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HomeMy WebLinkAboutMinutes 2015-11-15.pdf FINAL Approved 11.17.15 OPEN SESSION MINUTES MINUTEMAN REGIONAL VOCATIONAL TECHNICAL SCHOOL DISTRICT REGULAR SCHOOL COMMITTEE MEETING With School Building Committee NOVEMBER 17,2015 PM 6:00 PM PAUL REVERE ROOM,MINUTEMAN HIGH SCHOOL Present: Jeff Stulin,Chair(Needham) Sharon Antia(Lincoln) Carrie Flood,Vice-Chair(Concord) Jennifer Leone(Lancaster) David Horton,Secretary(Lexington) Jack Weis(Belmont) Alice DeLuca(Stow) Sue Sheffler(Arlington) Ford Spalding(Dover) Vince Amoroso(Boxborough) Judy Taylor(Carlisle) Dave Manjarrez(Sudbury) (left at 9:45 PM) David O'Connor(Bolton) Absent: Mary Ellen Castagno(Wayland),Doug Gillespie(Weston), Pam Nourse(Acton) Also present: Ed Bouquillon,Kevin Mahoney,Jack Dillon, Steve Sharek, Elizabeth Rozan; Nancy Pierce,Nick Greenhalgh, Sheila Nagle, Diane Dempsey, Connie Maynard, Mike Majors,Robert Domnitz,Don Lowe, Simon Bunyard,George Clement,Jerome Lerman,Carmin Reiss,Frank Cannon, Maryann Cooley,Maryanne Ham,Dana Ham, members of the Design Team 1. CALL TO ORDER: OPEN SESSION The Chair called the meeting to order at 6:00 PM, noting that the meeting was being recorded by Mr. Manjarrez. 2. AUDIT REPORT,Sheryl Stevens-Burke The Chair introduced Sheryl Stevens-Burke,of Melanson Heath,who gave a presentation on the Annual Financial Statements for the year ending June 30, 2015. Ms. Stevens Burke extended appreciation to the Business Office for their help during the process of developing the financial statements. She gave a page-by-page review of the financial statements,noting the impact of GASB 68. She noted that the Retirement System is well funded. She also reviewed the highlights of the Management Letter,and pointed out that there has been significant improvement in financial reporting,accounting for Student Activity Funds,controls over receipts, and controls over disbursements. She commended the Business Office for their hard work towards improvements.The Chair of the Finance Subcommittee expressed that the Finance Subcommittee was pleased with the preliminary review, and pleased that all prior year issues have been resolved. She commended Mr. Mahoney and his staff for this positive result. In response to a question,Ms. Stevens-Burke confirmed that all deficits have been resolved,and she clarified the differences in grants listed on pg. 11 and 12 of the report.To a question from pg. 17 related to $135K budget to actual,and whether this represented a contribution to administrative overhead,Mr. Mahoney agreed to look at this and report back. To concerns related to OPEB liabilities,Mr. Mahoney explained that a modest$50K was set aside for this in FY 16,and the establishment of the trust account for this is planned for FY 17. The Chair extended thanks to Ms. Stevens-Burke,who acknowledged the work of the Business Office to reach this point,and noted that it has been a pleasure to work with Mr. Mahoney and his staff. Mr. Mahoney commended his staff for their positive contributions. Mr.Manjarrez extended a personal thank you to Mr. Mahoney for the great job he's done improving the financial reporting. No vote was taken on the Audit Report,but there was enthusiastic support for the clarity and detail of the presentation. 3. PUBLIC COMMENT There was no Public Comment. 4. PRINCIPAL'S REPORT,Jack Dillon and George Clement a. Request for Approval of Out-of-State Field Trip: DVC Students to MOMA 5.26.16 Mr. Dillon referenced the details of the trip which were included in the packet,confirmed that it is in accordance with the regulations,and the following vote was taken: ACTION 2015#88 Moved(Leone)and seconded(Weis) To approve the Out-of-State Field Trip for DVC Students to MOMA, in New York,on 5.26.16, as presented Vote: Unanimous b. Recruitment/Enrollment Report George Clement summarized recent recruitment activities,noting that he has been working under the guidance of consultant Mark Perna. He explained that in the visits to the Middle Schools, 1366 students filled out cards expressing interest in Minuteman. 364 of them submitted permission slips from parents to visit Minuteman(an increase from 302 last year). He noted that there have been 2"Showcase"days, and he commended Ms. Nagle for her help in preparing the Minuteman students to welcome the visiting students. He noted that this coming Sunday,November 22,there will be an Open House,and he is hopeful of attendance. The member from Carlisle and the member from Lancaster noted that they attended the Middle School presentations in their towns and were impressed. The February 1 application date,and the importance of getting the permissions from parents were noted. 