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Home My Public Portal About05-20-2010 Joint Report BFA and ESSM Town of Watertown Joint Meeting Town Council Committee of the Budget& Fiscal Oversight Town Council Committee on Education & School System Matters Report May 25,2010 The Committee convened on May 20,2010 at 6:34 pm. Present at the meeting were Vincent Piccirilli, chair,Budget&Fiscal Oversight;Cecilia Lenk,chair,Education& School System Matters;Joint Committee members,Councilors Angie Kounelis and John Lawn;Council President Mark Sideris; Town Manager Michael Driscoll; Town Auditor Tom Tracy;Treasurer/Collector Phyllis Marshall.The following representatives of the Watertown Public Schools were present: Anthony Paolillo,School Committee chair; Superintendent Ann Koufman-Frederick; School Committee members David Leon, John Portz,and Laurie McManus;Allie Altman,Director of Business Services; and Jay Francione, Director of Facilities and Transportation. Also present were Arlene Smith,Coordinator Watertown Family Network(WFN) and Joe Previtera,WFN Parent Council.Councilor Anthony Palombo joined the meeting at 7:00 pm. The purpose of the meeting was to discuss: 1)the proposal to move the Watertown Family Network to the Phillips School and the required renovations; and 2) a pending $600,000 loan order for summer 2010 school capital improvement projects in preparation for a first reading at the Town Council on May 25"'. 1. Budget and plans for the renovation of space at the Phillips School for WFN. School Committee Chair Anthony Paolillo and Superintendent Kaufman presented a budget of$104,460 for the proposed renovations of the first floor of the Phillips School and the required move of the Robotics Club from the Phillips School to Watertown High School(see attached).The School Committee and Administration proposed that Phillips School space be renovated to house both WFN and a possible day care center(budget$56,860). The area at the Phillips School proposed for renovation currently houses the Robotics Club. The School Administration had also planned to move Technical Services to this area. In order to facilitate WFN and the day care,the Robotics Club facility will move to the former electronics classroom on the first floor of the High School (budget$16,500); Technical Services will also move the first floor of the High School(budget$31,100). Recognizing the importance WFN to families and children in Watertown and that state and grant funding to this organization had been cut dramatically,the Joint Committee raised two key issues for discussion: understanding how the proposed renovations,both at the Phillips School and WHS,fit into the School Administration's long range plans; and the commitment of the WFN to moving into the proposed space at the Phillips School. Arlene Smith noted that although she had not seen the plans for the space and the square footage was smaller than desirable,she was committed to moving into the Phillips School and would contribute funds to support the renovations. Superintendent Kaufman spoke to the possible use of part of the Phillips School space for a future day care center for school employees. She said that a survey of school employees had shown that they would like a day care center,however actual planning/implementation of such a facility was at least a year away.Superintendent Kaufman mentioned the creation of an Advisory Committee to develop long-range plans for family and children's programs within the school system. Superintendent Kaufman and members of the School Committee noted that the renovations would make this area appropriate for children's programs in the future. The Joint Committee discussed whether a memorandum of understanding was in place with WFN;the impact of this move on the students participating on Robotics; and requested assurance that these renovations fit into the School Administration's long-range plans. The Joint Committee also noted that several items included in the budget were not capital expenses and would need to be funded out of other line items. The Joint Committee voted unanimously to approve the conceptual plan for the renovations to the first floor of the Phillips School and related areas,subject to the condition that the School Committee and WFN have a signed memorandum of understanding in place before the vote on the loan order on June 8th. School Chairman Anthony Paolillo said the memorandum would be in place prior to the next School Committee Meeting on June 71h for a vote by the School Committee. 