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HomeMy WebLinkAbout2015-03-26 School Committee Packet School Committee Meeting March 26, 2015 Superintendent's Conference Room Open Session 7:00 P.M. �Aa_'_4_j 1'`:, Town of Reading i t , Meeting Posting with Agenda fiSg,, Q0✓ s Board - Committee - Commission - Council: School Committee Date: 2015-03-26 Time: 7:00 PM Building: School - Memorial High Location: Superintendent Conference Room Address: 82 Oakland Road Purpose: Open Session Meeting Called By: Linda Engelson on behalf of the Chair Notices and agendas are to be posted 48 hours in advance of the meetings excluding Saturdays, Sundays and Legal Holidays. Please keep in mind the Town Clerk's hours of operation and make necessary arrangements to be sure your posting is made in an adequate amount of time. A listing of topics that the chair reasonably anticipates will be discussed at the meeting must be on the agenda. All Meeting Postings must be submitted in typed format;handwritten notices will not be accepted. Topics of Discussion: AGENDA 7:00 p.m. I Call to Order II Recommended Procedure A. Public Input(I) B. Reports 1. Students 2. Liaison 3. Superintendent 4. Sub-Committee 5. Assistant Superintendents 6. Director of Student Services C. Continued Business 1. RMHS Retaining Wall Update(A) 2. Modular Classroom Update(A) 3. FY15 Budget Update—Natural Gas(A) D. New Business 1. Birch Meadow Presentation(I) 2. Approval of Camp Bournedale Trip(A) 3. Friends&Family Day(I) E. Routine Matters 1. Bills and Payroll (A) 2. Minutes(A) March 9,2015 3. Bids and Donations(A) Award Glass Replacement&Glazing Contract This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting.However the agenda does not necessarily include all matters which may be taken up at this meeting. Page I 1 ltr OFkf;tp`. � , Town of Reading I Meeting Posting with Agenda Award Carpentry Services Contract Accept a Donation from RMHS BPO Accept a Donation to RMHS Girls Soccer 4. Calendar(I) F. Information G. Executive Session III Future Business I Informational A Action Item All times are approximate and may change. This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting. Page 12 John F.Doherty Ed.D. L V Craig Martin Superintendent of Schools i'`il '- Assistant Superintendent r for Learning and Teaching 82 Oakland Road Reading,MA 01867 Phone:781-944-5800 ��*41 ( Martha J.Sybert Fax:781-942-9149 i Director of Finance and Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: John F.Doherty, Ed.D. Superintendent of Schools DATE: March 24, 2015 TOPIC: Birch Meadow Presentation At our meeting on Thursday evening,Birch Meadow Principal Eric Sprung and teachers Patti Beckman and Danielle Tucker will be presenting on the importance of teacher leaders at Birch Meadow Elementary and the impact this has on the school community. They will highlight some of the work they do on a regular basis to foster a positive school culture. If you have any questions,please contact me. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. John F.Doherty,Ed.D. Craig Martin Superintendent of Schools Assistant Superintendent 1.° w for Learning and Teaching 82 Oakland Road Reading,MA 01867r� f Phone:781-944-5800 ry--'+ Martha J.Sybert Fax 781-942-9149 11. , Director of Finance&Operations r :t _ 1 Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: John F.Doherty, Ed.D. Superintendent of Schools DATE: March 24,2015 TOPIC: Grade 5 Camp Bournedale Field Trip At our meeting on Thursday evening I will ask the School Committee to approve the annual Grade 5 field trip to Camp Bournedale. This trip provides fifth grade students from different schools to participate in team building and educational activities to foster positive relationships and unique exposure to environmental education. If you have any questions,please contact me. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. I.-- t` d t ,17-±ir_f: ri js P ' '39"INC017 John Doherty BIRCH MEADOW ELEMENTARY SCHOOL Eric Sprung Superintendent READING PUBLIC SCHOOLS Principal 27 Arthur B.Lord Drive,Reading,Massachusetts 01867 Tel: 781-944-2335 Fax:781-942-9164 Web site:reading.k12.ma.us/birchmeadow To: John Doherty From: Eric Sprung RE: Proposed Grade 5 Overnight trip to Camp Bournedale Date: March 12, 2015 I would like to request approval from the School Committee for a fifth grade overnight field trip to Camp Bournedale in Plymouth, Massachusetts. The trip is scheduled in September for Joshua Eaton and Barrows and in October for Birch Meadow, Wood End and Killam. The two day/one night trip for Eaton and Barrows will be Monday, September 21,2015—Tuesday, September 22, 2015. The trip for Birch Meadow,Wood End, and Killam will take glace Monday, October 19, 2015 —Tuesday, October 20, 2015. This will be the third annual trip that 5 grade students from Reading have taken to Camp Bournedale. I am pleased with the success rate and I have provided data from recent parent,teacher, and students that indicate others that have attended feel the same. Camp Bournedale provides students with engaging educational and team building overnight activities that foster positive relationships and unique exposure to environmental education. Camp Bournedale is unable to house all Reading Public Schools' fifth grade students due to sleeping quarters. Therefore,we have divided the overnight into two separate trips. The two trips provide the best possible opportunities for students to make connections based on the middle school each elementary school student will feed into. Along with wonderful learning opportunities,this experience will reinforce student respect for each other and build friendships which will continue at the elementary level and into middle school. This year the students will be leaving Camp Bournedale at 1:00 PM in order to return to Reading by 3 PM. I am formally requesting approval for this overnight experience. I have attached the agenda as well as the program details. Preparing Reading's Youth to be Productive,Informed,Independent Citizens In A Global Society The Reading Public Schools does not discriminate on the basis of race,color,sex,religion,national origin,sexual orientation,age or disability. This information should Reading Public Schools be kept on file for a Field Trip Plan minimum of 3 years. 1. Trip Coordinator: Eric Sprung School: All Elementary Schools Grade(s)Attending: 5 2. Destination: Camp Bournedale 3. Type of Trip: Day Extended Overnight XXX Out of State International 4. Purpose of Trip: See Attached 5. Date(s)of Trip: 9/21-9/22 and 10/19—10/20 Time of Departure: 7:00 am Time of Return: 3:00 pm 6. Cost of Trip: See Attached Will there be fundraising? If yes, please attach plan. 7. No.of Students Attending: 364 No.of Teachers: 17 No.of other adults: 36 Chaperones 8. Have all adults had the necessary CORI and/or SAFIS Criminal Background Checks: YES 9. Transportation Required(Circle): Bus Train Boat Plane Private Car Other 10. Name of Company Providing Transportation: North Suburban Transportation 11. If this is an overnight trip,is the bus driver getting sufficient rest in accordance with federal regulations and common sense? YES 12. Departure Information (location and carrier): Elementary School—North Suburban Transportation 13. Return Trip Information (location and carrier): Elementary School—North Suburban Transportation 14. Food and Lodging(if applicable)will be provided by: Camp Bournedale 15. Address and Phone No. of Lodging(if applicable): 110 Valley Road, Plymouth, MA 02360 16. Has the school determined that the facility has adequate insurance consistent with the level of risk involved (e.g.sedentary trip as opposed to outdoor, physically active trip)? N/A If yes,attach a copy of the policy. 17. If swimming is involved,the school has determined that a lifeguard will be on duty at all times when students are in the water. Yes No N/A XXX 18. Please describe below the educational alternative for those students who will not be attending the trip. o Student will be provided complimentary science and literacy activity which aligns with NGSS. 19. Please describe the process that will be used to determine student eligibility for the trip. o All grade 5 students will be eligible to attend. 20. Please attach the following to this document: a. A detailed itinerary of the trip(see attached) b. Signed state ethics financial disclosure forms from all teachers whose field trip cost will be covered. This is for any field trip where the cost per person is over$50. To access the form,go to http://www.mass.gov/ethics/disclosure-forms/municipal-employee-disclosure-forms/and complete Form 11d,Disclosure of Travel Expenses for Non-Elected/Appointed Employee required by 930 CMR 5.08(2)(d)1.(N/A) c. .A copy of any contract associated with the field trip.(N/A) d. A list of all adults who will be chaperoning the field trip. To be determined as trip date is closer. The Following Section is for Out of Country Field Trips Only A. Are there any current travel warnings or advisories issued by the State Department?Please go to www.cdc.gov or www.travel.state.gov. Yes No If yes, please explain B. Have you purchased medical insurance for each day of an out of country field trip? Yes_No (attach a copy of the policy) C. Is medical preclearance required? Yes No D. Does each student and staff member have the appropriate documentation necessary for travel to the country/countries being visited and for return to the United States? Yes No E. Copies of all students' passports shall be maintained by the Trip Coordinator. F. At least one staff member accompanying the students must have a phone number with international service. Name of Staff Member, Telephone Number To be completed by Reading Public School Administration I certify that all requirements of the Reading Public Schools Field Trip Policy have been fulfilled. 