HomeMy WebLinkAboutFINAL SC Minutes June 9 2020 _1_.pdf FINAL
MINUTES
MINUTEMAN REGIONAL VOCATIONAL TECHNICAL SCHOOL DISTRICT
REGULAR SCHOOL COMMITTEE MEETING
JUNE 9, 2020 6:30 P.M.
VIA REMOTE PARTICIPATION
Present:
Pam Nourse, Chair(Acton) Jeff Stulin, Vice-Chair(Needham)
Dave Horton, Secretary(Lexington) Alice DeLuca(Stow)
Steve LeDoux (Concord) Ford Spalding(Dover)
Sue Sheffler(Arlington) Jim Gammill (Belmont)
Jennifer Leone (Lancaster)
Absent: Dave O'Connor(Bolton)
Weighted Vote: Weighted Vote present at start of meeting: 82.10%
Others Present: Dr. Edward Bouquillon, Dr. Robert Gerardi, Dr. Amy Perreault, Cheryl
Mixon, Kevin Mahoney, George Clement, Heather Plater, Brian Tildsley, and Julia Pisegna
1. CALL TO ORDER: OPEN SESSION
The Chair called the meeting to order at 6:35 p.m.
2. ADOPTION OF REMOTE PARTICIPATION
VOTE: To adopt remote participation by all members of the Minuteman School
Committee pursuant to and in accordance with Sections (2) and (3) of the
Executive Order Suspending Certain Provisions of the Open Meeting Law made
by the Governor of Massachusetts on March 12, 2020, such adoption to be
effective until said Executive Order is rescinded or the Commonwealth's State of
Emergency as referenced in said Executive Order, is terminated, whichever
happens first.
ACTION 2020 #28
Moved(Stulin) and seconded(Horton)
To approve remote participation
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VOTE: 8 members in room at time of vote
Weighted Vote present: 82.10%
Weight needed: >41.05%
Names of towns opposing or abstaining: none
Final percentage results of vote: 82.10%
Final status of the vote: Unanimous
Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
Steve LeDoux (Concord)
Ford Spalding(Dover)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
2. CHAIR'S REPORT, Pam Nourse
a. For the Good of the Organization
Ms. Nourse confirmed with members that the date of the next School Committee
meeting will be Tuesday, June 23rd at 6:30 p.m., followed by the July 14th meeting
which will be the annual reorganization and election of officers meeting.
Ms. Nourse thanked Dr. Bouquillon and the administration for the wonderful graduation
ceremony held for the students. Mr. Spalding shared that it was the best graduation he
has attended and that all students and their families had a great time.
3. SUPERINTENDENT'S REPORT, Dr. Edward Bouquillon
a. Opening of School Update (Fall and Summer)
Dr. Bouquillon reported that DESE has provided some guidance on the opening of
school, PPE requirements, and the social distancing guidelines to follow.
The District is currently planning for a week on/week off, half day/every day schedule
with formats for 9-11 students and 10-12 students which focuses on core academics and
the needs of students, and shared that he is confident that the District will be prepared so
that families can feel assured they are sending their students back to a safe environment.
Dr. Bouquillon will continue to update Committee members when the schedule and plan
are complete.
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b. Appointment of Attendance Officer
Dr. Bouquillon provided members in their packet with information from the Department
of Elementary and Secondary Education and laws relative to the requirement for
Districts to have an Attendance Officer, and he recommended Cheryl Mixon. Dr.
Bouquillon shared that Ms. Mixon currently deals with students and attendance issues
and noted that the position includes a stipend in the amount of$5,000 per year.
Ms. Mixon shared her responsibilities of working with the teachers, administration and
students when attendance issues arise,but noted the importance of contact with students,
especially under the current situation and remote learning.
ACTION 2020 #29
Moved (Spalding) and seconded(Sheffler)
To appoint Cheryl Mixon as Attendance Officer for the District
VOTE: 8 members in room at time of vote
Weighted Vote present: 82.10%
Weight needed: >41.05%
Names of towns opposing or abstaining: none
Final percentage results of vote: 82.10%
Final status of the vote: Unanimous
Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
Steve LeDoux (Concord)
Ford Spalding(Dover)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
(Ms. Leone joined the meeting at 6:•47 p.m.)
c. School Building Project—Ford Spalding
i. Project Update
Dr. Bouquillon provided an update as follow:
• Punch List Item Update - 100 punch list items remain
• Certificate of Occupancy(CO)Update - The final Certificate of Occupancy
is waiting on final plantings which will be completed in the next week.