5. CHAIR'S REPORT,Jeff Stulin a. Greetings and Thanks to Members of the School Building Committee The Chair pointed out that the School Building Committee is comprised of a group of talented individuals with expertise related to building projects. He noted that this Committee has been in existence since September of 2011. He welcomed those members who were present, including Simon Bunyard (Boxborough), Don Lowe(Bolton), Mike Majors(Acton),Jerry Lerman(Carlisle),Frank Cannon (Concord),Carmin Reiss(Concord), in addition to the 3 School Committee members Ford Spalding (Dover),Alice DeLuca(Stow), and Jack Weis(Belmont),who are also members of the School Building Committee. b. Comments from the Chair The Chair noted that he may make comments later in the meeting. 6. SCHOOL BUILDING COMMITTEE REPORT,Ford Spalding, Ed Bouquillon, Mary Ann Williams, and KBA Architects a. Update on Community Meetings Mr. Spalding highlighted the recent community meetings held as part of the outreach effort to the communities. He extended thanks to everyone who helped out in the effort. b. Design Team Report: Schematics and Pricing Mr. Spalding introduced the Design Team, including Brian Solywoda and Paul Dominov of KBA,and Mary Ann Williams and Dale Caldwell from Skanska USA. He explained that last night,the School Building Committee voted 13-0 to approve the Schematic Design with the recommendation to the School Committee to authorize Skanska USA,the Owner's Project Manager,to submit the Schematic Design materials to the Massachusetts School Building Authority on behalf of the Minuteman School District, no later than December 1,2015. He further explained that the MSBA Board will take their vote on January 27,2016,and that there is a June 30,2016 deadline to get approval from the towns for the project. He further explained that the goal has been to meet the MSBA guidelines in order to maximize their reimbursement. Brian Solywoda explained that recent effort, since August,has been to now make a building. He expressed that,after continued massaging of the details,he is proud to say they are presenting a building that is within the square footage(258,000)and within the budget($144.9M). Ford commended their staff and subcontractors,and noted that the cost estimators required a reduction in $30M without a deficit in the educational program to make this happen. Paul Dominov reviewed the existing site, site constraints(wetlands, vernal pools,stepped grade), and showed slides of the schematic design of the 3 levels of floor plans. He described how the Academy Model is being incorporated,and noted the central elevator and ramp options,the fly loft,and exterior materials.The available photovoltaic space,the cap for site work,and the 40%reimbursement for eligible costs were noted. c. Discussion To the question of longevity of materials, it was pointed out that buildings are being built to last 50 years, and an active maintenance plan is incorporated. There was some question about whether there has been adequate maintenance on the current site,and it was pointed out that 1.75 points were allotted by MSBA for the maintenance plan on the current building.The Value Management Log was noted as a guide for realizing savings; it was pointed out that 25,000 square feet needed to be squeezed out,and the Superintendent had made some good decisions along the way. It was also noted that demolition is considered an eligible cost for reimbursement by MSBA,while fields are not. Fields would be one target for inclusion, if it were possible. It was emphasized that accuracy develops along the way. It was also noted that they just received updated numbers, so debt service and annual tax impact detail previously circulated will be updated. Simon Bunyard,who had attended all meetings, noted that he is excited about the project, and pointed out that it is a functional school building being proposed,not the Taj Mahal. Cost effectiveness,escalation costs and potential savings,contingency funds,and costs identified for the components were also discussed. Presentation Slides and distributed