21. APPROVED DATE Principal(For All Field Trips) 2.2. APPROVED N 01°0(4 DATE 3 'aD 01011-0 Superin a dent of Scho•Is(For All Extended,Overnight,Out of State, nd I ternational Field Trips) School Committee Approval Date(For Overnight,Out of State,and International Field Trips) Reading Public Schools Reading, Massachusetts Parental Consent and Release Form for Field Trips Day Field Trips To be completed by teacher prior to distribution: Trip Coordinator: Eric Sprung Grade: 5 School: All Elementary Schools Date of Trip:9/21-22 and 10/19-20 Destination: Camp Bournedale Destination Address: 110 Valley Rd., Plymouth, MA 02360 Departure Time: 7:00 am Return Site: Elementary School Return time: 3:00 pm Cost of Trip: See Attached Mode of Transportation: Bus Purpose of Trip: See Attached Specific Clothing/Equipment Required for this Trip: See Attached The trip will include the following physical and sports activities (e.g. walking, running, swimming, skating, etc.): See Attached This Section to be completed by Parent/Guardian Student Name Address Parent/Guardian Name Home Phone Emergency Contact Information: (Day) (Night) (Cell) Student Cell Phone Number(if applicable) Name and phone number of person to call in the event the parent cannot be contacted Insurance Carrier Policy Subscriber's Name Policy Number Consent(To be completed by Parent/Guardian) By signing below,the Parent/Guardian agrees to the following: a) I understand that there are risks of injury associated with the above listed physical and sports activities and I consent to my child's participation in all these activities except for the following: b) Please indicate below any permanent or temporary medical or other condition, including special dietary and medication needs, or the need for visual or auditory aids, which should be known about your child. c) I agree that in the event of an emergency injury or illness, the staff member(s) in charge of the trip may act on my behalf and at my expense in obtaining medical treatment for my child. d) I agree and understand that I am responsible for the actions of my child. I understand that my child is expected to behave responsibly and to follow the rules as outlined in the school handbook and Reading Public School policies. I also understand that if my child does not follow the rules as outlined in the school handbook, appropriate disciplinary actions will be taken. If this is an overnight or extended field trip and if my child is sent home early for disciplinary reasons, I understand that I am responsible for all costs associated with such early departure and forfeit any monies paid that are not refunded to the school. e) I understand that students who violate the school's discipline code may be excluded by the school from participating in a trip. f) I agree to release and hold harmless the Reading Public Schools and its employees and volunteers from any and against any and all liability, loss damages, claims or actions, in accordance with current local, state and federal law, which I and/or my child may have arising out of my child's participation in this trip, except if due to the negligence of school staff. g) I understand that I am responsible for getting my child to and from the departure and return sites identified above, in a timely manner. I understand that my child shall be accompanied by staff member(s) during the trip, including while traveling from the departure site to the destination site, and from the destination site to the return site. h) I give my permission for my child to participate in this school trip. Signature of Parent/Guardian Date Student Declaration (to be signed by Middle School and High School students) I have read this form and I understand that I am to act on this trip in the same responsible manner in which I am expected to conduct myself in school. I accept the rules and regulations set forth by the school and the program for which I am participating. If this is an out of state or international trip, I will obey the rules, regulations, and laws of the state or foreign country. Signature of Student Date Camp Bournedale Survey results from 2014-2015 School Year Scale--Strongly Agree,Agree, Disagree,or Strongly Disagree Parent Survey 130 responses 32 of the responses were chaperones Questions: 1. My child enjoyed Camp Bournedale— 100%strongly agree or agree 2. Camp Bournedale was a positive experience for my child 99.2%strongly agree or agree 3. I would recommend this trip to future fifth graders in Reading 95%strongly agree or agree Student Survey Completed by all 5th grade students that attended the trip. Would you recommend this trip to next year's 5th grade students? 98%said yes Staff Survey Completed by all staff members that attended Questions: 1. The trip allowed for students to connect with classmates from their own school 91%strongly agree or agree 2. The trip allowed for students to connect with teachers 100%strongly agree or agree 3. The trip provided unique learning experiences for the students 100%strongly agree or agree 4. The trip was a success for students 100%strongly agree or agree Comments included From Parents: "It was extremely well planned and organized. All the staff was helpful and energetic." "As the parents of five children who have attended Killam,this trip was an excellent learning experience. By far, one of the best things that we have experienced and we have been at the school for over 13 years. Please continue to do it. Our son learned many things from the trip. He was bursting with facts and ideas from the science classes,the nature study,and the project adventure activities. Moreover, he reinforced friendships and made new friends on the trip—especially with those children that he sees at sports and town activities, but are in a different school. For us,this is crucial as he heads off to middle school with all the social challenges that it presents. The trip also taught responsibility,as our son spoke about the family style dining, cleaning up at the end of each meal, and cleaning up on Tuesday morning so he could get out and take part in the activities.—It was the best sort of educational opportunity because they had fun while they were learning. Thank you for organizing Camp Bournedale for this year,and please do it in the future." From Students: I think yes because the things we did there(Adventure, Coastal ecology, Lobster boat and Marine lab) were things I've never done before and for us and them will be an adventure never forgotten. I would recommend this trip next year because it's a great experience,the staff are nice and lastly because you get to learn stuff outside and not in a classroom. It's also a lot of great hands-on activities which makes it even more fun. Camp Bournedale was a fun experience that was adventurous throughout the trip. It's the best camp I've ever been to and quite possibly will be forever! John F.Doherty,Ed.D. Craig Martin Superintendent of Schools Assistant Superintendent for Learning and Teaching 82 Oakland Road f { Reading,MA 01867 Phone:781-944-5800 -.4 Martha J.Sybert Fax:781-942-9149 Director of Finance&Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: John F. Doherty, Ed.D. Superintendent of Schools DATE: March 24, 2015 TOPIC: RMHS Retaining Wall Update As we discussed a few months ago, we have had PARE Corporation performing an analysis of the RMHS retaining wall. I have attached their 50%opinion of probable cost for reconstruction of the retaining wall which gives a range between $361,000 to $620,000 to repair the wall. We will have a 100%opinion of probable cost estimate around April 1st when they are able to complete their analysis, which has been held up due to the snow. Upon receiving this estimate today, I made the Town Manager aware of this potential request for April Town Meeting. He will be having the Board of Selectmen vote on this as an article, along with other articles for the Special Town Meeting that is already occurring during the Regular April Town Meeting. The article would be funded through borrowing similar to the proposed lights for the Birch Meadow Complex. Please contact me if you have any questions. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. 0 �J + Engineers I Scientists I Planners PARECORP.COM C O R P O R A T I O N March 9,2015 Ms.Kelly Colon Reading Public Schools 62 Oakland Road Reading,MA 01867 Re: 50% Opinion of Probable Cost Reading Memorial High School Oakland Road Reading,MA (PARE Project No. 13064.07) Dear Ms.Colon: Pare Corporation (PARE) has reviewed the current conditions of the apparently failing retaining wall at Reading Memorial High School. The wall is located along the southwest edge of the parking lot adjacent to Oakland Road. Based on several site visits and a review of field notes and photographs, major deficiencies were observed, Several sections of the wall are not plumb and are out of both horizontal and vertical alignment causing cracked blocks and separation of joints. In addition, there is apparent settlement of ground surfaces both in front of and behind the wall resulting in displaced sidewalks, cracked asphalt, and uneven ground surfaces. Based on the severity and extent of areas affected by these deficiencies, it has been determined that the section of wall to the south of the staircase will need to be removed and reconstructed in its entirety. DISCUSSION PARE has reviewed several historical documents and found that a section of the former school occupied the area of the current wall. It is possible that uncontrolled fill underlies this wall associated with the demolition of this previous structure,and settlement of this fill could be the cause of the observed movement of the retaining wall. A pending subsurface investigation will allow for a better understanding of the conditions below the surface and therefore, a better understanding of the effort required and costs to improve the ground below the wall. As such the second page of the attached OPC is PARE's best-estimate of costs until the subsurface investigation has been performed. The following assumptions were made on this section of the OPC: 1. The depths estimating over-excavation and F&I(Furnish and Install)Fill were calculated for the required excavation within the influence zones associated with excavating 0 to 2 feet,2 to 4 feet, and 4 to 6 feet below the bottom of the proposed wall.The influence zone is defined as the area below the wall within a 1:1 slope from 1 foot beyond the base of either end of the limits of the wall.The over-excavation was then tied back into the existing ground surface at a 1.5H:1 V slope from the lowest point of the over-excavation. 