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HomeMy WebLinkAbout1993-03-09 School Committee MinutesREADING PUBLIC SCHOOLS Reading, Massachusetts SCHOOL COMMITTEE MEETING REGULAR SESSION MINUTES MARCH 9, 1993 CALL TO ORDER Chair Matthew Cummings reconvened the meeting into open session at 9: 10 p.m. , following executive session and a recess during which School Committee members attended an open hearing of the "YES for Reading Committee". All members of the School Committee were present. Also present were Superintendent Robert J. Munnelly, Interim Assistant Superintendent Susan Y. Wheltle, a reporter from the Chronicle, former Selectman Russell Graham and Chair of the School Building Committee Roger Sanstad. NEW BUSINESS Chair Cummings announced that he would make appointments to the Audit Committee and the Bear Hill Committee. Dr. Munnelly advised that he had recruited Tom Blaney, a teacher in the Reading Memorial High School Business Department, to serve on the Audit Committee. On the recommendation of the Administration, Barbara Philbrick moved to appoint Tom Blaney to serve on the Audit Committee. George Shannon seconded the motion. The vote was unanimous. Chair Cummings reported that the Selectmen had formed a committee to study requests for proposals for the development of the Bear Hill site, and that Selectman ,George Hines had moved to include a School Committee member on the committee to keep the Administration apprised of any development's potential for school -age population impact. Chair Cummings appointed School Committee member Timothy Twomey as its repre- sentative to the Bear Hill Committee. PER -PUPIL EXPENDITURES (out of order) Superintendent Munnelly shared with the School Committee the Department of Education report of per -pupil expenditures compiled for 1991 -1992. This report shows Reading overall as $529 below the state average expenditure. He advised that copies of this report are in the Central Office and are available to the public. Dr. Munnelly added that this report includes data on regular day, special education and integrated operating costs, which includes expenditures made on the municipal side of government for the schools. He noted that while Reading is more the $500 below the overall average, our spending on instruction in the regular day program is above the state average. This, he observed, is indicative of the REGULAR SESSION MINUTES 2 MARCH 9, 1993 priority placed on instruction and the relative leanness of administration. He will circulate the report to the schools and to the Finance Committee. NEW BUSINESS REVIEW OF ELEMENTARY SCHOOL BUILDING PROGRAM Chairman Cummings asked School Committee and School Building Committee (SBC) member Roberta D'Antona to begin the discussion of the SBC design plans and financial data. The Chair also welcomed Co -Chair of the School Building Committee Roger Sanstad, who introduced members former Selectman Russell Graham, David Williams of Parker Middle School, members Paula O'Leary, Joe Lupi, Eaton Principal Donald Farnham, and architect David Finney of the Design Partnership of Cambridge. Mr. Sanstad said that in the three.years the SBC has been in existence the focus has been on space and educational needs. This year the SBC has emphasized financial planning. He reviewed the ten -year elementary school population projections for Birch Meadow and Joshua Eaton, and said that the proposed additions and renovations would create two buildings of 22 classrooms, each designed to serve approximately 508 children, a figure slightly below the peak population projections. This presentation to School Committee for endorsement was the first step in the process leading to Town Meeting, Mr. Sanstad said. Subsequent presentations will be made to the Capital Advisory Subcommittee of FinCom, the full Finance Committee, and the Selectmen. He noted that after the March 23 election, the SBC will hold two to three sessions for Town Meeting members. Mr. Sanstad then introduced architect David Finney. Mr. Finney began by discussing the population projections, empha- sizing that his goals had been to achieve equity in design working within the architectural constraints of the individual buildings, and to be cost - effective by designing not for the 1995 absolute population peak but for the probable long -term population. In comparison to the designs of three years ago, Mr. Finney continued, the 1993 plans are more efficient. Although he is now designing for more children than in 1989, the estimated costs for new construction are actually lower than in 1989. Reviewing the specifications, Mr. Finney said that both schools' additions will have steel frames with brick exterior, with a flat roof at Birch Meadow and a pitched roof at Eaton REGULAR SESSION MINUTES 3 MARCH 9, 1993 to echo the existing roofline profiles. He added there will be circulating hot water univent heating, full sprinklers in the new construction and interior walls of plaster over sheetrock as opposed to the existing masonry in the current buildings. The renovation needed at Birch Meadow, Mr. Finney said, was