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HomeMy WebLinkAbout2001-12-04 Board of Selectmen Minutes -- Board of Selectmen Meeting December 4, 2001 The meeting was called to order at 7:30 p.m. in the Selectmen's Meeting Room, 16 Lowell Street, Reading, Massachusetts. The Chairman of the following committees called their meetings to order with the following members present: Board of Selectmen - George Hines, Camille Anthony, Matthew Cummings, Richard Schubert and Gail Wood and Town Manager Peter Hechenbleikner. School Committee — Timothy Twomey, William Griset, John Russo, Susan Cavicchi, James Keigley, Harvey Dahl, and Superintendent of Schools Dr. Harry Harutunian. School Building Committee — Russell Graham, Ray Porter, Alexander McRae, Richard Radville, Jeff Struble and Paula Perry. Finance Committee — Richard McDonald, Catherine Martin, Randy Mason, Karen Epstein, James Francis, Robert LeLacheur, Charles Robinson and Mary Grimmer. Also in attendance were Nadine Wandzilak from the Advocate, Dennis Anderson from _ the Chronicle and the following citizens: Jackie Mandell, Linda and Gary Phillips, Tom Ryan, Carl McFadden. George Hines, Chairman of the Board of Selectmen, introduced the subject indicating that he had been contacted by the Chairman of the School Committee and asked for time on the Selectmen's Agenda to discuss whether or not a Special Election for the Debt Exclusion question for the High School design should be called. December 4, 2001 was an open night for the Board of Selectmen, the meeting of the four Committees was posted, and the Board agreed to meet. There is nothing nefarious in the timing of this meeting. Russ Graham, Chairman of the School Building Committee, presented the issue — for reasons of finances, and also to ensure that the project can be pursued in a timely basis, he has asked for this meeting. This is an item for discussion. The School Building Committee has not discussed or voted it. Dr. Harry Harutunian, Superintendent of Schools, presented information on the potential cost savings of the project if the Special Election was held in February. He also talked about the need to get the architect moving quicker in order to be able to produce a product for the November 2002 Town Meeting and potentially have the ballot question for April 2003. Tim Twomey, Chairman of the School Committee, enhanced Dr. Harry Harutunian's presentation. School Building Committee Member Richard Radville talked about a - schedule if the Special Election is called. Board of Selectmen Meeting—December 4, 2001 —Page 2 Tim Twomey reviewed the need to get input from all the stakeholders prior to the architects doing work during the Summer. An April election, if the question was successful would yield a schedule where the architect would be starting just about when school is being adjourned. He noted that it was presumptuous to expect the School Department staff to change their vacation plans to work on this project during the Summer. Russ Graham also noted that the students are part of the stakeholders. George Hines asked if most firms are not familiar with high school projects and SBAB regulations. He noted that the School Building Committee should prepare some of this stuff in advance of the election date. He feels that the financial savings is the larger of the two issues raised. He also noted that this is a renovation, not a new construction. Dr. Harutunian noted that the architect needs to watch the flow of students in the building. George Hines noted that this could be done through technology including videotape. School Committee Member Susan Cavicchi expressed concern about comments made about staff being able to work during the Summer. She noted that most of the staff work full time in the Summer and/or continuing their education. Finance Committee Member Jim Francis noted that we could allow the architects into the school buildings early to see the school in action. Tim Twomey noted that his firm does a great deal of school work. The Town can have someone come in and give a general response, or have someone come in and try to help achieve the community's objective. In doing that, you run the risk of not meeting the objectives. He also noted that there are changes in the school building program from the State and, hopefully, by June we will know those. Selectman Matthew Cummings asked about the schedule. His understanding is that the School Building Committee and the School Committee will be looking for a presentation to the Fall 2002 Town Meeting, with a vote at the April 2003 Election. Richard Radville indicated that was their intent but it would be tough to make that schedule if we wait until the April Election. Matthew Cummings asked if the work could be staged — could the RFP require the completion of deadlines and could the RFP be done prior to the Election. Dr. Harutunian felt that with such a tight timeframe, you would cut down the number of candidates. Tim Twomey noted that if we do get to the Fall Town Meeting, that we could take this to the Special Town Election in the Winter 2002/2003. Richard Radville noted that this schedule or schedule with a Special Town Meeting in December or January of 2002/2003 would be an alternative. The Town Manager noted that a Special Town Meeting costs about $500 to run. Richard Radville noted that it would take an architect two weeks to mobilize once he is authorized to proceed. Dr. Harutunian noted that with an April Election, the architect would start June 1" and 25% Board of Selectmen Meeting—December 4 2001 —Page 3 of the student body would be gone (the seniors). By having a Special Election in February, it would give the architects more time and we would have a better product. --1 Tim Twomey noted that the micro economy for school projects is still strong. Also, the legislature is likely to reduce the amount of money available from SBAB. Selectman Gail Wood noted that part of the problem may be the lack of voter education. If the Special Election is at the end of February, then it does not significantly change the schedule. Hopefully, when they look at the RFP, the architects will know what the School Building Committee is looking for. She asked what the School Building Committee's plan of action is for getting information