2. The excavation costs provided are for 2 foot increments of depth;therefore, if over-excavation to 6 feet is required,the total anticipated cost,as identified within the 50%OPC,would be the combined costs of each 2 foot increment provided($48,120+$62,130+$100,110),for a total cost of$210,360. 3. Other assumptions made for the over-excavation are identified in the tabulated 50%OPC provided. • 10 LINCOLN ROAD, SUITE 103 FOXBORO, MA 02035 8 BLACKSTONE VALLEY PLACE LINCOLN, RI 02865 T 508.543.1755 F 508.543.1881 T 401.334.4100 F 401.334.4108 iorp Ms.Kelly Colon • -2- March 9,2015 Attached is a 50% Opinion of Probable Costs (OPC) in which PARE estimates the expected construction and engineering costs associated with the design and construction of a new wall. The costs associated with construction observation and construction phase services by an Engineer are not included at the client's request and are to be negotiated. The costs associated with the"Construction"and`Engineering" sections on the first page of this OPC have been discussed with the wall block manufacturer and represent the likely costs of demolishing and reconstructing the wall based on the known information. Based on current understanding the costs could range from$361,000 to $620,000; however, pending the subsurface investigation and final project scope, the upper bound of th is estimate could be exceeded if the unsuitable soil conditions are encountered beyond 6 feet of depth. PARE preliminarily estimates that the construction duration could be in the order of 8 to 10 weeks. As noted above, PARE will be able to provide additional recommendations for construction and a more accurate OPC when the subsurface investigation and topographic survey have been completed. If you have any questions,please feel free to contact us at 508.543.1755. Sincerely, PARE CORPORATION c.S.,104441-1 , 1.) / 4 Simon J.J.M P.G. DavidCaouette,E.I.T. Senior Project Engineer Senior Engineer c' J.Matthew BelIisle,P.E. Senior Vice President Z:UOBS\I]Iobs\I3064.07 Reading HS Gcotcch Engr Svcs Costs\OPC Cover Letter.docm tae i PROJECT:Maxim SR Block FE 901 RPM Welt) PROJECT NUMBER 5neL07 (�- SUBJECT:Opinlen el Prpepue Cwt ������ pp COMPUTATIONS 5Y:MED DDATEFpbwry2e15 Ir�/""e..ati7IE CHECK ST: DATE C CI It I'L:ii f'i I Si:1 50%Design Level OPC Item Quantity Unit Unit Price Total Source Notes Construction :aerieia11131d Hems;" .- .-- .-. Parleble Toilets 1 MON it 150.00 8 150.00 Engineers Judgment Project Superintendent 1 MON 8 8,200.00 $ 8,200.00 Assume Sdsev mbar L Slom'sperdlem QC Plans 1 LS $ 3,000,00 5 3,000.00 Alumna 401ns41 S7smr Submittals 1 LS S 3,000.110 $ 3,000.00 Marrs 40 hrs 121575ee Schedules 1 LS $ 1,500.00 $ 1,500.00 Aaums Moshe MAW Meetings 4 FA 5 150.00 5 600.00 Ammons 3n pall®slsliv Project Sgn 1 LS $ 900.00 $ 900.00 Recent project buts Proctor Teals 4 TEST S 225.00 0 900.00 laboratory Quote plus markup Steve Analyses 4 EA $ 100.00 S 400.00 Laboratory Quote plus markup Concrete SamptnglTesling 1 FA $ 400.00 5 400.00 Recent project bids Concrete Compression Tests 1 EA $ 30.00 S 30.00 Laboratory Quote plus markup Field Density Testing 10 DAY $ 500.00 S 5,000.00 Recent project bids Chemical Sol Tests 1 FA $ 1,000.00 $ 1,000.00 Recent project blds Subtotal I S 25,000.00I ,lobifici on-8 Deinolrljbn ._•y° :;,:-;�.J Mobl(¢allan I LS $ 10,000.00 5 10,000.00 Engineers Judgment Move to equipment.Chain Link around LOD Demobilization 1 LS 5 10,00000 9 10,000.00 Engineers Judgment Subtotal I $ 20,005.991 2iosiottl onftd;....:y; .s.a_tr SbaW. Bales 300 LF 5 7.00 S 2,100.00 Aecenl project bids Subtotal I$ 3,100.001 jiui sHHoti(o_r jtemeyaCoi E;iieth3gW)l ; Excavation Wtlin Footprint of Proposed 470 CY $ 25.00 5 11,750.00 Recent Project Costs Additional Excavation for 1.51 side slope 310 CY $ 25,00 5 7,750.00 Recent Project Costs Subtotal I$ 19,500.00 Aelniolid gxlsling5iiii +�'�'`.._1:::i Asphalt Shfewalk Demo 100 SY $ 6-00 $ 1,440.00 Means 201002 41 13.3314000 Alluded for small quantity(150%) Curb Demo 230 LF S 8.00 $ 1,840.00 Means 2010 02 41 13.1716000 Adjusted(or small quantity(150%) Asphalt Parking Lot Derry 240 5Y $ 13.00 5 3;120.00 Means 2010 02 41 13.1715050 Adjusted for smell quantity(150%) Fence Demo 260 LF 0 2-00 S 520,00 Means 2010 02 41 13.621 1400 Adjusted for small quantity(150%1 Fence Post Demo 33 FA 0 32.00 5 1,056.00 Means 2310 02 41 13.621 1000 Adjusted for small quantity(150%) Remove Exislin9 Block 90 CY $ 204.00 S 16,320.00 Means 2010 02 41 13.3311500 Adjusted for careful removal and salvage(150%) Excavation for Slone Pad 10 CY 0 25.00 S 250.00 Recant Project Costs Subtotal I$ 24,545.00 Famish and Stage Stone Block 2150 SF 9 12.00 $ 25,800.00 Malarial Cost from J&J Materials Assumes no salvage Furnish and Stage Synleen SF 35 8380 SF S 0,42 $ 3,520.00 Materiel Cost from JSJ Materials Assumes no salvage Furnish end Instal Slone Pad 10 CY 8 100.00 $ 1,000.00 Recent ProjactCods Adjusted for small quantity Fine grade Stone Pad 60 SY $ 20.00 $ 1,200.00 Means 2010 31 22 16.1013100 Adjusted for small quantity(600%) Install Mocks and Geogrid 2150 SF $ 6.00 $ 12,900.00 Means 2010 32 32 23.1317140 Adjusted for placement of geogrid(120%) bust Reinforced Sot 780 CY it 40.00 S 31,200.00 Recent ProjectCOSls Assumes entire excavation tilled 100%invert reinforced soil Install Drainage Pipe and Weep Holes 266 IF 5 10.00 0 2,080.00 Engineers Judgment entire length of wall with weep holes every 50 feet(5EA) install Drainage Slone and Geolextile 60 CY 5 75.00 3 4,500.00 Engineers Judgment Subtotal I 5 82,780.001 jNttemeeil;Curti a R_a)thii iri l_andecopine Fence Pasl lintel 33 EA $ 92.00 5 3,036.00 Means 2010 32 31 13.3016500 Adjusted for small quantity(150%) Fence Rat Instal 280 IF S 41.00 3 10,660,00 Means 2010 32 31 13,2010300 Mjuslad for small quantity(150%) Curb 230 IF $ 27.00 5 6,210.00 Means 2010 32 16 13.26105513 Adjusted for small quantity(150%) Asphalt Sidewalk 180 SY $ 29.00 $ 5,220.00 Means 2010 32 12 16,1310490 Adjusted for small quantity(150%) Asphalt Parking Lot 240 SY S 36.00 $ 9,120.00 Means 2010 32 12 16.1310120,0380.3000 Adjusted for small quantity(150%) Pavement Markhgs 500 IF S 4.88 $ 2,440.00 Means 2010 32 17 23.13/0730 Adjusted for small quantity(400%) Site Landscaping at Base of Wall 1 1.0 $ 5,000.00 $ 5,000.00 Engineers Judgment Subtotal 1 8 41,686.00 I SUBTOTAL $216,000.00 (Rounded to the nearest$1,000) Contract Bonds 5 5,000.00 (Rounded to the nearest$1,000) 2%of Project Subtotal 10%OwnerConlroted Contingency 5 20,000.00 (Rounded la the nearest 01,000) 10% CONCEPTUAL OPINION OF CONSTRUCTION COST:4772-4:40K0.01 (Rounded to the nearest$1,000) 20%Design Contingency 5 44,000.00 (Rounded to the nearest$1,000) CONCEPTUAL OPINION OF TOTAL CONSTRUCTION COST:;`.2 5;DU0,0o 1 (Rounded to the nearest$1000) Engineering brIBBe_ofiN'C'6sTs.Ot£lliik ilif.4oii0.3,'li Task 001:Existing Configuration Review 5 1,000.00 Task 002;Geotechnical Ste Evaluator $ 5,500.00 Task 003:Topogr5ptdc Survey $ 3,200.00 Task 004:Retaining Wall Design $ 3,000.00 Task 005:Contract Documents $ 10,000.00 Task 006;Bid Assistance It 5,000.00 ENGINEERING COST'.'$.:r 27'700:001 Page 1 of 2 PROJECT:Raa6,y DR Hick RN Nh1(RARWWI A) PROJECT NUMBER:1300500 SUBJECT:Opinion or P,obebre Cori PEE COMPUTATIONS WC UED DA•.-Febn1vy2015 CHEOx BY DATE( lk&C r?111U 1.3 50%Design Level OPC Hem quantity Unit Unit Price Total Source Notes Construction Adninistraion To Be Negotiated Potential Add-Ons • LSP-SeMcae LOP Services 1 LS '$ -7,500.00 5 7,500.00 Engineers Judgment Polen8ei for LSP if Contaminated Belle are encountered during over-excavation Subtotal I$ 7,500.00I teAgblgtate ffaing•Lbt,t-f' !';: .'''. ',:g...1 Assumes 35 feet avg width beyond wall limits and 325 feel Tong Asphalt Parking Lot Demo 1270 SY $ 11.00 S 13,97060 Means 2010 02 41 13.17/5050 Adjusted for small quantl'ty(120%) Excavation of 6asing Base Malarial 430 CY 9 25,00 5 10,750,00 Recent Project Costs F$J Geogrid 1270 SY $ 5.00 5 6,35100 Engineer's Judgment F6160 430 CY $ 40,00 $ 17,200,00 Recent Protect Coale Asphalt Parkhg Lot 1270 SY $ 30.00 0 36,100.00 Means 2010 32 12 16,1310120,0380,3000 Adjusted for small quantity(120%) Subtotal 13 86,370.00I :Owef axcavallC`n,01 Uns0lia*t3ear11p hleibiraI Over-excavation 0-2 feet 600 CY S 30.00 S 18,000.00 Recent Project Coats Adjusted for potential necessary dewaterina efforts F&I 50 600 CY 5 40.00 $ 24,000.00 Recent Project Costs Asphalt Parking Lot Demo 120 SY S 13.00 $ 1,560.00 Means 2010 02 41 13-17 1 5050 Adjusted for small quantity(150%) Asphalt Perking Lol 120 SY $ 38.00 5 4,560.00 Means 2010 32 12 16.13 10120,0380,3000 Adjusted for small quantity(150%) Subtotal I$ 49,120.00 Over-excavalion 2-4 feel 740 CY $ 35.00 9 25,900.00 Recent Project Costs Adjusted for potential necessary dewatering efforts F&100 740 CY $ 40.00 5 29,600,00 Resent Project Costa Asphalt Parking Lot Demo 130 SY $ 13.00 5 1,690.00 Means 2010 02 41 13.1715050 Adjusted for smell quantity(150%) Asphalt Parking Lot 130 SY S 38.00 5 . 4,940.00 Means 2010 32 12 16.13/0120,0350,3000 Adjusted for small quantity(150%) Subtotal I S 62,130,00 Over-excavation 4-6 feel 1090 CY 5 35.00 5 36,150.00 Recent Project Costa Adjusted for polentlal necessary dewatering efforts F0100 1090 CY 5 40.00 $ 43,600.00 Recent Project Costa Asphalt Parking Lol Demo 130 SY 5 13.00 S 1,690.00 Means 2010 02 41 13.17(5050 Adjusted for small quantity(150%) Asphalt Paddg Lot 130 SY 5 36.00 5 4,940.00 Means 2010 32 12 16.1310120,0380,3000 Adjusted for&Mall quantity(150%) Asphalt Roadway Demo 230 SY $ 13.00 $ 2,990.00 Means 2010 02 41 13.17 f 5050 Adjusted for small gonntlty(150%) Asphalt Roadway 230 SY 3 38.00 $ 6,740 00 Means 2010 32 12 16.1310120,0350,3000 Adjusted for small quantity(150%) Subtotal ll$ 100,110.00 I Page 2 of 2 John F.Doherty,Ed.D. €u Craig Martin Superintendent of Schools L � Assistant Superintendent y for Learning and Teaching 82 Oakland Road , 'i Gam` �` i.