APPROVED

Windham School Board

Public Session

August 1, 2006

Planning Department

 

School Board Members:          Galen Stearns, Beverly Donovan, Beth Valentine

                                                                        Barbara Coish and Bruce Anderson

Superintendent:                               Dr. Elaine Cutler

Business Administrator:          Brian Gallagher

Asst. Superintendent:                Roxanne Wilson

 

Chairperson Bruce Anderson called the public session of the Windham School Board to order at 7:00 p.m. with a call of the roll.  Mr. Anderson reminded citizens that during the current heat wave, cooling centers in town are open.

 

All those in attendance stood to salute the flag and to observe a moment of silence in memory of Windham resident, Charles James.

 

Adoption of Minutes

 

Motion to Approve Public Business Meeting Minutes from June 6, 2006 was made by Barbara Coish with a 2nd by Galen Stearns.  Approved 4-0-1 (Beth Valentine abstained)

 

Motion to Approve Non-Public Business Meeting Minutes from June 6, 2006 was made by Galen Stearns with a 2nd by Barbara Coish.  Approved 4-0-1 (Beth Valentine abstained)

 

Motion to Approve Strategy Planning Meeting of June 8, 2006 as Amended was made by Galen Stearns with a 2nd by Barbara Coish.  Approved 5-0.  Amendment referred to clarification of sentence - requesting Attorney Greg Michael to speak to Bernie Campbell regarding town right of way issue off of Armstrong Road.

 

Motion to Approve Public Workshop Meeting of June 20, 2006 was made by Barbara Coish with a 2nd by Beverly Donovan.  Approved 5-0.

 

Motion to Approve Non-Public Workshop Meeting of June 20, 2006 was made by Barbara Coish with a 2nd by Galen Stearns.  Approved 5-0.

 

Motion to Approve as Amended Public Workshop Meeting of July 6, 2006 was made by Barbara Coish with a 2nd by Galen Stearns.  Approved 5-0.  Amendment referred to name spelling - Jim Gove.

 

Motion to Approve as Amended Public Workshop Meeting of July 11, 2006 was made by Barbara Coish with a 2nd by Galen Stearns.  Approved 5-0.  Amendment referred to wording change :  funds to- to- funds from.

 

Motion to Approve Non-Public Workshop Meeting of July 11, 2006 was made by Galen Stearns with a 2nd by Beverly Donovan.  Approved 5-0.

 

Barbara Coish questioned what would happen to the money that is held in the CIP fund for Golden Brook Septic repair/replacement.  Brian Gallagher stated that the money is kept in place for a three (3) year period.  If the money is not expended by that time, then it will be brought to the Board for discussion.

 

Vendor and Payroll Manifest to be Signed

 

Bruce Anderson noted that the vendor and payroll manifest was being circulated for signatures.

 

SAU Manifests

                  General Fund                                                                                             $43,753.66

                  P/R Batch #3 deductions                                                                  $ 9,381.82

                  P/R Batch #3                                                                                              $ 1,311.54

                  P/R Batch #2 deductions                                                                  $17,674.86

                  P/R Batch #2                                                                                              $13,905.75

WSD Manifests

                  P/R Batch #6&7 deductions                                                          $30,589.74

                  P/R Batch #6&7                                                                                      $70,352.29

                  P/R Batch #3&4 deductions                                                          $41,561.72

                  P/R Batch #3&4                                                                                      $67,785.78

 

Consent Agenda

 

At this time, Dr. Cutler announced the hiring of Debra Armfield for the position of Assistant Vice Principal at Center School.  Ms. Grimfield was interviewed by a committee of fifteen (15) people and is thrilled to be able to work here.

 

Other Business Items

 

Presentation by Harvey Construction Corp. regarding Windham High School

 

Carl Dubois, representative from Harvey Construction, spoke to the Board and members of the public clarifying his company’s role in the high school project.  He explained that Harvey Construction was hired by the Town of Windham School Board under a construction management format for a fixed fee.  Under this construction management format, they will be able to monitor costs closely, assist the architect and engineers and are responsible for putting the entire project out to bid.  Of note, a bid package is put together for every piece of the project.  To date, all bids have come in and have been carefully reviewed.  The role of Harvey Construction includes making sure that materials are only purchased once for each stage of the project, they review the scope of work and give recommendations to the Board. 

 

Mr. Dubois was asked to explain Guaranteed Maximum Price.  He stated that it is an item by item breakdown of price.  This allows Windham to see itemization of costs during the course of construction.  Actual costs are submitted for review.  By keeping such a close eye on costs during every stage of the project, an audit can be requested at any time.

 

Mr. Dubois stated that Harvey Construction is now in the process of summarizing Guaranteed Maximum Price.  Once this process is competed, a comprehensive bid comparison will be presented to the School Board.  Mr. Dubois noted that in excess of 500 subcontractors haven given bids to date.

 

Bruce Anderson asked Mr. Dubois to explain Value Engineering.  He stated that value engineering is the process of trying to maintain as much of the original project as possible while reducing costs. 