• Photovoltaic System Update - The photovoltaic system on the roof of the
building is moving forward. Dr. Bouquillon noted that a Letter of Intent has
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been signed with a new company and secures $2 M in LEED incentives for the
District.
Mr. Gammill noted that the Finance Committee has reviewed the analysis of the proposal of
the previous company, and he encouraged the administration to make certain that the terms
were as favorable as could be negotiated. Dr. Bouquillon noted that Ms. Greenblatt had
completed her analysis.
ii. Athletic Fields Update and Presentation
Moved(Spalding) and seconded(Stulin)
VOTE to authorize the expenditure of $5,965,000 for the purpose of
constructing three (3) synthetic turf athletic fields, including equipment,
scoreboards, fencing, portable bleachers and all related general and
administrative costs as the base scope of work; and further, that the
construction documents include as an add/alternate the scope of work to
include field lighting in each field, and further as a 2nd add/alternate the scope
of work to include a track and related infrastructure. To fund the base
contract, the School Committee authorizes the actions listed below:
• Use of $3,700,000 of available funds from the school building project
account;
• Authorize the use of $555,000 from the Facilities Rental Revolving
account;
• Authorize the use of $1,215,000 from the Capital Stabilization account,
subject to approval of funding included in the FY21 Budget.
• To amend the FY21 budget to appropriate the sum of$495,000 to be raised
from the collection of FY21 capital fees for a total of$5,965,000.
Further, authorize to move forward on an add/alternate scope of work subject
to review and funding by the School Committee.
Dr. Bouquillon shared the PowerPoint presentation on the fields with Committee members.
Heather Plater, Director of Athletics, presented an overview of enrollment and student
interest in Minuteman athletics, noting the importance of athletics for prospective students, as
well as the social-emotional growth of students which builds confidence, self-esteem,
relationships, teamwork, and health and wellness skills. The District continues to offer no-
cut, no-user fees to all athletic programs. The added fields would strengthen the existing
teams and add capacity for additional teams for girls, and allows the District to meet the Title
IX threshold of having little to no gender equity gaps in opportunities for males and females.
Ms. Plater reviewed the number of students participating in sports and also highlighted the
recommended field project (#6) which supports fall/spring boys and girls soccer, football,
and potentially girls field hockey, as well as boys baseball, girls softball, boys lacrosse and
potentially girls lacrosse.
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Mr. Spalding then shared the strong desire from local organizations to rent the athletic space.
The District has confirmed that 12 area organizations are interested in renting the athletic
fields and reviewed an independent analysis for the potential annual field rental revenue of
$400,000 to $500,000, as well as rental opportunities for graduations, tournaments and
summer camps. Dr. Bouquillon noted that the temporary loss of Arlington High School
fields presents another potential opportunity for modest revenue in support of a member
Town.
Mr. Spalding discussed the options which were reviewed which included Option 1 —Natural
open meadow; Option 2 — Natural open lawn; Option 3 — Synthetic turf field with lawn;
Option 4 — Synthetic turf field with track and lawn; Option 5 — three multi-sport synthetic
fields (no track); and the preferred option — Option 6 — three synthetic fields — one each for
multiuse, softball, and baseball.
Mr. Spalding reviewed the field construction options and estimated the project cost for each
of the options no. 1-6, and recommended option no. 6 with an estimated project cost of
$5,965,000.
Brian Tildsley, Assistant Principal and Varsity Football and Lacrosse Coach, discussed the
growing demand for girls lacrosse and field hockey, and shared that Minuteman remains
competitive in recruitment and the admissions process. He also listed the many uses for the
fields during physical education class.
Ms. DeLuca addressed a point of order noting that this vote was included in an email to
Committee members this afternoon, the vote does not appear on the agenda, and the entire
Committee is not present, and seeing that the vote was not properly noticed and the
magnitude of the vote, it would be best to have the whole Committee present to support it.