°--'�`-' Reading,MA 01867 �/> Phone:781-944-5800 / 1- Martha J.Sybert Fax 781-942-9149 .$ Director of Finance and Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow MEMORANDUM TO: Reading School Committee FROM: Martha Sybert DATE: March 24,2015 RE: Modular Classroom Project Update This memo provides an update on the modular classroom bid process. At Thursday night's School Committee meeting,we will provide further detail on the status of the project. The funding for the procurement of the six modular classrooms was approved at the February 23rd Special Town Meeting. This procurement must comply with M.G.L. Chapter 149 section 44E—Modular Construction. The modular construction procurement process differs from the design-bid-build process. Instead of selecting a designer to prepare detailed plans and specifications for the construction work,you issue a request for proposals (RFP) for modular construction that describes the project requirements in detail, lists all criteria that will be used to compare competing proposals, and states the terms and conditions that will apply to the procurement. Our timeline included milestones that aligned to the basic steps for modular constructions. The RFP was prepared and reviewed by town counsel. There was public notice of the RFP in the local newspaper,the Central Register and notice placed at Town Hall. The evaluation committee included Mr.Robinson, School Committee Vice Chair,Ms. Colon,Director of Facilities,Mr. Huggins,Assistant Director DPW,Mr.Bohannon,District Licensed Electrician and Ms. Sybert, Director of Finance and Operations. We had four vendors request the RFP and three vendors attended the mandatory site visit on March 12th. Two vendors submitted proposals by the March 19th due date. Designing and Constructing Public Facilities,Commonwealth of Massachusetts,Office of the Inspector General August 2014. Modular Procurement:The Basic Steps pg95. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. The submitted responses are required to be in two parts, a non-price proposal and a price proposal. The Evaluation Committee first determined responsiveness of the non-price proposals (required elements were included in the proposal). Each non-price proposal was assigned a rating of highly advantageous, advantageous, not advantageous or unacceptable for each evaluation criteria. Our criteria and ranking are attached. Once a preferred vendor is selected the Committee may then review the price proposal. A similar process is used to determine the most advantageous pricing. After reviewing the price proposals the committee feels the need to re-bid based on the responses. After much discussion we feel the project should be re-bid based due to the following: • The pricing page included in the RFP was ambiguous and did not specify cost by category or by school location. • The cost of the price proposal exceeded the available funds for the project. • The contract contained in the RFP included a liquidated damages clause of$1,000 per day. The inclusion of this clause led one vendor not to submit a proposal. We also believe the inclusion of this clause may have driven up the cost estimates. • The RFP lack specific site details making it difficult for vendors to accurately estimate the costs of the project. This led to one vendor not responding and reduced competition. • The RFP was narrow in scope in terms of square footage. The range was from 900 to 980 square feet per classroom. While PARE determined the more advantageous location for each modular classroom they did not recommend a not to exceed capacity. Below is a revised calendar of next steps and milestones: • March 24th submitted RFP data to Central Register • March 24th revised draft vetted with Town Counsel • April 1st RFP will be posted on Central Register, advertised on local paper and posted at Town Hall. Bid documents will be available to public. • April 8th a recommended walk-through site visit of all three sites will take place. • April 16th sealed proposals are due by 10am. • April 16th review of proposals • April 17th School Committee meeting to award the contract • April 20th Contract executed with selected vendor notice to proceed issued • Project Schedule to be developed • Occupancy to be ready for use no later than August 24th This is an aggressive time table that is nineteen weeks long from contract award date to planned occupancy date. If you have any questions in advance of the meeting,please feel free to contact me. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. John F.Doherty,Ed.D. Craig Martin Superintendent of Schools `,f `�, Assistant Superintendent ' for Learning and Teaching 82 Oakland Road •'� Reading,MA 01867 , '? Phone:781-944-5800 ■ Martha J.Sybert Fax:781-942-9149 € ‘Th Director of Finance and Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: John F.Doherty,Ed.D. Superintendent of Schools DATE: March 24,2015 TOPIC: Special Town Meeting Warrant Please find attached for your information a copy of the DRAFT Special Town Meeting warrant containing articles addressing funding requests for the modular classroom and RMHS Retaining Wall. If you have any questions,please contact me. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. COMMONWEALTH OF MASSACHUSETTS Middlesex, ss. Officer's Return, Reading: By virtue of this Warrant, I, on , 2015 notified and warned the inhabitants of the Town of Reading, qualified to vote in Town elections and Town affairs, to meet at the place and at the time specified by posting attested copies of this Town Meeting Warrant in the following public places within the Town of Reading: Precinct 1 J. Warren Killam School, 333 Charles Street Precinct 2 Reading Police Station, 15 Union Street Precinct 3 Reading Municipal Light Department, 230 Ash Street Precinct 4 Joshua Eaton School, 365 Summer Avenue Precinct 5 Walter S. Parker Middle School, 45 Temple Street Precinct 6 Barrows School, 16 Edgemont Avenue Precinct 7 Birch Meadow School, 27 Arthur B Lord Drive Precinct 8 Wood End School, 85 Sunset Rock Lane Town Hall, 16 Lowell Street The date of posting being not less than fourteen (14) days prior to April 27, 2015, the date set for Town Meeting in this Warrant. I also caused a posting of this Warrant to be published on the Town of Reading website on , 2015. , Constable A true copy Attest: Laura Gemme, Town Clerk TOWN WARRANT 4 OF$g,, _ s39PlNCO4Y0�! COMMONWEALTH OF MASSACHUSETTS Middlesex, ss. To any of the Constables of the Town of Reading, Greetings: In the name of the Commonwealth of Massachusetts, you are hereby required to notify and warn the inhabitants of the Town of Reading, qualified to vote in elections and Town affairs, to meet at the Reading Memorial High School Performing Arts Center, 62 Oakland Road, in said Reading, on Monday, April 27, 2014, at eight o'clock in the evening, at which time and place the following articles are to be acted upon and determined exclusively by Town Meeting Members in accordance with the provisions of the Reading Home Rule Charter. ARTICLE 1 To hear and act on the reports of the Board of Selectmen, School Committee, Library Trustees, Municipal Light Board, Finance Committee, Bylaw Committee, Town Manager, Town Accountant and any other Town Official, Board or Committee. Board of Selectmen Background: This article appears on the Warrant for all Town Meetings. There are no reports scheduled for this Special Town Meeting. ARTICLE 2 To choose all other necessary Town Officers and Boards or Committees and determine what instructions shall be given Town Officers and Boards or Committees, and to see what sum the Town will vote to appropriate by borrowing or transfer from available funds, or otherwise, for the purpose of funding Town Officers and Boards or Committees to carry out the instructions given to them, or take any other action with respect thereto. Board of Selectmen Background: This Article appears on the Warrant of all Town Meetings. There are no known Instructional Motions at this time. The Town Moderator requires that all proposed Instructional Motions be submitted to the Town Clerk in advance so that Town Meeting Members may be "warned" as to the subject of an Instructional Motion in advance of the motion being made. Instructional Motions are normally held until the end of all other business at Town Meeting. Finance Committee Report: No report. Bylaw Committee Report: No report. ARTICLE 3 To see if the Town will vote to amend the FY 2015-25 Capital Improvements Program as provided for in Section 7-7 of the Reading Home Rule Charter and as previously amended, or take any other action with respect thereto. Board of Selectmen Background: This article appears on the Warrant for all Town Meetings. There are no anticipated actions expected under this Article during this Special Town Meeting. Finance Committee Report: No report. Bylaw Committee Report: No report. ARTICLE 4 To see what sum the Town will raise by borrowing or transfer from available funds, or otherwise, and appropriate for the purpose of making extraordinary repairs, replacement and/or new installation of field lighting systems, including the costs of consulting services, audits, plans, documents, cost estimates, bidding services and all related expenses incidental thereto and necessary in connection therewith, said sum to be expended by and under the direction of the Town Manager; and to see if the Town will authorize the Board of Selectmen, Town Manager, or any other agency of the Town, to apply for a grant or grants, to be used to defray the cost of all, or any part of, said field lighting systems improvements; and to authorize the Town Manager to enter into any and all contracts and agreements as may be necessary to carry out the purposes of this Article, or take any other action