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HomeMy Public PortalAboutNauset Schools -- 2019-11-14 Minutes Nauset Regional School Committee November 14 , 2019 Eastham Town Hall Present for the Committee , Jim O ' Leary, Judith Schumacher, Amy Handel, John O ' Reilly, Robert 'Jacobus, ' is Easley, Richard Stewart and Josh Stewart ';;' Absent: Ed Brookshire Present for the Administration : Thomas Conrad and Giovanna Venditti Call to Order Chair Easley called the meeting to order at 6 : 00 p . m . Agenda Changes — No MCAS Presentation Citizens Speak None Consent Agenda Motion : On motion by Judy Schumacher, seconded by Robert Jacobus , it was voted unanimously to approve everything in the consent agenda, with the exception of the fundraising effort for the Animal Rescue Front. The Committee would like clarification on the Animal Rescue Front fundraiser and would like to know if the policy for fundraising has a threshold or if one needs to be defined . Jim O ' Leary asked Administration to come up with a recommendation as to how to handle a $5 , 000 fundraiser and ensure there are sufficient safeguards in place so the money ends up at the stated goal . Chair Easley indicated this could be sent to the Policy Subcommittee and they could work with the Treasurer on this . John O ' Reilly indicated that in every fundraiser, there must be an adult in charge to handle the money . Jim O ' Leary asked if the people handling the money need to be bonded. Jim O ' Leary asked that the Finance Department look at this . Motion : On a motion by Jim O ' Leary, seconded by Robert Jacobus, it was voted to ask the Finance Subcommittee and Treasurer to draft a policy and bring it to the Policy Subcommittee , Priority Business Building Committee Update Greg Levasseur reported that they met with the Orleans Finance Committee with Region School Committee members from Orleans in attendance . The meeting went very well . The Leadership Team, Superintendent, Principal Ellsasser and Kathleen Tringale met with the architect to look at the schematic design plan, refine and define spaces for the renovation and/or construction . Faculty groups met with the architect and different engineering groups to look at the systems and refine requests . He indicated there will be three different heating systems that are more efficient than one and easier to control . They looked at the electrical load and are interested in putting the system on the generator for cooling and heating as the High School is an Emergency Shelter. They met with the Civil Engineering group to look at dirt works around the campus . They have to speak to the town of Eastham to tie into water for the fire sprinkling system . The landscape architect is rethinking the number of trees in the courtyard as they must be aware of the maintenance aspect of this . All efforts are being made to refine and define the project. The Building Committee would like to submit the preliminary package on schematic design . MSBA will review and on February 12th the MSBA will vote the project . Building by building, system by system, must be included in the PSR. They had their first meeting with floor plans , elevations, siding, insulation and wall panels . They want to Nauset Regional School Committee, October 10, 2019 1 P a g e make sure all systems are durable . They also looked at the floor coverings . They are looking to increase efficiency of the building envelope by looking at all systems across the board. They will have a robust conversation with MSBA to move the project forward . CMR — Construction Management at Risk — The Building Committee is looking for an individual to talk with about the CMR. The building committee discussed the process, cost and intent to do a CMR project. He indicated they may save some money but savings comes at a premium . This will be discussed further at the Building Committee meetings . Next Tuesday, Jack McCarthy, Executive director of the MSBA will present information about the MSBA and the process . Everyone was urged to attend to ask questions . He indicated they continue to review floor plans . The Architect, Cost Estimator and Project Manager will prepare cost estimates , conference, and come up with a plan to present to the Building Committee . Greg Levasseur explained the CMR at Risk option and the Design, Bid, and Build option. He indicated that the cost for the CMR and insurance line items is $ 5 . 8 million. He also indicated that the MSBA doesn' t get involved officially with this decision and is decided by the Building Committee . He informed the committee that the towns have not given any input on CMR at Risk. Greg Levasseur indicated that the Building Committee is trying to get as much information as possible to make an informed decision . Jim O ' Leary indicated that the Committee will have to justify its decision on a CMR with the taxpayers in the four towns . Judy Schumacher wanted to know if the MSBA could tell the Committee why this is worth $5 . 