to the public for the $450,000 debt exclusion. Russ Graham noted that this is not the School Building Committee's job to lead this effort. Their job is to give information. They are planning to go to each school with a series of meetings, hopefully, with concerned citizens. Gail Wood noted that just by going to the schools, you are talking to people who are probably already convinced and are intimidating people who might be looking for information but do not want to go to the schools. Gail Wood noted that there are three groups in Town: The Cheerleaders, the Nay Sayers and the Middle of the Road. She thinks that the PTO meetings could be hostile to those who do not have kids in the schools and are looking for information. Time is needed to get information out to people. Selectman Richard Schubert asked about the application process to SBAB. It was noted that it was a rolling application deadline and there are a number of projects moving forward. He also asked how many and no one present could give that answer. School Building Committee Member Jeff Struble noted that there are $568,000,000 of projects in the pipeline right now and $336,000,000 are for new construction. Richard Schubert noted that he feels this matter deserves the full attention of the public and should not be on the general Town ballot. School Committee Member John Russo noted that he is concerned about the amount of time to do this complex project, and is an advocate for not having a Special Election. Gary Phillips agreed with Gail Wood. He expressed concerns about whether in February versus January and its effect on the elderly voter turnout. The Finance Committee was asked how they felt about using reserve funds for a Special Election. Finance Committee Chairman Richard MacDonald felt that the reserve fund is very tight but that it would be important to meet the deadline for the Fall Town Meeting. George Hines felt that the schedule should be built into the RFP. Jackie Mandell has talked with Patrick Flaherty in the Attorney General's Office, and the Attorney General states that the same architect who does schematic designs cannot do the detailed designs —it has to be bid separately. Dr. Harutunian and George Hines disagreed. Board of Selectmen Meeting—December 4, 2001 —Pa-e 4 James Francis noted that he does not like to spend $13,000 unnecessarily. He also felt that unless there is a good campaign for the project, the likelihood of passage is poor. Chuck Robinson agreed with Jim Francis. Finance Committee Member Catherine Martin asked if we did the election in April 2002, could the Special Town Meeting be held later than the Fall Town Meeting on this matter. The Town Manager noted that the cost for a Special Town Meeting is approximately $500. Tom Ryan spoke in favor of keeping it on the April meeting. Jackie Mandell asked who selects the architect. Dr. Harutunian noted that the RFP would be ready the day after the election. Jackie Mandell noted a Town Meeting handout and noted that on the schedule presented to Town Meeting, they were not going to use the Summer months anyway. Finance Committee Member Bob LeLacheur asked what the inflationary costs were for the elementary schools. Tim Twomey stated that at the time they were approved, it was approximately 7%. School Committee Member Pete Dahl stated that he did not think weather would be problematic for a February election. Finance Committee Member Karen Epstein asked if we could include the cost of a Special Election in the $450,000 debt exclusion. The Town Manager stated that it would ......_.... be unlikely. She also asked if there are other financial questions scheduled for the ballot in April. George Hines indicated that there may very well be. Linda Phillips expressed concern about decisions being made in private. None of the committees have met in public session since Town Meeting. Selectman Matthew Cummings noted that perhaps all financial issues should be on a single ballot so the community could choose. Selectman Gail Wood asked if there is any reason why the School Building Committee did not think about a Special Town Meeting next January or February to meet the schedule. School Building Committee Member Paula Perry was concerned about voter saturation if a lot of questions were on the same ballot in April. Pete Dahl expressed concern about inflation, and noted that this is an opportunity to fast track this project. School Building Committee Member Ray Porter expressed concern that the School Building Committee had not discussed this matter. The members of the Board of Selectmen expressed their comments as follows: Richard Schubert felt that we should go with the Special Election, and it should be a separate question. Camille Anthony stated that if we go with the Special Election, the issues are going to be process related rather than staying on the subject of the school project. Board of Selectmen Meeting—December 4, 2001 —Page 5 Matthew Cummings asked what would happen if the Board of Selectmen authorized the election and the Finance Committee did not fund it. The Town Manager indicated that there could not be an election without the funding. Wood moved and Anthony seconded a motion for the Board of Selectmen to schedule a Special Election on February 26, 2002. A motion by Schubert seconded by Cummings to change the date to February 12, 2002 failed on a 2-3-0 vote with Schubert and Cummings in favor. On the main motion, the vote was 2-3-0 with Cummings and Schubert in favor. Matthew Cummings asked what would be on the municipal ballot in April. The Board of Selectmen has the authority to direct what goes on that ballot. He felt that having put the school project on an early election at the forefront would be an example of the Selectmen's support for that project as the highest priority in the community. On motion by Anthony seconded by Wood, the Board of Selectmen adjourned the meeting of December 4, 2001 at 9:35 p.m. by a vote of 5-0-0. On motion by Dahl seconded by Griset, the School Committee adjourned the meeting of December 4, 2001 at 9:35 p.m. by a vote 6-0-0. On motion by McRae seconded by Radville, the School Building Committee adjourned the meeting of December 4, 2001 at 9:35 p.m. by a vote of 6-0-0. Reslpeectfully submitted, �/ Secretary