with respect thereto Board of Selectmen Background: BASED ON BOS 3/24 DISCUSSION Finance Committee Report: The Finance Committee recommends this Article by a vote of xx at their meeting on March 25, 2015. Bylaw Committee Report: No report. ARTICLE 5 To see what sum the Town will raise by borrowing or transfer from available funds, or otherwise, and appropriate, to be added to this amount appropriated for modular classrooms under Article 6 of the February 23, 2015 Special Town Meeting, for the purpose of purchasing and placing modular classroom units at elementary schools, including the costs of consulting services, audits, plans, documents, cost estimates, bidding services and all related expenses incidental thereto and necessary in connection therewith, said sum to be expended by and under the direction of the School Committee and the Town Manager; and to see if the Town will authorize the School Committee, Board of Selectmen, Town Manager, or any other agency of the Town, to apply for a grant or grants to be used to defray the cost of all, or any part of, said improvements; and to authorize the School Committee and/or the Town Manager to enter into any and all contracts and agreements as may be necessary to carry out the purposes of this Article. Board of Selectmen as a courtesy to the School Committee Background: Here is a draft introduction version from Bob—it will be updated after Thursday's SC meeting: A Special Town Meeting in February 2015 approved $1.2 million to be used from Free Cash towards the purchase and siting of modular classrooms at the Joshua Eaton, Alice M. Barrows and J. Killam Elementary Schools. A subsequent first round of the procurement process has revealed the need for the School Committee to make some choices ranging from technical specifications to a request for additional funding. These will be made after the second round of the procurement process. In order to provide the most flexibility to the project, this Article has been placed on the Warrant. There are three possible outcomes: a) The Article will be tabled; b) The Article will move forward as a request to use debt instead of Free Cash for an amount up to $1.2 million; c) The Article will move forward with a request to include additional funding above $1.2 million, and to use debt instead of Free Cash. The first two choices above indicate the previously requested $1.2 million is ample for the project, and that is the current expectation and desire of the School Committee. In this case a further discussion about the best financial approach, in consideration of the exact cash flow needs of the project and all other relevant financial factors will be held. The third choice will indicate that the $1.2 million is not adequate, in which case Town Meeting will be asked to approve debt for the entire project. Note that if this is the case, the Capital plan in Article 4 of the Annual Town Meeting will need to be amended for the new total project cost. SCHOOLS to fill in additional detail Finance Committee Report: The Finance Committee recommends this Article by a vote of xx at their meeting on March 25, 2015. Bylaw Committee Report: No report. ARTICLE 6 To see what sum the Town will raise by borrowing or transfer from available funds, or otherwise, and appropriate for the purpose of making extraordinary repairs, replacement and/or new installation of retaining walls at Reading Memorial High School, including the costs of consulting services, audits, plans, documents, cost estimates, bidding services and all related expenses incidental thereto and necessary in connection therewith, said sum to be expended by and under the direction of the School Committee and the Town Manager; and to see if the Town will authorize the School Committee, Board of Selectmen, Town Manager, or any other agency of the Town, to apply for a grant or grants to be used to defray the cost of all, or any part of, said improvements; and to authorize the School Committee and/or the Town Manager to enter into any and all contracts and agreements as may be necessary to carry out the purposes of this Article. Board of Selectmen as a courtesy to the School Committee Background: Here is a draft introduction version from Bob—it will be updated after Thursday's SC meeting: Subsequent Town Meeting in November 2014 approved $30,000 in funding for an engineering assessment of the retaining wall for the upper parking lot at Reading Memorial High School. That assessment is 50% complete and suggests a range of roughly$350,000 to $620,000 in expected repair costs. The exact figure will be known if the snow ever melts, which hopefully will be before Annual Town Meeting! If Article 5 of this Special Town Meeting has converted previously approved use of Free Cash to be debt instead, then it is possible that this Article will be tabled and the retaining wall repair project will continue as a request to use Free Cash instead of debt. Such a request would happen under Article 5 in the Annual Town Meeting. Otherwise this Article will request debt funding for these repairs. SCHOOLS to fill in additional detail Finance Committee Report: The Finance Committee recommends this Article by a vote of xx at their meeting on March 25, 2015. Bylaw Committee Report: No report. ARTICLE 7 To see if the Town will vote, pursuant to Section 5.2 of the Reading General Bylaws, to approve and authorize the Board of Selectmen to settle potential litigation involving the Sutton Brook Disposal Area Superfund Site, involving the possible payment of a sum of more than Fifty Thousand ($50,000) Dollars, or take any other action relating thereto. Board of Selectmen Background: A late-breaking litigation matter was brought to the Town's attention in early December 2014. This included a proposed a settlement to be paid in late December 2014 in order to avoid litigation. Town Counsel was able to secure an extension for any possible settlement to allow for action by the January 2015 Special Town Meeting. The Article was tabled at January Special Town Meeting because there were not enough specifics in order to make a recommendation to settle the case. As of late March, there remain a lack of detail, but preliminary steps have suddenly been taken towards litigation against the Town. This Article is placed on this Warrant as a placeholder should any actions be requested of Town Meeting. Town Counsel will meet with the Board of Selectmen in Executive Session to discuss any developments and recommend a course of action. Finance Committee Report: The Finance Committee may be asked to advise Town Meeting on this matter once Town Counsel and the Board of Selectmen determine the best solution. Bylaw Committee Report: No report. and you are directed to serve this Warrant by posting an attested copy thereof in at least one (1) public place in each precinct of the Town not less than fourteen (14) days prior to April 27, 2015, or providing in a manner such as electronic submission, holding for pickup or mailing, an attested copy of said Warrant to each Town Meeting Member. Hereof fail not and make due return of this Warrant with your doings thereon to the Town Clerk at or before the time appointed for said meeting. Given under our hands this th day of , 2015. John Arena, Chairman Marsie K. West , Vice Chairman Daniel Ensminger, Secretary John R. Halsey Kevin Sexton SELECTMEN OF READING , Constable John F.Doherty Ed.D. Craig Martin Superintendent of Schools Assistant Superintendent _ ,7 :' for Learning and Teaching 82 Oakland Road Reading,MA 0186 '' ' Phone:781-944-5800 Martha J.Sybert Fax:781-942-9149 Director of Finance and Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: John F. Doherty,Ed.D. Superintendent of Schools DATE: March 24, 2015 TOPIC: FY15 Budget Update—Natural Gas At our meeting on Thursday evening,Ms. Sybert will update the Committee on the natural gas consumption at the DPW garage outlining the factors that have contributed to a budget deficit in the natural gas line. I have attached a memorandum from Ms. Sybert for your information. If you have any questions,please contact me. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. John F. Doherty Ed.D. Craig Martin Superintendent of Schools Assistant Superintendent r J g for Learning and Teaching 82 Oakland Road Reading,MA 01867 Phone:781-944-5800 Martha J.Sybert Fax:781-942-9149 Director of Finance and Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow MEMORANDUM TO: Dr. John F. Doherty Robert LeLacheur FROM: Martha Sybert DA1'E: March 21, 2014 RE: Additional Appropriation Request-Natural Gas Consumption As requested, we are providing an update with regard to the FY15 natural gas consumption at the DPW garage. There are a number of factors contributing to the budget deficit for natural gas. The primary factor has been the severity of the winter in terms of below average temperatures and above average snow fall. The current heating system does not have controls which impacts the ability to both monitor the temperature,program for optimal energy consumption, and achieve operational efficiencies. A second factor is the loss of heat through the large bay doors. During storms these doors are opened and closed frequently. The DPW operated on a 24 hours basis for almost the entire month of February due to the consecutive snow storms. Ms. Colon, Mr. Huggins and I have discussed the current situation but have few options to curtail the consumption issues. We are looking into the potential ROI of replacing the doors. Door closers can play a role in maintaining average temperatures. More analysis will need to be done prior to any recommendations. The chart below is presented to provide detail by year of the actual dekatherm consumption. There has been some fluctuation from year to year based on the severity of the winter. There was a significant increase in consumption this past year from FY13 to FY14. Consumption The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. increased by 21,317 dth or 73.9%. We were able to absorb the $34,540 incremental expense within the FY14 Operating Budget due to cost savings in other budget lines. Annual Consumption FY10 FY11 FY12 FY13 FY14 DPW Natural Gas Consumption in Therms 20,787 26,844 17,651 28,833 50,150 The FY15 budget for natural gas was developed based on a combination of historical averages and the actual FY13 consumption data. Through 9 months we are tracking 36.1%higher than FY14 actual consumption and we have exceeded the total consumption for FY13 which was the basis for the budget. FY10 FY11 FY12 FY13 FY14 FY15 DPW Natural Gas Consumption in Therms thru 9 mos 18,278 22,559 14,110 22,761 37,690 51,295 If we continue at the current trend we will consume an estimated 16,959 dth's for the last three months of fiscal 2015 for an estimated total consumption of 68,254 dth's. The estimated cost of the projected annual consumption is $94,094 or$64,616 over budget. We can absorb some of overage from savings in other budget lines. At this time we estimate we can absorb approximately $15,000 due to electrical savings. We are requesting addition$49,616 to fund the natural gas line. If you have any questions or need additional information please feel free to contact me. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. John F.Doherty,Ed.D. Craig Martin Superintendent of Schools F Assistant Superintendent for Learning and Teaching 82 Oakland Road ,' Reading,MA 01867 Phone:781-944-5800 CY. ; ' Martha J.Sybert Fax:781-942-9149 Director of Finance 86 Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: John F. Doherty, Ed.D. Superintendent of Schools DATE: March 24,2015 TOPIC: Friends &Family Day At our meeting on Thursday night I will ask the School Committee for input on the type of activities or displays the School Committee would like at their booth for the annual Reading Friends and Family Day on June 13th. Activities at Birch Meadow will take place between 11 am and 3 pm. If you have any questions,please contact me. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. Attention Local Businesses and Organizations: Register Now for the 12tt" Annual Reading Lions Club Reading Friends and Family Day! tends anti* June 13th, 2015 11:00 to 3:00 +r�4 Birch Meadow Area This annual celebration is your opportunity to: OC • Connect with Reading families �'0 • Share your organization's mission Iv/ 0\4 IL1ot►5 G, • Advertise your business or service • Sponsor a special event Since 2004, The Reading Lions Club has sponsored and organized Reading Friends and Family Day (RFFD). RFFD is a celebration of Reading and offers the community an opportunity to find out about local organizations, town government and businesses. RFFD brings the community together for a day full of fun events enjoyed by all ages. Community members come for the food, crafts, games, giveaways, entertainment and to learn about your organization or business! Over the past 11 years RFFD has tripled the amount of presenters and participants! Don't miss this fun and promotional opportunity! Please use the registration form on the reverse to reserve a spot for your organization or business at Reading Friends and Family Day. This is a nonprofit community event. Businesses are very welcome to promote services, but no for-profit selling is allowed. We also offer opportunities to sponsor special events. Please contact RFFD Chairperson Nancy Jenney for more information rjenney(icomcast.net. Don't forget to take time to enjoy Reading Friends and Family Day! In addition to the RFFD booth exhibits and entertainment, there will be special events including early morning the Annual Kids Fun Run and evening Fireworks both sponsored by the Friends of Reading Recreation. ��' John F.Doherty,Ed.D. Craig Martin Superintendent of Schools Assistant Superintendent ; for Learning and Teaching 82 Oakland Road Reading,MA 01867 / s - Phone:781-944-5800 ";' i Martha J.Sybert Fax:781-942-9149 = , [ Director of Finance&Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: Martha J. Sybert DATE: March 24, 2015 RE: Recommendation for Award of Contract We recently reached the end of our three year contract term for our glass replacement and glazing contract. In compliance with the MGL Chapter 149, an invitation to bid was developed and issued for a new annual glass replacement and glazing contract. We received qualified bids from just one firm, Glass &Mirror, Inc. The bid results are summarized in the attached memorandum from Director of Facilities, Kelly Colon. As you will see from those results, Glass &Mirror is the lowest responsive and responsible bidder. This contract is a time and materials contract and is a one year contract with the option to renew for two additional one-year terms. The rates quoted by Glass &Mirror will increase slightly by 1.4%and 1.2% respectively in year 2 and year 3. Based on these bid results and the excellent service and quality workmanship that we have experienced with this firm, we recommend that the contract be awarded to Glass &Mirror, Inc. of Somerville, Massachusetts. Please feel free to contact me if you have any questions. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. 4 O'FRFA X10 ss Q 4� READING PUBLIC SCHOOLS Preparing Reading's Youth to Be Respectful and Productive Citizens of a Global Society John F.Doherty,Ed.D. 62 Oakland Road Kelly Colon Superintendent Reading,Massachusetts 01867 Director of Facilities Telephone 781-942-5492 Fax 781-942-5436 MEMO To: Martha Sybert From: Kelly A.Colon Date: March 20,2015 RE: Glass Repair&Replacement Contract The following vendor(s)submitted proposals for Glass Repair&Replacement Contract: Glass&Mirror.The results of the bid opening for Glass Repair&Replacement Contract are as follows: Vendor: Total Project Cost: Glass&Mirror $51,840.00 As you can see,the lowest and only bidder is Glass&Mirror.References enclosed in the bid package were checked and all gave excellent reviews for this vendor.Additionally this vendor won the previous contract award and has been the Town&School Vendor for the past three(3)years. If you have any questions,please don't hesitate to contact me. Thank you! When writing or responding, please remember that the Secretary of State's Office has determined that email is a public record. This communication may contain privileged or other confidential information. If you are not the intended recipient, or believe that you have received this communication in error, please do not print, copy, retransmit, disseminate, or otherwise use the information. Also, please indicate to the sender that you have received this email in error, and delete the copy you received. The Reading Public Schools does not discriminate on the basis of race,color,sex,religion,national origin,sexual orientation,age or disability. John F.Doherty,Ed.D. Craig Martin Superintendent of Schools s Assistant Superintendent for Learning and Teaching 82 Oakland Road - Reading,MA 01867 F '! Phone:781-944-5800 Martha J.Sybert Fax:781-942-9149 � r'' Director of Finance&Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: Martha J. Sybert DATE: March 24, 2015 RE: Recommendation for Award of Contract We recently reached the end of our three year contract term for our carpentry services contract. In compliance with the MGL Chapter 149, an invitation to bid was developed and issued for a new annual carpentry services contract. We received qualified bids from three different firms. Those bid results are summarized in the attached memorandum from Director of Facilities,Kelly Colon. As you will see from those results, Marino Construction is the lowest responsive and responsible bidder. This contract is a time and materials contract and is a one year contract with the option to renew for two additional one-year terms. The rates quoted by Marino Construction will increase slightly by 1.1% in year 2 and year 3. Based on these bid results and the reference check results, we recommend that the contract be awarded to Marino Construction. Please feel free to contact me if you have any questions. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. OF R fItT g r l - 1 sJ8+0,65v�p READING PUBLIC SCHOOLS Preparing Reading's Youth to Be Respectful and Productive Citizens of a Global Society John F.Doherty,Ed.D. 62 Oakland Road Kelly Colon Superintendent Reading,Massachusetts 01867 Director of Facilities Telephone 781-942-5492 Fax 781-942-5436 MEMO To: Martha Sybert From: Kelly Colon Date: March 23,2015 RE: General Carpentry&Construction Contract The following vendors submitted proposals for General Carpentry&Construction Contract: Marino Construction,Infrastructure Limited,and Falcon Services Inc.The results of the bid opening for General Carpentry&Construction Contract are as follows: Vendor: Total Project Cost: Marino Construction $ 33,810.00 Infrastrucure Limited $ 39,780.00 Falcon Services Inc. $ 44,312.50 As you can see,the lowest bidder is Marino Construction.References enclosed in the bid package were checked and all gave excellent reviews for this vendor. The references contacted were:Hopkinton Public Schools, Reading Housing Authority,Dracut Housing Authority and Littleton Housing Authority. If you have any questions,please don't hesitate to contact me. Thank you! When writing or responding, please remember that the Secretary of State's Office has determined that email is a public record. This communication may contain privileged or other confidential information. If you are not the intended recipient, or believe that you have received this communication in error, please do not print, copy, retransmit, disseminate, or otherwise use the information. Also, please indicate to the sender that you have received this email in error, and delete the copy you received. The Reading Public Schools does not discriminate on the basis of race,color,sex,religion,national origin,sexual orientation,age or disability. John F.Doherty,Ed.D. Craig Martin Superintendent of Schools ;m - '' Assistant Superintendent for Learning and Teaching 82 Oakland Road .