documents can be found as Attachment A. d. Roll Call Vote A motion was made, and members expressed their position on the vote.The member from Belmont expressed that he was not against the project,but was against the process and size,suggesting it could have been more collaborative,and that enrollment numbers show risk. He questioned the estimated costs for the renovation option; he was concerned with the long-term impact of the facility fee, and whether the School Committee itself might cave in to waive it, but he explained that he will vote in favor of it because the reimbursement from MSBA outweighs the risks. The member from Sudbury expressed that he does not agree on size,and issues related to tuition and enrollment are not going away. He expressed concern about increased assessments,and due to the fiduciary responsibility,he will vote NO, as he thinks the project is premature, in the interest of Sudbury. The member from Lincoln expressed the position that if you build it, they will come. She suggested involving Lincoln more directly in the process and lobbying legislators to allow one tuition for all. The member from Arlington noted that Arlington would echo Belmont. Arlington, which provides 1/3 of the student body, is an advocate for Vocational Education. She urged a new Governance Agreement (Regional Agreement)to address the financial management,and is optimistic. The member from Stow noted that she happily is planning to vote yes for this,as her goal is to leave the school better than how we found it. The member from Lexington expressed that he will vote in the affirmative,as Minuteman is well- positioned to address the Career and Technical Education needs of the Commonwealth. The member from Dover pointed out that while he was out in the communities,he heard lots of support. The process,the size,and Regional Agreement are being considered, but the towns need to increase the student population, and we can't walk away from the available funds. He extended thanks to all communities for being involved. To a question on square footage, it was clarified that reducing the square footage by 25,000 square feet does not affect the 628 student enrollment number. The member from Boxborough noted that he supports the new school,but is concerned about the impact of the increased net cost. The member from Concord noted how she was encouraged to join the School Committee,and noted that given her previous work with the Regional Agreement and financial models,she supports the project. The member from Belmont made it clear that this project will eliminate the football fields,and this may have an impact. [At this point,Mr. Spalding also introduced Maryann Cooley and Dana Ham, also School Building Committee members, who had arrived.] The Chair explained that this vote requires a simple majority of those members present. ACTION 2015#89 Moved(Spalding)and seconded(DeLuca) That the School Committee approve the recommendation of the School Building Committee to approve the Schematic Design, and to authorize Skanska USA,the Owner's Project Manager,to submit the Schematic Design materials to the Massachusetts School Building Authority on behalf of the Minuteman School District, no later than December 1, 2015. Vote: 12 in favor, 1 opposed, with no abstentions and 3 absent (by roll call,below) Voting Tally for Schematic Design Submission Minuteman School Committee, November 17, 2015 In Opposed Abstained Absent Favor Minuteman School Committee ACTON PAM NOURSE x ARLINGTON SUE SHEFFLER x BELMONT JACK WEIS x BOLTON DAVID O'CONNOR x BOXBOROUGH VINCE AMOROSO x CARLISLE JUDY TAYLOR x CONCORD CARRIE FLOOD,VICE-CHAIR x DOVER FORD SPALDING x LANCASTER JENNIFER LEONE x LEXINGTON DAVID HORTON, SECRETARY x LINCOLN SHARON ANTIA x NEEDHAM JEFF STULIN,CHAIR x STOW ALICE DELUCA x SUDBURY DAVID MANJARREZ x WAYLAND MARY ELLEN CASTAGNO x WESTON DOUG GILLESPIE x TOTAL 12 1 0 3 Minuteman School Committee vote concerning the Schematic Design and authority for OPM to submit Schematic Design Materials to the MSBA on behalf of the Minuteman School District: Motion:That the School Committee approve the recommendation of the School Building Committee to approve the Schematic Design,and to authorize Skanska USA,the Owner's Project Manager,to submit the Schematic Design materials to the Massachusetts School Building Authority on behalf of the Minuteman School District,no