8 million . Greg Levasseur indicated even if you had two projects the same year doing the same thing, one a design, bid, build and one a CMR project then you could compare the two . Chris Easley asked the owner' s Project Manager about the cost which is $4 ,000 , 000 for the CMR at Risk. He stated one reason to go that way is any remodel project in a school is usually CMR at Risk. Students are attending school during construction and it is good to have the construction company on site . He also indicated if they do a design, bid, build, 2-3 firms apply. With the CMR at Risk, a whole new group of companies are available to do the job . (6 - 8 comparison) He felt having more people bid the project is a good thing . He indicated it is a complex process with renovation and new building . He suggested looking at the MSBA website and almost every project over $ 100, 000 , 000 is CMR at Risk. He felt if quality of the project and timing of the project improve as a result of CMR at Risk, it might be money well spent . Josh Stewart asked about the reduction in square footage . Greg Levasseur indicated that they have made all offices the same square footage . He also indicated that there are breakout spaces for teachers to collaborate . Greg Levasseur also indicated that the MSBA does not reimburse any money for offices . Votes for Building Committee Judith Schumacher explained the two options for borrowing under MGL c . 16 , Subsections (d) and (n) . She indicated that the Budget and Finance Committee discussed the options and recommends that the Committee use Subsection (d) . (hold a town meeting and ballot question in each town) The reason behind the recommendation is because it is what the towns prefer and the other option would cost the District money. The recommendation is that the school committee vote to use Subsection (d) of the MGL c . 16 . Motion : On a motion by Robert Jacobus, seconded by Ian Mack, it was voted unanimously that the Nauset Regional School Committee approve borrowing from the member towns and use the guidelines under MGL c . 16 , Subsect (d) . Chair Easley indicated this must pass at all four town meetings and on the ballot in all four towns . Jim O ' Leary indicated that they don ' t have to have a ballot if they have free cash and that the ballot is only for debt exclusion. Nauset Regional School Committee, October 10, 2019 2 1 P a g e He also asked about the length of the bond, noting the maximum bond will be 30 years . The Superintendent indicated they are looking at the bond question . Administrative Reports The Superintendent indicated the Principals ' Reports were included in the packet. He informed the Committee that Principal Ellsasser is attending the Open House at Cape Cod Lighthouse Charter School . This is for all High School Cape-wide and it is important that Nauset have representation . Judith Schumacher congratulated the Superintendent for receiving Orleans Chamber of Commerce Award — Spirit of Orleans . Dashboard Report Giovanna Venditti, Director of Finance and Operations informed the Committee that the Budget and Finance Subcommittee reviewed the Dashboard report in detail . She highlighted the following : Beginning balance = $ 19457 ,257 $ 1 ,441 ,425 certified but there was a negative variance of $ 132 ,296 in Tuition from Truro and Provincetown . She indicated there is 9 . 5 students less than what was budgeted. She indicated that the balance in E & D is $ 1 , 323 , 807 . The projected end of year balance for E & D as of June 30th is $ 964 , 318 , which is subject to change . She reviewed appropriations, funding sources and balances for the Middle School, High School, Region Only and Region Shared . In Region Only, she noted a savings in school choice , charter school tuition, and Special Needs tuition to Cape Cod Collaborative which are subject to change . She also indicated there was a savings in health insurance and transportation . John O ' Reilly indicated that school choice is down and the District is sending out fewer students than projected from the high school and middle schools . Ms . Venditti reviewed the revolving accounts noting negative balances due to timing of receipts . She explained how the subcommittee decides the school choice number for recommendation to the full committee . The Superintendent and Business Manager review the number of school choice students that the District will receive . Money received is used to offset Region Only expenses . (2 . 9 million in FY20) Jim O ' Leary indicated that there has been considerable push back from the four towns with regard to school choice . He believes the committee is obligated as a district to tell people what the District actually uses the 2 . 9 million in school choice for. This money is not part of the town assessments but keeps the school district up and running. The District pays big ticket items from School Choice and tuition . He stated people should know the importance of school choice and tuition which goes beyond programming. If this money is not available, the big ticket items go back to the towns as these are real commitments . He indicated School Choice and Tuition are on two sides of the ledger . The taxpayer needs to know both sides . Ms . Venditti reviewed the Capital Project account that has a balance of $264, 479 . Superintendent Conrad indicated a meeting is being scheduled with members from the Brewster FmCom to come back together to address their concerns , i i Nauset Regional School Committee , October 10, 2019 3 P a g e Warrant Signer On a motion by Robert Jacobus, seconded by John O ' Reilly, it was voted unanimously to appoint Ian Mack as warrant signer. (Richard Stewart and John O ' Reilly are warrant signers and Robert Jacobus is an alternate . Easement — Nauset Middle School The Superintendent met Chris Easley and Ron Collins at the Middle School to walk the property and see what is happening with the easement. He indicated that it involves about five feet of the property that runs along the edge of the bushes and into Snow Library property. Chris Easley indicated there will be no impact on parking and, aesthetically, there will be a little box next to the pole . The Town is responsible for restoring loam and seeding. Motion : On a motion by Josh Stewart, seconded by Robert Jacobus , it was voted that the School Committee authorize the Nauset Regional School District to grant an easement to Eversource for electrical utility service in connection with the Town of Orleans sewer system in, over, under and across a portion of the School District property shown on Orleans Assessors Map 34 Parcel 85 , and being the area substantially sown as "Proposed Utility Easement 2010 +sf' shown on a preliminary plan entitled "Pump Station No . 