Dr. Bouquillon noted that a motion was made and seconded. The Committee has the option
to vote on the item or table the item to a future meeting.
Ms. Nourse suggested that the presentation continue, and the matter can be discussed further
at the end of the presentation to decide if the Committee is ready to vote or table the item to a
future meeting.
Mr. Mahoney then proceeded with the finance plan for the recommended option 6 — three
synthetic fields project, and noted that the Finance Committee has reviewed this information
also.
He highlighted the source and amount of the funds, and discussed the history of the capital
stabilization account and budgets, and the plan to replenish all reserve funds. Further, he
noted that the strategy going forward to replenish the capital stabilization fund would be to
budget $100,00 a year in the District budget, and cited the additional facilities rental
resources of the theater, the new gym and conference facilities, as well as the use of projected
and collected capital fees.
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Mr. Mahoney reviewed the financial model as a self-sustaining operation, including capital
replacement, and would not impose additional costs to the district budget and member
assessments with the projected annual revenue, operating expenses, annual capital reserve
funding, and an independent review, with the total projected operating surplus of$113,450.
He also reviewed the funding of the field lighting add/alternate and the tax exempt municipal
lease lighting, principal and interest, for each field.
Mr. Tildsley closed the presentation stating that the addition of fields completes the vision of
the Minuteman construction project with a state-of-the-art building and an athletic facility
which would be a source of pride for Minuteman for years to come.
Discussion ensued as committee members shared their comments and concerns.
Mr. Stalin discussed concerns relative to the potential impact to assessments, risks to the
stabilization fund, and the timing of undertaking a project which requires money being spent
during a pandemic and all the uncertainties surrounding it, as well as the loss of momentum
and the team that is currently in place, but he noted that this is a reasonable proposal, the
timing is right, and the District has found a way to pay for it. He asked that an additional
outside independent entity review the proposals for a final sense of certainty.
Mr. Gammill shared that the Finance Committee has discussed and reviewed all items and
that selling one or more of the Mill Street properties becomes a more attractive option when
considering the least impact on member town assessments going forward, and commented
that the District is rich in resources.
Ms. Sheffler shared that after seeing the presentation and the details included it in, she feels
strong that this should be done because investing this much in the students that will use this
facility for decades to come is the right thing to do, and noted that Mr. Mahoney's input
gives her a feeling of stability to the project and thanked the administration for all their hard
work.
Mr. Mahoney shared that there were conversations with the auditors, bond counsel and
Unibank Fiscal Advisors relative to the mechanics of the funding sources, terms, and
different options.
Ms. DeLuca reiterated that she supports sports, but the optics of moving forward with this
vote is potentially detrimental to the school, since we are asking smaller communities to
increase the cost per student because the capital fee revenue will not be returned to them, and
she feels that at this time, especially in light of the pandemic and the number of people
currently out of work, it is imperative that the District has done their due diligence to ensure
that every possible thing was done to keep costs down.
Ms. DeLuca also shared that she resents being asked to vote on an item that she was not
aware there was going to be a vote on.
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Ms. Leone agreed with Ms. DeLuca and that she is not able to vote on this item this evening,
and would like to discuss this with her Town Finance Subcommittee, and noted that the
biggest obstacle in Lancaster would be the use of the capital fees.
Ms. Nourse thanked the administration for their presentation and all the information
provided, however, due to the COVID pandemic, she does not feel comfortable voting on
this at this time as the uncertainties of what school will be like next year, and the potential
costs that may be associated with the opening of schools.
Mr. Horton agreed that it would be best to vote on this at the next scheduled School
Committee meeting, and noted that selling land is a huge decision to undertake for the
District and he is not a supporter of selling land.
Mr. Spalding withdrew his motion currently on the table and asked Committee members to
check with their Town officials, but he noted the importance of taking a vote at the next
scheduled meeting on June 23rd as there are several School Committee members leaving and
the construction team is coming to the completion of the project.
Mr. Gammill suggested Dr. Bouquillon contact the Lincoln Community Development staff
relative to the sale of the Mill Street parcels.