later than December 1,2015. Mr. Spalding extended his appreciation for this affirmative vote, noting that it allows towns to take a vote on the project. e. Approval of Minutes Mr. Spalding explained that the minutes of this meeting will be included with the submission,and the following vote was taken: ACTION 2015#90 Moved(Spalding)and seconded(Leone) That the School Committee authorize the Recorder and Secretary to finalize minutes of this meeting(11.17.15)as approved, for inclusion with the submission materials. Vote: Unanimous 7. SUPERINTENDENT'S REPORT,Ed Bouquillon a. Communications Update: Report on Recent Meetings The Superintendent referenced a list of recent meetings he included with the packet, as informational. b.The Watertown Study The Superintendent reported that a number of parents have come to the administration asking questions about Watertown joining the District.He noted that he has asked Dave Tobin to work on an analysis. The Superintendent noted changes in the Ch. 74 regulations,such as the capital fee and admitting students from member towns first before out of district students,that could have an impact,and he will report back on the analysis. In response to a question,he noted that there is no MoU at this point. c.Recommended Votes for School Committee Meeting on December 1 Dr. Bouquillon presented information on Module 5 Funding the Project(through local approval). He focused on educational priorities,given the Educational Program Plan;the financial realities;the public perceptions,based on the DAPA Research poll and local guidance counselors survey; the tax impact;the recent outreach to the class of 2020;opportunities beyond Module 5 (such as additional incentive points, campus development,and Regional Agreement improvements);and options for local funding approval (Ch. 71 Sec. 16(d)and 16(n)). He emphasized the major concerns addressed,the 5 certainties of this long debate, outlined his recommendations, and reiterated the timeline involved to meet the June 30, 2016 MSBA deadline and to incur significant cost savings. His presentation can be found as Attachment B. A lengthy discussion ensued, with the member from Boxborough expressing his opinion that the options (both 16(d)and 16(n))were futile.He asked why the urgency for December,when he recalled more flexibility from the presentation made to the School Committee by Rick Manley on September 8, 2015. He described 16(d)as futile, given the recent Wayland vote to approve their own request to withdraw, and 16(n)as futile because it requires a 2/3 vote of the School Committee(11 members), and 6 member towns(Boxborough,Arlington, Wayland, Belmont, Lincoln,and Sudbury) have expressed reservations. He referenced his proposal related to the Regional Agreement,which would by a single vote allow for withdrawal. The Superintendent reiterated that he has been directed by the School Committee not to focus more attention on the Regional Agreement,but to focus instead on the Building Project. He also noted he has a different view than futility.The Chair responded to the implication that there was no support for amendments to the Regional Agreement,and he clarified efforts toward that end since 2010. He suggested Mr.Amoroso come up with a new agreement within the time frame,and to meet with the Boards of Selectmen next week to get everyone on board with the building project and with amendments to the Regional Agreement. Mr. Spalding suggested that there are three things to consider: addressing proportional voting, addressing the capital apportionment model by eliminating the 5-student minimum, and addressing the towns that wish to leave. Mr. Amoroso wondered if the District could provide resources, such as funds for counsel. The initial response was no,but this evolved into suggesting he create a viable proposal for School Committee consideration. The member from Stow voiced that she was surprised about the 6 towns, as she had never been consulted,and this suggested"closed door"meetings. She expressed concern about the uncertainty created by these questions about membership. The member from Sudbury noted that in previous discussions about a"one time"exit,he was informed this was not going to happen. He suggested that there may be the unintended consequence of havoc with the 60-day approval process. The Superintendent explained that he has reviewed the Boxborough