 

At this point, Bruce Anderson announced that all bids had been received and opened.  As presented, the cost of building the project as is, will cost $45 million.  This is $12 million over approved budget.

 

Given the fact that bids came in over budget, the value engineering process will have to be closely monitored.  The scope of the project may have to be reduced.  Every attempt will be made to break ground in a month.  On August 13, 2006 Harvey Construction will review all bids with value engineering numbers attached with the Board.  It was noted that the School Board has the final say/decision in the value engineering numbers.

 

A “roadmap” will be provided at that time, to explain how the town can get as close to the original budget as possible.

 

Mr. Anderson stressed the importance of the land swap vote by the town which is to be held on August 10, 2006. 

 

Jane Higgins, member of the public and co-chair of W.I.S.E., addressed the Board with her concerns regarding the bid amount.  She was very concerned about the cost to build this project being so far away from the initial projected cost of $33 million.  She stated that she would not support a school that is less than what was presented to the voters.  She urged the School Board to not compromise. 

 

Mr. Dubois responded by stating that a lot has happened in the market place since the town approved the initial construction budget.  He stressed that they will work very hard to analyze and review all data and to get the projected amount back in control.

 

Tom Case, member of the public, addressed the board next by stating that cutting square footage was not a good idea.  He asked Mr. Dubois if the current project cost to build this project included the road, i.e. skirting the London Bridge structure.  Mr. Dubois stated that price included everything along with balancing the site.  Mr. Case then asked when construction can start.  Mr. Dubois noted that his crew is ready to start immediately.

Mr. Anderson noted that one of several reasons for the projected cost of the project was the re-routing of the proposed road around the London Bridge structure.

 

Beverly Donovan stated that the original square footage that was presented to the voters was less than what went out to bid.  What ultimately went out to bid was an “a la carte” menu called “Ad Alternatives”.  The square footage being requested took into account the housing of future students (a larger student body) than we currently have now. 

 

Jack Gattinella, member of the public, stated he was concerned with “descoping” of the contract.  Mr. Dubois stated that Harvey Construction gets a fixed rate and that every amount of money spent comes with an invoice.  Mr. Gattinella then questioned Mr. Dubois as to the success rate his company has had on previous projects with value engineering.  Mr. Dubois stated that he is hopeful that they can come back to the Board with a more acceptable number.

 

Dennis Senibaldi then addressed the Board stating that he expected the same amount of school that was originally voted on by the community.  He blames Team Design for their projected dollar amount and hopes that the School Board with look into the legal ramifications of this situation.  He further stated that he does not blame the School Board for the current $12 million bid gap, but that somebody has to be held liable. 

 

Windham resident, Diane Carpenter, questioned how Harvey Construction could begin the project if there is such a large deficit.  Mr. Dubois reiterated that once value engineering has been done and the project has perhaps been scaled back, then they would be ready to begin construction after given the go ahead from the Board.

 

At this time, Bruce Anderson stated that everybody on the School Board felt betrayed and that this was a very difficult time for them, but that the project will go forward with square footage likely being reduced.  He also noted that our bonds are constantly earning interest.  To date the town has earned roughly $2.5 million dollars in interest.  Mr. Anderson’s final thoughts on the subject were that morally the Board will need to hear what the public has to say. 

 

Beth Valentine stated that we can not afford to live the “grey”, and that Harvey Construction will present all options…everything will be on the table.  As a community we will have to see what we can live with.

 

Mr. Gattinella addressed the Board again asking for clarification from Team Design with regards to what means the company used to obtain costs for the project.  Dan Bisson from Team Design responded by stating that they use historical data and actual data that is being used in the industry at the time a quote is given.  Mr. Gattinella noted that legally the School Board can build a high school with the original money that was approved by the voters of Windham.

 

Mr. Dubois’s final statements stressed that Windham needs a high school; it’s a matter of how we get there.  It will be a collective effort in a short amount of time.  He also made note that numerous factors affected the cost of this project – which include dramatic increases in the cost of some materials. 

 

A five (5) minute recess was taken at this time.

 

CIP Discussion

Brian Gallagher informed the Board that the final phase of the pavement project for Windham Middle School will be presented in the fall for preparation for the warrant article. 

 

Galen Stearns noted that a request be put in the CIP for another soccer field at Windham Middle School.  Beth Valentine questioned if artificial turf could be placed just in front of the goals, as this is the place where the most wear and tear occur.  She requested a cost comparison.  Bruce Anderson suggested that the new soccer field be requested for the high school sight instead of the middle school sight.  Galen Stearns noted that a specific site does not have to be determined at this time.

 

Dr. Cutler suggested that the Board consider requesting more than one field.  Mr. Stearns responded by stating that we know we need at least a softball field, practice fields and a turf field with a track.  He will have the Athletic Committee start researching this part of the process.  Beverly Donovan suggested bringing Cheryl Hass and the Recreation Committee to the discussion.

