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Home My Public Portal AboutBrewster School Committee -- 2013-02-28 Minutes At :fir olt, 1PJPR •.:+ Brewster School Committee __ Minutes , CO = Regular Meeting,February 28,2013 Prasent for the Committee: Dave Telman; Chair, Donna Kalinick, Jennifer Rabold, Mara Liebling, Brenda Cazeault Present for the Administration: Dr. Richard Hoffmann, Superintendent; Dr. Bonny Gifford, Assistant Superintendent; Giovanna Venditti; Director of Finance& Operations; Dr. Ann Caretti, Director of Student Services; Keith Gauley,Principal Eddy Elementary School; Susan Murray; Director of Food&Nutrition Services I Call to Order/Agenda Changes: Chair Telman called the meeting to order at 7:00 PM; and read aloud the Recording&Taping Notification. There were no agenda changes. j Citizens Speak: None (Administrators Reports: Dr. Hoffmann explained the SOI (Statement of Interest)Process for 'applying for a construction/repair grant through MSBA. The application is being submitted on behalf of Eddy Elementary School and will request Roof Replacement and HVAC and related systems. The Brewster School Committee and the Brewster Board of Selectmen need to approve submittal of the SOI. There is no commitment on the part of the MSBA or the Town to proceed with the MSA program at this point. After discussion, it was moved by Jennifer Rabold,seconded by Donna Kalinick and voted Snanimously: Resolved: Having convened in an open meeting on February 28,2013,the chool Committee of Brewster,MA, in accordance with its charter,by-laws, and ordinances, has voted to authorize the Superintendent to submit to the Massachusetts School Building Authority the Statement of Interest Form that will be submitted to the MSBA no later than April 10,2013 for consideration in FY2013 for the Mary Louise and Ruth Eddy School located at 2298 Main Street,Brewster MA 02631 which describes and explains the following deficiencies and the priority category(s)for which an application may be submitted to the Massachusetts School Building Authority in the future under MSBA Priority#5, for the replacement,renovation or modernization of school facility systems such as roofs and heating and ventilation systems to increase energy conservation and decrease energy related costs in a school facility. The roof and the roof mounted HVAC and related systems have reached the end of their useful life. The school is experiencing serious water leaks and break downs of the BIVAC system resulting in poor air quality, inconsistent heating throughout the building, and water damage to other parts of an otherwise high quality facility. The District has endeavored to maintain the roof and HVAC and related systems by expending considerable resources over the past 3-5 years. However,the systems now need a permanent and more cost effective solution; and hereby further specifically acknowledges that by submitting this Statement of Interest Form,the Massachusetts School Building Authority in no way guarantees the acceptance or the approval of an application, the awarding of a grant or any other funding commitment from the Massachusetts School Building Authority, or commits , 46, Brewster School Committee Minutes of February 28, 2013 Page 1 #1 0 , 5 the City/TowniRkOnIplAchool District to filing an application for funding with the MassaciniettsVihbol Authority. , kr 14 . it Brewster Whitecaps: Claire Gradone and Peter Blatz presented the Brewster Whitecaps Field '; Maintenance Plan for the baseball field at Stony Brook Elementary School. After discussion it was moved by Jennifer Rabold,seconded by Mara Liebhng and voted unanimously to approve field maintenance as presented. " ,fi Mr. Blatt then described the proposed new garage/shed building to be constructed on the site for storage purposes. The new construction will be behind third base and will cost $18,000: Pine Harbor Wood Products is the vendor; they have agreed to have the structure completed by April. - ' All work will take place after school hours and/or on vacations. The structure is on school roe Uzi° P property rtY therefore Mr. Blatz requested a vote from the Committee to accept the donation of$18,000 and e` allow the structure to be built. Dr. Hoffmann informed the Committee that Principal Fronius was aware of this issue and approved of the structure. It was moved by Mara Liebling, seconded by Jennifer Rabold and voted unanimously to accept the donation of$18,000 and approve i' construction of the garage/shed. ' FY13 Budget: Giovanna Venditti, Director of Finance & Operations, went over the variance report in the FY13 Budget for Eddy and Stony Brook Elementary School. Questions were asked regarding g 0i cost of and discussion on maintenance/utility of buildings, IT Tech, IT upgrades. Mrs. Venditti U then went over the End of Year Spending Plans for each school and the Revolving Accounts a balance sheet. Questions and discussion on prepayment of costs for FY14; CAFE deficit; and budgeting procedures. Donna Kalinick requested the missed school day for plumbing repairs at Stony Brook Elementary School in February and how that day will be made up be addressed at the next meeting. Mrs. Venditti then went over her handout answering questions from the January ,x meeting Public