proposal, and while it is conceptually sound,the implementation is problematic. The Officers expressed the need to go through channels. Mr. Weis suggested that a figure(e.g. $18,000)be set aside for legal support for this effort to amend the Regional Agreement,contingent upon coming to agreement on the hard points first,with support of the project. He offered to help. The member from Arlington concurred,noting that Arlington would be in support. Mr. Spalding noted that the goal is to get 16 towns to agree. The member from Sudbury noted that the Regional Agreement gets increasingly complicated,as more conditions are added. He cited Worthington, MA as a model, and urged more cooperation from the School Committee. The member from Stow noted that"towns agreeing"is an ambiguous term,and pairing of items in a warrant article brought before a town meeting is confusing. The member from Lexington noted that disagreement was less about leaving than on the capital assessment formula. The member from Concord noted that if an agreement were to be brought forth, she would support a counsel's review. She noted that she is not available to help out in any major way,but is happy to serve as a resource. Mr. Amoroso noted his concern with the capital assessment formula,and emphasized again his view that the Superintendent's suggested options for local funding approval, MGL Ch. 71, Sec. 16(d)and 1(6n),are doomed to fail. The Chair expressed his opinion that they are not doomed to fail,but deadlines are important,as without MSBA's help,the result would be a disaster. Given the upcoming holidays,a more realistic approach was suggested. The Superintendent suggested the December 2 Selectmen Meeting#2, being coordinated by Doug Gillespie,as a possible venue for this kind of discussion,and noted that the Special Meeting of the School Committee could be delayed until December 8,or the considerations could be folded into the regular meeting scheduled for December 15. The Chair asked people to reserve December 1, December 8,and of course,the 15t. [Mr.Manjarrez left the meeting at 9:45 PM.] 8. ASSISTANT SUPERINTENDENT'S REPORT,Kevin Mahoney a. Bond Anticipation Note Renewal Mr.Mahoney referenced information in the packet related to the Bond Anticipation Note Renewal,and the following vote was taken: ACTION 2015#91 Moved(Leone)and seconded(DeLuca) To award the$254,400 Minuteman Regional Vocational Technical School District Bond Anticipation Feasibility Study Note, sold on November 10, 2015,to be dated November 20, 2015 and maturing November 18, 2016 to Eastern Bank at a net interest cost of 0.75%. Vote: Unanimous b. FY 16 15`Quarter Reports Mr.Mahoney explained detail about the three reports submitted with the packet: the FY 16 Preliminary Revenue Report 9.2015,with estimated receipts;the FY 16 Budget Expenditure Report as of 9.30.15 (summary and detail); and the Statement of Revolving Funds 9.30.15. The following vote was then taken: ACTION 2015#92 Moved(DeLuca)and seconded(Spalding) To accept the FY 15 1"Quarter Reports as presented Vote: Unanimous 9. SUBCOMMITTEE REPORTS a. Special Policy Task Force,Alice DeLuca Ms. DeLuca presented Policy DDA Gifts,Grants,Donations, Scholarships for 2nd Reading, noting its previous reviews. The School Committee then took the following vote: ACTION 2015#93 Moved(Spalding)and seconded(Leone) To approve Policy DDA Gifts,Grants,Donations, Scholarships for 2nd Reading Vote: Unanimous Ms. DeLuca presented Policy DN School Properties Disposal Procedure for 1"Reading,noting that this has been simplified. The School Committee then took the following vote: ACTION 2015#94 Moved(Spalding)and seconded(Flood) To approve Policy DN School Properties Disposal Procedure for 1st Reading Vote: Unanimous 10. SECRETARY'S REPORT,Dave Horton a. Approval of Past Minutes: 10.13.15 The following vote was taken: ACTION 2015#95 Moved(Horton)and seconded(Spalding) To approve past minutes of 10.13.15 as presented Vote: 8 in favor,with 4 abstentions 11. POSSIBLE EXECUTIVE SESSION The Chair explained that there was no need for Executive Session. 12. ADJOURNMENT The meeting was adjourned at 10:00 PM. Res ectfully submitte• . `,v Eliza th Rozan David Horton VV___40-te 4141 Dis ict Assistant Secretary ATTACHMENTS TO THE MINUTES OF 11.17.15 A. KBA Presentation Slides,Value Management Log, and Total Project Budget Sheet B. Superintendent's Presentation: Module 5