- Reading,MA 01867 Phone:781-944-5800 • Martha .Sybert Director of Finance t Operations Fax:781-942-9149 Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: John F. Doherty, Ed.D. Superintendent of Schools DATE: March 24, 2015 TOPIC: Accept of a Donation from the RMHS BPO At our meeting on Thursday evening I will ask the School Committee to accept a donation from the Reading Memorial High School Band Parents Organization to be used to support the coaching assistants for the Winter Guard, Percussion and Stage Band. If you have any questions,please contact me. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. Reading Memorial High School 1.1111111Yml-' : Band Parents Organization re4 !pi PO Box 251 Reading MA 01867 - _ _ EIN 04-2888658 March 11, 2015 Martha Sybert Director of Finance &Operations 82 Oakland Road Reading MA 01867 • Dear Ms. Sybert, Please find enclosed a check for$10,511.12 as a donation from the RMHS Band Parent Organization to the Reading Public Schools, specifically to the Reading Memorial High School. The BPO executive board voted at our last meeting to support the expenses associated with coaching assistants for Winter Guard, Percussion and Stage Band. Thank you, Dr. Doherty and the school committee, for the continued support of our mutual goal of promoting the musical education of RMHS Students. Sincerely, • r ♦, Patricia Gernert RMHS BPO Treasurer John F.Doherty,Ed.D. Craig Martin Superintendent of Schools Vr Assistant Superintendent for Learning and Teaching 82 Oakland Road { { Reading,MA 01867 Phone:781-944-5800 �-4,•A'..`':,77::11""; � Martha J.Sybert /J� Fax:781-942-9149 T , Director of Finance&Operations Reading Public Schools Instilling a joy of learning and inspiring the innovative leaders of tomorrow TO: Reading School Committee FROM: John F. Doherty, Ed.D. Superintendent of Schools DATE: March 24, 2015 TOPIC: Accept of a Donation to RMHS Girls Soccer At our meeting on Thursday evening I will ask the School Committee to accept a donation from the Reading Memorial High School Girls Soccer Parents Association to be used to support the coaching assistants for the fall 2015 season. If you have any questions, please contact me. The Reading Public Schools does not discriminate on the basis of race,color,sex,gender identity,religion,national origin,sexual orientation,age or disability. Reading Girls Soccer Parents Association 40 Sanborn Lane Reading, MA 01867 781-942-9664 March 23, 2015 • Reading School Committee: The Reading Girls Soccer Parents Association (RGSPA) requests the Reading School Committee and School Administration hire a paid assistant coach for the girls'soccer program for the 2015 season. Our new varsity soccer coach, Ms.Jennifer Hagopian supports the hiring and is prepared to participate in the interview process. Enclosed is a donation of $1,500 to reimburse the town for the salary of the • assistant coach. Thank you for your time and support. Sincerely, James Small Treasurer CC: Mr. Tom Zaya—Assistant Principal Ms. Jennifer Hagopian—Girls Varsity Coach • F,nt . f+-. 1 Town of Reading (, IT. ;"rn—'-. 1) Meeting Minutes 11 Board - Committee - Commission - Council: School Committee Date: 2015-03-09 Time: 7:00 PM Building: School - Memorial High Location: Superintendent Conference Room Address: 82 Oakland Road Purpose: Open Session Session: General Session Attendees: Members - Present: Linda Snow Dockser John Doherty, Superintendent Jeanne Borawski Craig Martin, Assistant Superintendent Chuck Robinson Martha Sybert, Director of Finance Chris Caruso Carolyn Wilson, Director of Student Services Elaine Webb arrived at 7:05 p.m. Gary Nihan Members - Not Present: Carl Gillies, Student Representative Others Present: Andrea Nastri - Student Representative Doug Lyons, Parker Principal Andrew Spinelli, Parker teacher Jane Costa, Parker teacher Chris Twomey, Parker teacher Juli Mitrano, Parker teacher Al Sylvia, Reading Chronicle Nancy Docktor, SC Candidate Steve Zessis, SC Candidate Chris Copeland, RTA president Minutes Respectfully Submitted By: John F. Doherty, Ed.D. Superintendent Topics of Discussion: I. Call to Order Chair Caruso called the School Committee to order at 7:03 p.m. Chair Caruso welcomed guests and reviewed the agenda. II. Recommended Procedure A. Public Input(I) Chair Caruso called for public input. There was none. Page I 1 B. Donations(out of order) Friends of Reading Football Mr. Tom Connery and Mr. Cyril McWeeney, Friends of Reading Football, presented a gift of 10 Reading Rocket flags to be flown during football and school events held in the Stadium. Mrs. Webb arrived at 7:05 p.m. These flags will replace the outdated flags currently used that represent the towns of the Middlesex League. The league structure has changed therefore all teams are not represented. Mr. Connery pointed out that this donation was suggested by the Class of 2015 football players. Mr.Robinson moved, seconded by Mrs.Borawski,to accept a donation from the Friends of Reading Football in the amount of$2,500 to be used to purchase stadium flags. The motion carried 6-0. C. New Business (out of order) Parker Presentation Mr. Lyons introduced members of his 7th grade team that would be presenting this evening. He provided a brief overview of the presentation, "Measuring What Matters Most—Helping 7th Graders Create a Culture of Ownership and Personal Best". Tonight the team will discuss how the 7th grade team at Parker is addressing the behavioral health needs of their students. The strategy is aligned with school and district goals looking at what is in the best interest of the students. The process begins in the spring with discussions as part of the team meetings where the educators work on goals as part of the educator growth plans. Mr. Twomey shared that his team would be describing"Office Hours", a system of support that provides consistency and accountability to help students take ownership of their learning while the other team will show how they analyze student learning trends and use self-assessment tools to help students and teachers meaningfully reflect on behaviors that enhance student learning. Mr. Twomey said the Office Hours concept was created to offer a consist support system for students to teach accountability and ownership of actions and work. Office hours are offered four days a week from 2:30—3:30 pm everyday but Wednesday. It is a team system with each teacher taking a day to provide the support. Students can come in for extra help on an assignment, study for a test, for test and quiz makeup, a quiet place to get work done or to be able to access technology that may be unavailable at home. Ms. Mitrano shared that the students and parents are aware of the system and know the office hour provides a place for students to get extra support and to ask questions. Page 12 Students are also required to attend the office hour if they have late,missing or incomplete assignments,unsatisfactory behavior in class or if a parent has requested that their child attend. Mr. Twomey added that a goal is to change the perception that the required attendance is detention. If a student fails to attend the required office hour an email is sent home to the parent notifying them. This helps to keep the students accountable for their actions. If a student has a conflict and is unable to attend a required office hour they can check in with the teacher on duty and make arrangements to attend another day. Mr. Twomey said that the use of a Google Doc provides tracking of students that have been assigned to the office hour with the reason. The Google Doc is a sortable database that allows the teachers to track a student's growth, identify struggling students,patterns of attendance and who is attending. Ms. Mitrano said some kids come every day for various reasons. Mr. Robinson asked if students will help other students. Ms. Mitrano said yes they will. There is an atmosphere of cooperative learning but the teachers still have to manage the session. Mrs. Borawski asked how the data collection enables the staff to see trends. Mr. Twomey said that the teachers were able to see who was attending office hours on a daily basis. They have found that attendance was greater in the fall. As the year has gone on students have made adjustments to be successful. The office hour provides a safe supportive environment for students. There has been a decrease in missing assignments and the communication between both the student and teacher and the parent and teacher has improved. Mr.Lyons concluded by saying that no student is going to slip through the cracks. This program makes them accountable for their actions and behavior. The office hour model provides for a positive intervention and is not meant to feel punitive. The second half of the presentation began. Mr. Spinelli began the presentation on "Promoting Positive Learning Behaviors". He said that this model was built off of the success of student led conferences asking the following questions: How can we help students become more self-aware and what are the kinds of positive behaviors that we want them to display and be aware of? Ms. Costa said the process began at the beginning of the school year as the teachers became"students of their students"to observe behaviors. After the observation period the Costa team also met with the students to discuss the strengths and goals for them. Mr. Spinelli explained that the process has to reset each year with the new group of students. Page 13 Ms. Costa said that so far this year the students have received feedback indicating they are polite,responsible for turning assignments in in a timely manner and they work well collaboratively. She continued, sharing what the team hopes are for the 7th graders which include learning to advocate for themselves,to be able to recognize and consistently follow class routines/procedures,to learn how to set meaningful goals and to define their personal best and learn how to push themselves further. Mr. Spinelli continued saying that the teachers work with the students guiding them through the reflective process by having them