2. Final list of summer 2010 projects to recommend for the $600K loan order for the first reading on May 25. Auditor Tom Tracy presented the Joint Committee with the available funds for school capital projects as of May 20`h(see attached). Although there is currently an outstanding balance of$572,868,discussion between Ms.Altman and Mr.Tracy agreed that this balance included funding for committed projects and summer 2010 school technology purchases of$351K. The remaining balance is approximately $190K. The Joint Committee indicated that Ms.Altman and Mr.Tracy resolve the outstanding balance. Mr.Paolillo and Superintendent Kaufman presented the Capitol Improvements Summer Schedule (see attached)totaling $604,000. The Joint Committee requested that$103K be removed from the schedule for items related to energy and lighting because these would be addressed under the pending ESCO agreement. The Joint Committee was concerned that some of these projects could not be completed in summer 2010 given the projects already scheduled,and that funds should not be borrowed in 2010 if the work could not be completed in summer 2010. In addition,although recognizing the need,the Committee questioned whether such items as security cameras and the projection system for WHS fit under capital expenditures because the lifespan of these items was less than the required 5 years. The Joint Committee made the following decisions regarding this request: • Mr.Francione and Ms.Altman would review the schedule to determine which projects could be completed in summer 2010. • Ms.Marshall,Mr.Tracy,and Ms.Altman would meet on Friday,May 21"to determine the final projects and budget for the loan order. Recognizing the importance of protecting the Town's capital investment in its school buildings by appropriating funds for annual maintenance,the Joint Committee unanimously voted that the proposed $600,000 loan order be revised as recommended above,and be brought forward for a first reading on May 25th. The meeting adjourned at 8:06 pm. Prepared by Cecilia Lenk SCHOOL CAPITAL PROJECT FUNDS AVAILABLE FUNDS AS OF 5120110 AVAILABLE FUND FUND DESCRIPTION ACCOUNT NUMBER FUNDS COMMENTS 5032 HOSMER 00 50325-580000 $ 29,429.65 CURRENT AVAILABLE BALANCE LAST ACTIVITY 10-22-09 5037 WHS FY 04 50375-580000 $ 1,529.86 CURRENT AVAILABLE BALANCE NO ACTIVITY LAST 3 FY 5040 SCHOOL DESIGN 50405-580000 $ 10,491.40 CURRENT AVAILABLE BALANCE NO ACTIVITY LAST 3 FY 5060 SCH BLDG 07 50605-580000 $ 42,365.48 CURRENT AVAILABLE BALANCE LAST ACTIVTY 2-11-10 REMAINING BOND FUNDS $ 83,816.39 5520 SCHOOL CAPITAL 06 55205-580000 $ 28,759.61 CURRENT AVAILABLE BALANCE LAST ACTIVITY 6-11-09 5536 SCHOOL CAPITAL 08 55365-580000 $ 98,816.63 CURRENT AVAILABLE BALANCE $ 10,623.66 TOTAL ENCUMBRANCES $ 109,440.29 EQUALS CASH ACCT. LAST ACTIVTY 2-8-10 5537 SCHOOL TECHNOLOGY 09-10 55375-580000 $ 350,852.27 CURRENT AVAILABLE BALANCE LAST ACTIVITY 3-25-10 REMAINING APPROPRIATED FUNDS $ 489,052.17 REMAINING CAPITAL PROJECT FUNDS $ 572,868.56 i 1 Phillips First Floor J ITEM J COST (NOTES Family Network Asbestos 9,500 Includes Hygenists and testing floor j Laminant flooring with sound proof underlayment. paint 1,40 to House, Est 5 days+ Material hvac 1,300 In House, Upgrade heating controls I ' plumbing 7,200 J**Only needed for Daycare Fit out** Electrical 8,660 New Lights and outlets and fire alarm Ceilings 10,100 New Drop Ceilings Carpentry 8,500 Build Wall and file shelves on Stage. Total 56,860 Robotics Move 1,400 Move all Equip and Furn to WHS ` D Furnishings 2,0M New Tables and Desks Equiptment 4,000 ew Power tools �� ... Electrical 4,300 New Outlets and data Wire Carpentry 4,800 J Demo Stalls and Rebuild, Repair Floors Total 16,500 Tech Services Move 3,200 Move to 1 st floor z Furnishings 2,000 Desks and Tables? i S� JJJ Electrical 9,5QQ New Wire, Outlets and Data Paint 1,40 In House Est 5 days plus materials Carpentry �Remove Wall, Repair area and floors, Fit out area. J Total J 31,100 Grand Total J 104,460 5/20/2010 Waterttown Public Schools FY-11 Capitol Improvement Summer Schedule Building Amount Facilities study Watertown High School v - 1. Regulating controls-Auditorium & Library $10,000 2. Replace Tile Near tech Services, Install Carpet $10,000 3. Classroom Furniture $30,000 4. Auditorium Screen and Projector System $20,000 5. Fitness Center Chair Lift $25,000 6. Grease trap $10,000 x 7. Security $35,000 Total $140,000 Watertown Middle School 1. Main office A/C &sprinklers $21,000 2. Windows along court yard $35,000 3. Auditorium Screen and Projector System $20,000 4. Kitchen Fire Suppression System $7,000 5. Security $20,000 5. Door openers $16,000 6. Classroom Furniture $20,000 7. Gym lighting $35,000 x Total $174,000 Lowell School 1. Sound Proof Caf6 $15,000 2. Classroom Furniture $20,000 3. Cafe &Gym lights $18,000 x Total $53,000 Cunniff School 1 . Hand Rails on Front Walkway $6,000 2. Classroom Furniture $10,000 3. Security $14,000 4. Lighting $15,000 x 5. Investigate cracks in new wing $8,000 x Total $53,000 Hosmer School 1. 2nd Floor Water& Drain line $12,000 2. Classroom Furniture $20,000 3. Sound Proof Caf6 and 2nd floor teachers room $18,000 4. PreSchool renovations for Autism program $20,000 5. Security $9,000 5/20/2010 6. Gym Lights $20,000 x Total $99,000 Phillips 1. A/C 3rd Floor $20,000 2 . Condensate Tank for Heating System $25,000 3. Seal and Re-line Parking Lot $25,000 x 4. Lighting $15,000 $85,000 Total $604,000 FY-11 Capitol Summer Total 5/20/2010