Hearing on FY14 Budget: Chair Telman opened the Public Hearing at 8:15PM. Dr. A Hoffmann presented a Power Point with handouts on the budget process along with details on the FY14 proposed budget. Dr. Hoffmann thanked the citizens of Brewster for consistently supporting the school budgets. The FY14 budget is currently at a 5.03%increase over FY13 due to �:a unanticipated special education costs. There were no questions or comments. Chair Telman closed , the public Public Hearing at 8:35PM. Discussion was held on special education transportation and possible cost saving measures. The �.. Cape Cod Collaborative currently holds the contract for all special education transportation—they were the lowest bidder in the most recent bid process. Transportation costs are high; taking into account not only the vehicle, but mileage, fuel, driver and monitor expenses. Donna Kalinick ` requested Dr. Caretti address the most recent outplaced student expenses and questioned if these are anticipated to continue for the next few years. Dr. Caretti indicated that this student will continue to have significant educational needs moving forward. In order to reach the Town of Brewster's te' recommended budget amount total cuts to the FY14 budget would have to equal $102,854, or $51,427 per school. Discussion was held on the wisdom of trying to cut the current proposed FY14 P g P P ,- budget to accommodate the extraordinary expense; or request the town fund a portion of the i Brewster School Committee ` ' Minutes of February 28, 2013 a ; Page 2 aK 1 ti yam placement, given that it could continue in the years to come. Chair Telman stated no FY14 budget approval vote would take place at this meeting; then suggested that the Committee propose cuts equal to the ones made at the January meeting in Stony Brook's budget- $30,000. Eddy ;Elementary School Principal Gauley stated that if cuts of$51,427 had to be made he would find a ';way to make that work. After discussion, it was moved by Jennifer Rabold, seconded by Mara Liebling and voted unanimously to cut from specified line items the FY14 Eddy Elementary School budget by $31,427. policy Manual—Section C—First Reading: After discussion it was moved by Donna Kalinick, seconded by Brenda Cazeault and voted unanimously to approve Section C of the Policy Manual in form. Food Service Update: Susan Murray, Director of Food&Nutrition Services went over the changes made to the school lunch program mandated by the MA Nutrition Bill; gave an update on the Point of Sale (POS) system; and discussed ways of making the new menus more appealing to students. Ms. Murray is trying to increase participation by planning theme/special menu days;food tastings; will continue to train staff in scratch cooking. Mara Liebling suggested a parent/student lunch day, where parents can come in and sample the food,perhaps adding a presentation on the Free&Reduced Lunch process. Discussion was held on participation in Free& Reduced Lunch; how late funds are collected from students/parents; staffing issues; and the use of Survey Monkey to survey students/parents on most popular menus. CCenorts & Information: pe Cod Collaborative: No report. Tiansportation SubCommittee: No report. Playground Subcommittee: Jennifer Rabold reported that the Eddy Elementary Playground Project was awarded$200,000 from the CPC. Other grant applications are pending; funding to complete the project will be requested at town meeting in May. O'Brien& Sons is the selected vendor; construction will begin immediately following the last day of school. Timeline to completion is approximately one month. Donna Kalinick thanked Jennifer and the Playground Committee for their hard work on this project. Policy Subcommittee: Completed above. Preischool Enrollment: The Committee discussed the updated preschool enrollment figures included in their packet. Approval of Minutes: It was moved by Jennifer Rabold, seconded by Mara Liebling and voted unanimously to approve the minutes of January 17,2013 as written. kwBrewster School Committee Minutes of February 28, 2013 Page 3 1 Executive Session: It was moved by Mara Liebling, seconded by Jennifer Rabold and voted unanimously to move into Executive Session at 10:20 PM for the purpose of discussing the deployment of security personnel or devices or strategies with respect thereto. The Committee indicated they would not convene again in regular session. j On a roll call the vote was as follows: Mara Liebling—yea Jennifer Rabold—yea Dave Telman—yea Donna Kalinick—yea Brenda Cazeault—yea �ry Adjournment: It was moved by Jennifer Rabold, seconded by Donna Kalinick and voted unanimously to adjourn the at 10:40PM. Respectfully submitted, Arlynn Consiglio-Nolo z Recording Secretary Included in the Committee Packet: Agenda,Principal's Reports,Enrollment Data,Assistant Superintendent's Report,SOI Voting Information,Current Variance Reports,Current Expenditure Reports,End of year Spending Plans,Additional Information Sheet requested at prior meeting,Revolving Accounts Statement,Potential FY14 Budget Reduction Sheets,CO Budget Reduction Sheet,Preschool Enrollment,and Minutes of January 17,2013. Handed out at Meeting: FY14 Budget Process Power Point 1/4 0, Brewster School Committee Minutes of February 28, 2013 Page 4