still relatively light, but at Joshua Eaton it would be both more intensive and extensive because of deterioration over the past three years and the requirement to bring the building up to the new standards of handicapped accessibility. He noted the estimated cost for Birch Meadow renovations is $21.26 per square foot, which includes upgrading the fire alarms and some finish work where the new building ties to the old building. Mr. Finney stated that Joshua Eaton was built in 1949, however, will be more expensive to renovate because there needs to be a complete replacement of the 45 year old electrical and mechanical systems as well as some plumbing replacement. He noted that the 1989 plan would have retained the old systems. He advised that the moisture buildup in the crawl space has caused corrosion in the building joists, and there is leakage in the cupola, as well as damaged glass block and windows. Mr. Finney added that there is also a need to improve access into and throughout the building to meet the standards of the federal Americans with Disabilities Act and Massachusetts code. Russell Graham then discussed the cash flow and schedule, thanking Town Manager Heckenbleikner and Treasurer Klepeis for their help in finding creative ways of funding the project. He noted that the five year Capital Improvement Program has items amounting to $40 million, and that the Capital Advisory Committee will decide what percentage of the operating budget each year will be given to capital expenditure. Reflecting current practice, the SBC has used the figure of 6.5% for planning purposes, although this has not yet been formally accepted. Mr. Graham noted the FY94 debt limit is $2,057,094, with $1,563,521 current indebtedness, with new requests from department heads for $533,735 in capital expense. For FY95, a $150,000 deficit is predicted, and in FY96, 97, and 98, a deficit of less than 1% is anticipated. From FY99 on, the estimate is that there will be a surplus available, rising from $1,335,217 in FY02 to $1.5 million in FY04. He added that all of these projections assume an override; if there is no override, the deficits will rise by $150,000 per year. Mr. Graham concluded that the Town has the capability to take on the School Building Program even without funding from the School Facilities Service Bureau (SFSB) . The Town will apply REGULAR SESSION MINUTES 4 MARCH 9, 1993 for a grant for 66% reimbursement, and this will give added credibility to the ability to sustain debt service. School Committee members said they were encouraged that the SBC had devised a plan which requires no sacrifice from other town departments. Mr. Graham pointed out that even if the project is turned down at Town Meeting, the structural deterioration at Eaton still must be addressed. Architect David Finney explained that an application to the SFSB requires four working drawings and that this cannot be finished by June 1993, therefore, the Town will submit an application by June 1994 instead. He noted the plan is to bid the Birch Meadow project in September 1993 so that classrooms will be available in 1994 and that the funding for the Eaton drawings would be spread through 1994 with proposal submission in August or June 1994 or 1995. . Mr. Sanstad said that the initial plan had been to do all the drawings at once for $250,000, but that the SBC had decided to spread out the project. Under the new plan $80,000 would be needed for emergency work in the Eaton crawl space in FY94, and that there would by bonding be anticipation for one year. Mrs. D'Antona said that the timing was based on the bonding and available cash within the community, and Mr. Graham re- iterated that the plan was to phase in the bonding, even though SBC would not be legally required to do so if Town Meeting approves the plan. Chair Cummings asked about temporary classrooms at Birch Meadow and Mr. Sanstad and Mr. Finney said that although they would be needed temporarily the state would not approve them for permanent use because they are not considered handicapped accessible. Mr. Cummings also asked about working with the Municipal Light Board to cut costs, and Mr. Sanstad said there was a possibility that they would help with exterior, but not interior lighting. When asked by Mr. Cummings about cost savings with more efficient heating and lighting systems, Mr. Finney replied that current code requirements for ventilation would add costs. Dr. Munnelly noted that the Town Manager was preparing a cost benefit analysis of the repair or replacement of oil tanks compared to the costs associated with gas conversion, noting that underground storage tanks must be replaced or removed by 1998. Mr. Sanstad added that if conversion of burners to gas and tank removal were included in the building project, they would be eligible for reimbursement. Mr. Finney advised that a clerk of the works would be needed to provide day to day supervision in the field, while his office would provide administrative supervision. He said the projects would be bid separately and that costs should include REGULAR SESSION MINUTES 