complete a positive learning behavior rating scale/reflection sheet, developing student driven goals and having 1:1 conferences. The team meets prior to the 1:1 conferences to share information on the students. He went on to share student behavioral scale/reflection rubrics. This rubric is based on the school core values of kindness, community and personal best. The students are also asked to write a"Dear Me" letter where they write reflections as if they were our team of teachers. The students shared these reflections with their parents and the letter writing aligns with progress report time. Mr. Spinelli said that in shaping the team's professional practice they develop a consistent language to talk to and about the students, use consistent measures for gauging student learning behaviors and have a common starting point to discuss actionable steps to support individual students and groups. This ensures that all parties are on the same page. The team will look for a careful approach to completing work,more clarity/cohesion in the final product and consistent involvement in learning activities especially independent activities as signs of growth. Action steps to ensure growth include provide strategies on proofreading/checklists, checking in with the student more frequently during independent work, encourage the student to slow down and review work quality and provide positive reinforcement that the student is capable and there needs to be consistency. Ms. Costa said the team is encouraging students to focus on the process rather than the product and to evaluate how they got to a point rather than the final result/grade. They are teaching their students to persevere and step outside of their comfort zones. Mrs.Borawski asked about the transition to 8th grade. The teachers said the students Google Doc portfolios travel with the students and the 8th grade team will have access to the work. Chair Caruso thanked the group for sharing tonight. D. Reports Students Student Representative Nastri reported on the Drama production Antigone. The spring production is Sleepy Hollow the first weekend in May. She also reported Page 14 that the girl's hockey team will play in the State finals on Sunday and the Robotics team hosted a regional competition over the weekend. Liaisons Mrs. Webb reported on the Robotics Competition held over the weekend. She said the atmosphere was electric. There were 40 teams competing in the two day competition. The field house was jam packed and the atmosphere was as exciting and intense as any sporting event. The RMHS team did very well. Mr. Caruso asked how Reading was able to host this event. Dr.Doherty said it was a team goal to host a regional event. The planning of the event has been ongoing for the past six months. Dr. Snow Dockser congratulated the team and loved the spirit of the event. She said the RMHS Robotics Team won the Team Entrepreneurship Award. Team Advisor Chuck Strout was nominated for the Woodie Flowers Award and parent Sanat Patel was named the Volunteer of the Year. Director of Finance Ms. Sybert provided an update on the asbestos containment and removal at Joshua Eaton. Due to a roof leak the carpet in a small office was damaged. In the process of removing the carpet it was discovered that the floor tiles and mastic that adhered to the carpet contained asbestos. An Environmental Hygienist was called in to assess the contamination and develop a plan for removal. The remediation plan has been submitted to DEP for approval. Once approved,the removal will commence. At no time were students and staff at risk of exposure. She next reported that spring sports are scheduled to begin on Monday. With that in mind Athletic Director Tom Zaya and Director of Facilities Kelly Colon recently visited Woburn High School to observe the snow removal from the turf fields. In an effort to alleviate the demand for practice time in the field house,the district will contract to have the snow removed from the turf fields to allow for additional practice space. She updated the Committee on the status of the modular classroom procurement. The Modular Classroom Sub-Committee is in place and will begin the review of the proposals. E. Continued Business Fincom Presentation Preparation The School Committee will present the FY2016 budget to the Finance Committee on Wednesday night at Town Hall. The Superintendent will provide information on the latest state numbers in his presentation. Early Childhood Space Needs Working Group Update Page 15 Mrs. Borawski and Mr. Robinson said the group will be meeting on Thursday night and it will be recommended that the work be put on hold until the fall to allow the administration to focus on the modular project. The group will meet in the fall to discuss a direction. Dr. Snow Dockser asked about the status of the Town Building Committee. Dr. Doherty said the article has to be voted on by the Attorney General's office. Elementary Enrollment Update Superintendent Doherty updated the School Committee on the projected 2015-16 school year elementary enrollment. He pointed out that because of his ability to use the Superintendent's option across the district has allowed for class sizes to be within the School Committee recommended guidelines. With the addition of modular classrooms he has been able to address the large number of 1st grade students at Joshua Eaton and had been able to maintain current staffing levels. He also cautioned the group that these numbers will change between now and the beginning of school. Mrs.Borawski asked if any decisions have been made to what models will be used in the buildings. Dr. Doherty said, as of now,Joshua Eaton and Wood End will use the integrated model. F. New Business Joshua Eaton Principal Search Dr. Doherty shared that the position has been advertised and the search will be similar to the process used for the Barrows search. The screening committee timeline and a survey have been sent to the Joshua Eaton community. Mr. Robinson moved,seconded by Mrs. Webb,to approve the screening process and timeline for the Joshua Eaton Principal Search. Mr. Caruso pointed out that there is no longer a School Committee representative on the screening committee. Mrs. Webb asked if the Committee would be informed of the open microphone sessions. Dr. Doherty said he would inform the Committee of the sessions. The motion carried 6-0. Approval of Field Trips Robotics Mr.Robinson moved,seconded by Mrs. Borawski,to approve the RMHS Robotics Team day field trips to Bryant University in Smithfield,RI on March 21 and 22. The motion carried 6-0. Page 16 Jazz Band Mr.Robinson moved,seconded by Dr. Snow Dockser,to approve the RMHS Jazz Ensemble and Combo field trip to UNH on March 14th. Mr.Nihan was concerned about the student/chaperone ratio and would like it to be clearer on future trips approved by the School Committee. The motion carried 6-0. RMHS Boys Lacrosse Mr.Robinson moved, seconded by Dr. Snow Dockser,to approve the RMHS boy's lacrosse trip to Exeter,NH on March 28th to play against Exeter High School. The motion carried 6-0. III. Routine Matters a. Bills and Payroll (A) The following warrants were circulated and signed. Warrant S1536 2.26.15 $367,216.47 Warrant S1537 3.5.15 $160,673.88 Warrant P1518 2.27.15 $1,400,512.26 b. Minutes (A) c. Bids and Donations (A) Donations Silicon Valley Community Fund Mr. Robinson moved, seconded by Mrs. Borawski,to accept the donation in the amount of$400 from the Silicon Valley Community Fund grant program as part of an employee match from Mrs. Webb. The motion carried 6-0. Mr.Robinson moved, seconded by Mrs. Borawski,to accept a donation in the amount of$200 from the Silicon Valley Community Fund grant program as part of an employee match from Mrs. Webb. The motion carried 6-0. Mr. &Mrs. John Halsey Mr. Robinson moved,seconded by Dr. Snow Dockser,to accept a donation in the amount of$1,200 from Mr. & Mrs. John Halsey to be used to offset the cost of the Rob Surette artwork as part of the Martin Luther King Day celebration. Page I7 Dr. Snow Dockser thanked the Halsey's for the donation. The motion carried 6-0. Minutes Mr.Robinson moved,seconded by Mrs. Borawski,to approve the Financial Forum minutes date January 21,2015. The motion carried 6-0. Mr.Robinson moved,seconded by Mrs.Borawski,to approve the open session minutes dated February 24,2015. The motion carried 6-0. d. Calendar Mr. Caruso reviewed the calendar. IV.Information Dr. Snow Dockser wanted to make the community aware that the Human Relations Advisory Committee in conjunction with the Winchester group will be hosting a multi-cultural event. She also reminded the community that the HRAC is looking for new members as well as anyone interested in volunteering. She also shared that the MLK Day celebration is available on RCTV's YouTube page. V. Future Business VI.Adjournment Mr.Robinson moved,seconded by Mrs,Borawski,to go into Executive Session to conduct strategy with respect to litigation and approval of minutes and not to return to open session.. The roll call vote carried 6-0. Mrs. Borawski,Mr. Nihan,Mr.Robinson,Mr. Caruso,Mrs.Webb and Dr. Snow Dockser. The meeting adjourned at 8:46 p.m. NOTE: The minutes reflect the order as stated in the posted meeting agenda not the order they occurred during the meeting. Page 18 2014-2015 School Committee Meeting Date School Presenting @ mtg. March 26th School Committee Birch Meadow April 6th School Committee Office Hours Nihan&Webb April 7th Local Election April 27th Town Meeting April 28th School Committee Killam April 30th Town Meeting May 4th Town Meeting May 7th Town Meeting May 11th School Committee RISE Office Hours School Choice/Borawski&Snow Dockser May 18th School Committee June 1st School Committee Office Hours June 13th Friends&Family Day 11 am-3 pm Birch Meadow June 15th School Committee 3.24.15 All meetings are in the Superintendent's Conference Room at 7:00 p.m.unless otherwise noted. Dates and locations subject to change. (Bold indicates new or changed date or location.