2 Site Plan", subject to the review and approval of the final plans . Superintendent ' s Evaluation Documents/Process Superintendent Conrad reviewed the timeline for the Superintendent' s evaluation . He also reviewed the process, standards and goals . He indicated at some point the state is giving Superintendents a different approach as to how they report the standards . The Board might, in the future, form a small subcommittee to look at this . He reviewed his goals of 1 ) Research "Teaching for deeper learning . " Develop a list of strategies to accomplish this learning approach . 2) Analyze the current strengths and weaknesses of our current K42 SEL Program . What improvements need to be considered? 39 Review Professional Development model to increase our opportunities to have professional Development on a regular basis throughout the year . The Superintendent indicated that he has asked Principals to provide a report on the implementation of the Homework Policy from their staff. He wants to make sure the policy is being followed across the District . Richard Stewart indicated that state legislators are considering a bill to suspend MCAS testing for five years, so long as the teachers have something else for assessment. The Superintendent indicated that he has had a number of conversations with Senators and Representatives on the topic . He mentioned the autonomous car project and what is learned through the process . The state is looking at that possibility and the Commissioner has spolcen about this . He thought we could see changes in the future . It was noted that these goals will be carried into the following years . REPORTS AND INFORMATION Strategic Plan Subcommittee Judith Schumacher reported that the Strategic Subcommittee is moving forward and presentations have been given to all five school committees . Working groups are being formed and have good participation with school committee members, teachers , parents and students . They have done a SWAT analysis for the specific objectives for each goal . She thanked the students who have joined working groups . She indicated the website is running and updated regularly. Substance Abuse Subcommittee Chair Easley attended the Substance Abuse Subcommittee meeting and reported that they are reviewing the High School survey . They discussed social emotional learning and programs at the Middle School, High School and elementary schools . There is continuity but they would like to see more . Nauset Regional School Committee, October 10, 2019 4 P a g e Ian Mack informed the committee that Dr. Caretti is looking for a Psychiatric Nurse and is unable to find one . He hopes something can be done to fill the void . He indicated that this is an unmet and definite need for the district. Budget and Finance Subcommittee Judith Schumacher reported that the Budget and Finance Committee met and continues to look into what it would take to make the center front entrance of the Middle School accessible . Habeeb Associations contracted MAAB for their opinion on what needs to be done . Amy Handel and Judith Schumacher walked around the Middle School to look at the access points . There are 7 access points ; center entrance with a ramp and a mechanical chair lift that does not work, 2 accesses on either side in the front, 2 entrances on left on the 28 side of the greenhouse , 1 entrance in the back of the greenhouse, 1 entrance on the right to auditorium . All access points are ground level . The gymnasium has a ramp . Buses drop off by the gym . Special Needs busses go to entrance before the greenhouse . Parent pick up is by the auditorium . Front entranced used by Visitors and Community Ed . The committee is researching what it would take to bring the center front entrance up to code . She reported a new mechanical stair lift is $30, 000 (reconfigure inside stairs and move center railings for turning radius) . The outside ramp would have to be redone as it doesn ' t meet code . There is also a situation with the snow coming off the roof in that section so a canopy or adjustment must be made so snow doesn ' t hit anyone . There are no other estimates in yet but they are thinking it could cost $ 100 , 000 . The subcommittee voted unanimously to not include the cost of bringing this up to code and into the capital plan at this time . They are looking at what other things can be done and at the same time the subcommittee feels that there are two other front entrances, while they continue to look at this . She also indicated that the curb is cut out on the left hand side . There is a buzzer but it is not well marked . Signage needs to be made visible . They will continue to look at chair lifts . They also looked at how the community gets into the building. Future Agenda Items Athletic Funding and discussion around athletics Update on IB Program ADJOURNMENT — On a motion by Robert Jacobus seconded by John O ' Reilly, it was voted unanimously to adjourn the meeting at 8 : 12 p . m . Submitted by Ann M . Tefft Included in the packet : Principals ' Reports, Fundraising Requests , Dashboard, Supt. Eval . Documents, Easement Information from Town of Orleans and Minutes . i Nauset Regional School Committee, October 10, 2019 5 P a g e