Ms. Nourse accepted the withdrawal of Mr. Spalding's motion.
Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
Steve LeDoux (Concord)
Ford Spalding(Dover)
Jennifer Leone (Lancaster)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
5. DIRECTOR OF FINANCE'S REPORT, Dr. Robert Gerardi
a. Finance Subcommittee—Jim Gammill
Mr. Gammill noted that there was no Finance Subcommittee report, as all items have
been previously discussed.
b, FY20 Budget Transfers
Dr. Gerardi requested the Committee authorize the recommended line item budget
transfers in the FY20 budget noting that this is an annual housekeeping measure to
move identified surplus balances to fund projected under-budgeted line items to close
out the year with all function codes having a net surplus balance.
VOTE: To approve FY20 transfers, as presented
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ACTION 2020 #30
Moved (Leone) and seconded(Sheffler)
To approve the FY20 transfers, as presented
VOTE: 9 members in room at time of vote
Weighted Vote present: 93.49%
Weight needed: >46.745%
Names of towns opposing or abstaining: none
Final percentage results of vote: 93.49%
Final status of the vote: Unanimous
Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
Steve LeDoux (Concord)
Ford Spalding(Dover)
Jennifer Leone (Lancaster)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
6. SUBCOMMITTEE REPORTS
a. Policy Subcommittee -Alice DeLuca
Ms. DeLuca noted that the group is looking into a policy to appoint associate members
as non-voting participants, who have particular expertise in certain areas, to the
subcommittees and task forces. Dr. Perreault has brought the item before the attorney
for further discussion. Ms. DeLuca will continue to keep members updated on this item.
b. Superintendent Negotiations and Evaluation Subcommittee -Jennifer Leone
Ms. Leone noted that this item was voted on at the previous School Committee meeting,
but for the purposes of the record, the vote has been added to this agenda for a formal
vote.
VOTE: To approve the annual salary increase of 2.33% for Dr. Edward
Bouquillon
ACTION 2020 #31
Moved(Horton) and seconded(DeLuca)
To approve the annual salary increase of 2.33% for Dr. Edward Bouquillon, as
presented
VOTE: 9 members in room at time of vote
Weighted Vote present: 93.49%
Weight needed: >46.745%
Names of towns opposing or abstaining: none
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Final percentage results of vote: 93.49%
Final status of the vote: Unanimous
Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
Steve LeDoux (Concord)
Ford Spalding(Dover)
Jennifer Leone (Lancaster)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
7. SECRETARY'S REPORT,Dave Horton
a. Approval of Draft Minutes of May 21, 2020
VOTE: To approve the draft minutes of May 21, 2020, as presented
ACTION 2020 #32
Moved (Horton) and seconded(Stulin)
To approve the draft minutes of May 21, 2020, as presented
VOTE: 9 members in room at time of vote
Weighted Vote present: 93.49%
Weight needed: >46.745%
Names of towns opposing or abstaining: none
Final percentage results of vote: 93.49%
Final status of the vote: Unanimous
Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
Steve LeDoux (Concord)
Ford Spalding(Dover)
Jennifer Leone (Lancaster)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
8. POSSIBLE EXECUTIVE SESSION
Dr. Bouquillon noted that there was no need for an Executive Session.
9. ADJOURNMENT
There being no further business, the School Committee took the following vote:
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ACTION 2020 #33
Moved(Leone) and seconded(Stulin)
To adjourn the meeting at 8:28 PM
VOTE: 9 members in room at time of vote
Weighted Vote present: 93.49%
Weight needed: >46.745%
Names of towns opposing or abstaining: none
Final percentage results of vote: 93.49%
Final status of the vote: Unanimous
Roll Call:
Pam Nourse, Chair(Acton)
Sue Sheffler(Arlington)
Jim Gammill (Belmont)
Steve LeDoux (Concord)
Ford Spalding(Dover)
Jennifer Leone (Lancaster)
Dave Horton, Secretary(Lexington)
Jeff Stulin, Vice-Chair(Needham)
Alice DeLuca(Stow)
Respectfully submitted,
Julia Pisegna Dave Horton
District Assistant Secretary
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