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HomeMy Public PortalAbout20130315 - Elementary School Building Committee - Meeting Minutes 03/15/13 Approved - Page 1 of 3 ELEMENTARY SCHOOL BUILDING COMMITTEE Thursday, March 15, 2013 7:00 AM Administrative Conference Room MINUTES Dr. Hiersche opened the Elementary School Building Committee meeting at 7:00 AM with the following present: Voting Members: Mr. Rob Nickerson Mr. Jonathan Graziano Mr. John Weaver Ms. Pam Waxlax Mr. Joe Markey Mr. Mike Shepard Mr. John Mosher Members: Dr. Steven Hiersche, Superintendent of Schools Mr. Ralph Dumas, Director of Finance Mr. David Daltorio, Town Engineer Mr. Greg Martineau, Principal Hopkins Elementary School Mr. Norman Khumalo, Town Manager Mr. Scott Aghababian, School Committee I New Business A Organization Dr. Hiersche welcomed everyone and proceeded by having committee members introduce themselves with a brief synopsis of their background. Dr. Hiersche followed by reviewing the items on the agenda as well as the meeting packet which included the charge and make up of the Committee, the Recommendation to the BOS of the appointments to the committee, a draft timeline, and draft Statement of Interest (SOI) for Center School as well as a draft SOI for Elmwood. Dr. Hiersche explained that a decision was made to draft an SOI for each school so that all possible solutions could be explored, although the Center SOI would be considered the primary. A submittal date for the SOIs is set for April 10, 2013 before which a joint meeting of the Board of Selectmen and the School Committee must be held to review and approve of the submissions. Approved meeting minutes from both committees must be included as a part of the submission by the April 10, 2013 deadline. 03/15/13 Approved - Page 2 of 3 The committee discussed the importance of community participation in the process as well as the measure of the MSBA force in driving the process. Of particular importance, it was stressed that the ESBC communicate with the community on the progress and process. Next, Dr. Hiersche directed the committee to begin the formation of its infrastructure. ● John Mosher nominated Joe Markey for Chair, seconded by Rob Nickerson. The committee voted in favor of the nomination. ● Mike Shepard nominated John Mosher for Vice Chair. John Mosher in turn nominated Mike Shepard for Vice Chair. The latter was seconded by several committee members and was voted favorably by the committee. Discussion then moved to the Secretary /Clerk for the committee. A definition of the role and responsibilities of the position was provided by Mr. Khumalo. Dr. Hiersche clarified that a school staff member would assist with minutes and other mechanics of this role. The ability to manage communication of information with the public and press was a key asset for the individual who took on this role. ● John Weaver nominated Rob Nickerson for the role of Clerk/Secretary. Mr. Nickerson expressed some hesitation due to unfamiliarity with taking minutes. ● Ralph Dumas nominated Greg Martineau for the Secretary / Clerk. Mr. Martineau gratefully declined citing a very the heavy time demand of his role as Hopkins Elementary Principal. It was reiterated that school support staff member would be of assistance with the mechanics of Secretary /Clerk role. ● Mike Shepard, amongst others, seconded the motion for Mr. Nickerson for Clerk/ Secretary to the committee. The Committee voted in favor of the nomination. B Orientation Mr. Markey and Mr. Khumalo provided an overview of Public Meeting Laws and guidelines for the committee. Mr. Khumalo added that no project items should be discussed amongst committee members via e-mail. All postings of meetings inclusive of an agenda must be completed a minimum of 48 business hours in advance of the meeting. Remote participation of meetings was also reviewed. C Next Steps Conversation moved to the venue and frequency of ESBC meetings. Morning versus evening meeting time was contemplated to balance committee members’ schedules and the availability for public attendance. Given the rapidly approaching April 10, 2013 submission deadline and subsequent Town Meeting, it was decided that weekly meetings were necessary. It was noted that ESBC members also serve on Appropriation Committee (which is meeting both Mondays and Wednesday evenings between now and Town Meeting), Board of Selectmen (which meets on Tuesdays), and School Committee (which meets on alternate Thursdays). Friday and weekend meetings posed challenges for members. A schedule was agreed for Thursday evenings when there is no conflict with scheduled School 03/15/13 Approved - Page 3 of 3 Committee meeting, and Thursday mornings when School Committee is already scheduled for the evening. The committee further agreed that the location most available and conducive to public attendance would be the training room at the Hopkinton Fire Department. Moving forward the committee will review the draft SOIs carefully and provide feedback to Dr. Hiersche for the next scheduled meeting. Joint meetings of the Board of Selectmen and the School Committee will be established to complete requirements for the timely submission of the SOIS. The subsequent vote for a capped $600,000 for a Feasibility Study at the upcoming Town Meeting was also discussed. A web presence for the committee to facilitate communication with the public will be established. II OLD BUSINESS None III NEXT MEETINGS Thursday, March 21, 2013 – 7:00 AM Hopkinton Fire Department, Training Room Thursday, March 28, 2013 – 7:00 PM Hopkinton Fire Department, Training Room Thursday, April 4, 2013 – 7:00 AM Hopkinton Fire Department, Training Room Thursday, April 11, 2013 – 7:00 PM Hopkinton Fire Department, Training Room Thursday, April 25, 2013 – 7:00 AM Hopkinton Fire Department, Training Room A motion to adjourn the meeting was made and, seconded. The motion passed and the meeting adjourned at 8:15 AM.