 

Beth Valentine noted that although the School Board has a lot on their plate at this time, they need to look to the future with regards to elementary/middle school space.  This issue needs to be addressed.  She suggested that the School Board come up with monetary scenarios so the voters can have reasonable estimates to place their arms around.  October 2006 enrollment projections will have to be closely looked at.

 

Wellness Policy – Second Reading

Dr. Cutler noted that the Wellness Policy had been available for review at the SAU for some time and was now ready for the Board to vote on its acceptance.

 

Motion to Accept the Wellness Policy JLCF for Windham School District was made by Barbara Coish with a 2nd by Beverly Donovan.  Approved 5-0.

 

Presentations of Policies/Reports by Superintendent and Staff

 

Customer Satisfaction Surveys

Roxanne Wilson discussed with Board members the results of the recent student and parent surveys from Windham Schools.  One of the items that came across as clearly not being satisfied with, was the current lunch program.  She also stated that relatively speaking; some parents are not satisfied with their children’s writing progress.  She noted that we need to do more work in this area.  A leadership meeting is scheduled in August with school principals to discuss these issues along with looking at the three years of collected survey data.

 

Summer Maintenance Update

Brian Gallagher discussed with the Board the lists of maintenance projects at all three schools.  The extensive punch lists detailed many maintenance projects that were or will recently be completed. 

 

Beverly Donovan questioned if the district owned the small building behind home plate at Golden Brook School and - if not - why it was painted along with other Golden Brook painting jobs.  Mr. Gallagher informed her that there was extra paint at the completion of the School painting projects and that they wanted to have a better uniform look on the property.

 

Beth Valentine inquired about the Center School roof leak and status.  Mr. Gallagher stated that the source of the problem was finally located and fixed. 

 

Beth Valentine also inquired if the new bus routes had been plotted out and how Laidlaw would go about doing this with regards to the two (2) new buses that will be put into use this year.  It was noted that Laidlaw uses a computer to plot out the best routes.  When the routes are finalized, they will be posted on the district website as well as in the Windham Independent.

 

Beverly Donovan inquired whether there was any more news on Principal Desrosiers proposed energy audit at Center School.  Mr. Gallagher noted that at the time of this meeting he had not heard of an update but would be following-up with Mr. Desrosiers regarding this.  Barbara Coish stated that Salem is addressing similar energy saving ideas at their schools.

 

Correspondence/Information

 

Bruce Anderson requested a copy of the original letter of intent from Doucet Survey, Inc. to Team Design dated December 8, 2004.  The purpose of reviewing a copy of said letter was to determine when Doucet Survey, Inc. was brought into the project.  The Board made note of the letter date.

 

The Board briefly reviewed the letter from Dr. Cutler to Mr. Chris Graham dated July 11, 2006, explaining how the district planned to remedy his concerns regarding Center School field maintenance issues.

 

Bruce Anderson made note of the Windham School District June 2006, Curriculum Newsletter and a copy of New Hampshire School Board Organizations “Right to Know Law.  Copies of both were distributed for the Boards review.

 

A copy of a Memorandum of Understanding from Harvey Construction Corporation to Ms. Kerry McKenna outlining road access was distributed to the Board for their review.

 

Administrative Monthly Reports

 

June Student Report

Dr. Cutler reviewed final student enrollment numbers from June with the Board.  Noting little variation from the beginning of the school year.

 

Update of Unifund System and 2005-2006 Audit

Brian Gallagher distributed examples of higher level reporting styles to the Board for their review.  Bruce Anderson inquired if there was some way that the reports could be clearly defined using school names instead of or along with the numbering system.

 

Mr. Gallagher noted that the 2005-2006 audit review was completed successfully.  The undesignated fund balance was $262,686.00.  This balance was made up of excess revenues that had not been expended. 

 

Bruce Anderson stated for the record, that the School Board voted to transfer $500,000 from the fund balance to the high school project to help offset the road costs.  He also noted that the Town of Windham will have the power to assess abutters of the new road if they choose to do so.  Barbara Coish stated at this time that she was not in favor of transferring $500,000, but was in favor of transferring a lesser amount.

 

Information and Proposals from Board Members

 

Salem School Board Update

Barbara Coish stated that at their last meeting, Salem announced that their district had purchased the same software that Windham was now using.  She also noted that the district of Salem was anxious to know when Windham will be surveying 2009 graduating students.  Dr. Cuter stated that they had already made it clear to Salem that the survey would be conducted in the Spring of 2007.  She will contact Mr. Delahunty to clarify this further.

 

Beth Valentine noted that Salem High School 9th grade orientation would be taking place on the 29th of August.

 

Bruce Anderson closed the meeting reiterating the heat wave warning to Windham residents and how they could get in touch with emergency personnel if need.

 

Motion to Adjourn the public session under RSA 91-A:II(b) at 9:17 p.m .was made by Beth Valentine with a 2nd by Barbara Coish.  Galen Stearns-aye; Beverly Donovan-aye; Barbara Coish-aye; Beth Valentine-aye and Bruce Anderson-aye.