between 6.5% and 9.5% makes sense. The Superintendent noted a possibility of two new custodians for FY98 budget. Need to bring maintenance up and maintain the education of students. Mr. Cummings expressed concern that asking for additional capital money would require reducing the growth in operating expenses and asked Dr. Harutuman if he was prepared to do that. Mr. Cummings cautioned that from an operational as well as a financial view this does not have as much flexibility. If we can get SBAB reimbursement we should go immediately. Monies from high school rentals could speedily address some of its problems. Dr. Harutunian added we need someone to work with us to direct how we should spend $1.8 million. The high school principal needs money every year to do the renovations needed to bring it up to an acceptable level. Ms. D'Antona stated she was impressed with the report. It is a shift from something coming up to dealing with the whole picture. She added that she was hesitant with the middle school issue. With Parker's enrollment at 450 students she is reticent about increasing Coolidge's square feet and would like to see if SBAB would approve portables. A 7.5% full support from FinCom and the financial officers in Town would not effect the school's operational requests. REGULAR SESSION MINUTES 10 NOVEMBER 18, 1996 She asked where the peak in the elementary schools would be to make sure we are not just addressing the bubble years. Ms. Klepeis stated once the financial issue is committed the debt would have to be paid even if there was a recession. Mr. Spadafora reiterated that this was the first time School Committee looked at these plans. He asked where was enrollment taken from? He also asked if the $1.9 million for immediate high school repairs are covered by SBAB? Mr. Spadafora stated the high school is the most used building in town and expressed concern about waiting 10 years and it needs to fit into the Capital Plan for the voters. Dr. Harutunian stated the enrollment figures are from last year. He added that for $14 million the Town of Reading does minimum amount of work. Dr. Harutunian advised that only the $1.9M is not going to be considered by SBAB. Mr. Stohlman stated only 2/3 of the existing high school space was being considered in his cost estimates, not the entire space. Need to have the whole cost of renovations - $22 million does take into account the SBAB reimbursement. He asked that SBAB rules be nailed down to adopt the plan, i.e. for the Killam and Barrows' projects. Dr. Harutunian stated the highest priority would be that someone lease 80,000 - 100,000 sq. ft. and retrofit that space. Need to make the high school attractive to a college as an education facility. Mr. Stohlman noted the Ensminger Report and how close it comes to predicting school populations. He noted that the Kindergarten population looks like it will be leveling off. Grade K through the year 2000 is still going to be exceeding the amounts leaving the elementary schools. The population assessment figures are very important. Mr. Stohlman asked for a more comprehensive population study. REGULAR SESSION MINUTES 11 NOVEMBER 18, 1996 Mr. Stohlman stated that he felt that with 7.5% of the operating budget going to Capital and Debt but there will not be enough money within 3 years to pay for the operating budget and a debt exclusion override may have to be asked for. The impact on the budget is still enormous. He added that he was not willing to say that the proposed plan was anywhere near a comprehensive budget because it does not address the high school. Mr. Stohlman added that rental income pales to what the high school needs. He continued by stating that a lot more work has to be done on detail and numbers for the elementary and middle school figures and he would like to review the high school figures that Dr. Harutunian had given the school committee just this evening before voting on the plan. Ms. Klepeis advised that the estimate came from last year's Capital Plan. That these figures are a beginning. She reassured Mr. Stohlman the $750,000 of the Capital Plan is with the sale of real estate fund spread around. Chair Cavicchi asked about our time frame? Ms. Grimm stated that the figures have to be prepared by December 2. Dr. Harutunian added the Town Manager wanted all departments to have the plan by October 31. Mr. Graham, Chair of the School Building Committee, added that this was the first time he heard the report. He said it was a good plan that was done quickly to move on long range issues. Jim Keigley, reminded the audience that this is a draft plan. He stated when he walked through the high school in April, 1993 he pushed for a Capital Plan. This plan is a living document that can be changed. He encouraged the School Committee to move forward with this draft. Mr. Spadafora said we need to address the $775,000 for Eaton and Birch Meadow or postpone the entire issue until our next meeting. REGULAR SESSION MINUTES 12 NOVEMBER 18, 1996 Mr. Twomey moved to direct the Superintendent to move forward with the Town Manager and other local and state authorities with the $775,000 for the Eaton and Birch Meadow program with 66% SBAB reimbursement. Mr. Cummings seconded the mntinn Mr. Stohlman reevaluate the numbers that were prepared and make sure it is a reasonable amount of the SBAB requirement. The Superintendent stated any awarding of these contracts the School Committee will need to approve. Mr. Stohlman volunteered to go to Eaton to look at their floors. Dr. Harutuman looking for authorization on Eaton and Birch Meadow schools. Mr. Twomey moved that the dollar amounts be removed. Mr. Cummings seconded the motion. The vote was unanimous. Mr. Twomey moved that the School Committee adopt the Capital Plan as presented by the Superintendent, with $1,850,000 for the RMHS renovations included for the Town Manager to move forward. Mr. Cummings seconded the motion. Mr. Twomey asked to see if we can get more time from the Town Manager. Mr. Stohlman suggested we keep the Town Manager and the Capital Improvement Committee informed with drafts. He added he would not support the plan that ignores the biggest school in the Town. Mr. Twomey requested a plan that shows the high school problems. Ms. D'Antona said this plan sends a message of our anticipated needs that we will continue to revisit and modify as we go along. Mr. Cummings asked Ms. Kelpeis if we could address a substantial plan for the high school within a10 year Capital Plan. Ms. Klepeis noted in 2007 we may only need to borrow 1/2 of the amount with out an override. Mr. Cummings said we need to address a financing plan that works. He suggested to Town government that perhaps a percentage of Capital expenditures need to be raised. Need to submit for discussion purposes in draft form and continue to refine numbers. REGULAR SESSION MINUTES 13 NOVEMBER 18, 1996 Dr. Harutunian asked that his budget pages 3, 4, and 5 be considered as a scenario for the Capital Plan. Consider page I as what exists now and page 2 a debt explanation. Pages 6, 7, and 8 are the plans to look at the high school. The Superintendent added the FinCom and the Capital Improvement Committee will change this proposal. Within 5 weeks the School Committee was asked to look at the whole district. If changes need to be made then an addendum can be made. Mr. Cummings asked Mr. Twomey to include the word "draft" in his motion. He replied, "No." Mr. Spadafora stated a one night discussion is not enough. Mr. Stohlman stated the Capital Improvement Plan did not contain any solution to the high school problems, if it is assumed that in the year 2007 the high school problems would then be looked at. Ms. Grimm added if the land fill is sold in 1998 -99 then it should not be a problem. Chair Cavicchi supports the plan because it has a reasonable amount of money in it with the exception of the high school. The vote was 4 -2. Mr. Stohlman and Mr. Spadafora voting against the motion. School Committee then agreed to meet Monday night about the Capital Plan. INFORMATION AND PROPOSALS Dr. Harutunian shared the MEAP testing information. ADJOURN At 11:03 p.m. Mr. Spadafora moved to adjourn from regular session. Mr. Twomey seconded the motion. The vote was unanimous. Ms. Cavicchi Ms. D'Antona Mr. Spadafora Mr. Cummings Mr. Stohlman Mr. Twomey e tful ubmitted, Harry K. Harutunian, Ph.D. Superintendent of Schools