5 MARCH 9, 1993 a 12% contingency to reflect market conditions, field changes, and cost escalation because the project would be bid in advance. In response to a School Committee member's concern about disruption of classes, he said that construction would have to take place while classes were in session, with final work done during the summer. During the construction phase there would be temporary barricades and partitions to assure safety. An additional safety and cost consideration was soil contaminated with asbestos at Eaton, the result of major replacements in piping. Roberta D'Antona moved to endorse the Eaton and Birch Meadow Elementary Schools' plan as presented by the School Building Committee. Timothy Twomey seconded the motion. The vote was unanimous. Roberta D'Antona moved that the School Committee acknowledge the outstanding efforts of the SBC and support the SBC as it brings forward the plan to Town Meeting. George Shannon__ seconded the motion. The vote was unanimous. Dr. Munnelly asked for a preliminary report on the Parker Middle School project. Mr. Sanstad announced that Design Partnership of Cambridge had also been chosen as the architects for Parker, after interviews with six finalists. He stated that Mr. Finney was working with Parker Principal Delaney and the staff to develop educational specifications, and that they should be ready for an update in six to eight weeks. Mr. Sanstad also introduced SBC member Barbara Poock who had arrived during the discussion. ANNUAL PERFORMANCE REVIEW OF THE SUPERINTENDENT Chair Cummings announced that he had compiled the results from the superintendent's evaluation forms filled out by five School Committee members, and had met with the Superintendent to go over the evaluation. While there was not unanimity, Mr. Cummings felt that the form reflected an even approach to evaluation. In general, he said, the results were positive, noting that more was demanded of the Superintendent than in the past because of reduced staffing and fiscal problems. He observed that when a Superintendent carried out duties expected of him, then ratings tended to be average, rather than outstanding. Mr. Twomey asked if the newly developed evaluation form had proved useful to School Committee members, and the general consensus was that it was useful but could be difficult to fill out. School Committee members acknowledged that even though they are in communication with the Superintendent, it was hard to know the day -to -day work of the Central Office. Mrs. D'Antona approved the evaluation form, adding that REGULAR SESSION MINUTES 6 MARCH 9, 1993 "average" did not signify mediocre, and that she had tremen- dous respect for the Superintendent's command of state and local policy as well as daily operations. Dr. Munnelly said that he appreciated the comments, and the fact that evaluation now occurs in winter rather than June, observing that the real purpose of evaluation is constructive feedback. He felt, however, that what was missing in the 60 item questionnaire was any sense of the context of his work in terms of funding, personnel, and politics. In his opinion, the questions on the form, and the checklist format fail to reflect the modern management processes, the collaboration and team building with staff and School Committee, and other work needed to maintain a dynamic organization that promotes stu- dent and staff learning. He questioned the average ratings by School Committee members with respect to his effectiveness in communication and deci- siveness, saying that he would expect School Committee members to contact him for information if they were unsure of his per- formance. Dr. Munnelly added that it was his philosophy that he should provide facts on all sides of an issue to School Committee members, rather than make unilateral decisions, and that the community's unwillingness to provide funding for schools should not be considered a measure of his ability to communicate the schools' needs. Mr. Shannon noted that he had chosen not to participate because he preferred a narrative evaluation to a checklist, and stated that he felt the Superintendent was visible in the community, communicated well and was a good advocate for education. School Committee members concurred that a narrative section may be needed, but that the checklist was a useful instrument for fostering discussion. Dr. Munnelly noted in conclusion that in the past superintendents were evaluated in a closed School Committee session but that by current Massachusetts law, the superintendent's evaluation must be public from the start, thus he felt justified in making his concerns with the process public as well. He said that in the future he expect- ed more questions and outreach from the School Committee before the evaluation. ADJOURNMENT At 11:00 p.m. George Shannon moved to adjourn to executive session for the purpose of discussing bargaining with union and non union personnel. Timothy Twomey seconded the motion. The vote was unanimous. Susan Cavicchi Barbara Philbrick Matthew Cummings Roberta D'Antona George Shannon Timothy Twomey