Windham School Board

APPROVED

Windham School Board

Public Session

August 22, 2006

Workshop Meeting – SAU

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

Barbara Coish and Bruce Anderson

Superintendent: Dr. Elaine Cutler

Facilities Committee: Mike Joanis

Chairperson Bruce Anderson called the workshop meeting of the Windham School Board to order at 7:05 p.m. with a call of the roll.

Bond Warrant Issue

Dr. Cutler reviewed for the Board, correspondence received from Attorney Greg Michael. His letter dated August 21, 2006 to the School Board speaks of compliance with RSA 674:54 as it pertains to the bond and warrant articles. He suggests forwarding a letter to the Planning Board and Board or Selectman together with the latest plans and specifications of the project. Dr. Cutler noted that there was a difference between what was discussed on the phone earlier with Mr. Michael and what was written in his letter. Dr. Cutler will follow-up with bond counsel and Attorney Michael.

Dr. Cutler will clarify what Attorney Michael means by “latest plans” and will have him define “specifications”.

Galen Stearns suggested that Harvey Construction get the numbers for the septic, leach field, roads and final grading of ball fields, site and parking lots (not including paving).

In a separate letter from Attorney Michael to the Board dated August 21, 2006, he outlined the use of the bond proceeds.

Road Issue

Dr. Cutler explained Attorney Michael’s 8-15-06 letter in which he clarifies the recording of the land parcels along with the Planning Board signing off on the lot line relocation plan. The Board agreed with this.

Galen Stearns noted the following items should be forwarded to the Board of Selectman and the Planning Board: site plan showing retention ponds, septic and roads along with the exterior of the building.

A draft of the proposed letter from Attorney Michael to the Board of Selectman and the Planning Board was reviewed by the Board. Dr. Cutler questioned the statement that both Boards will have sixty (60) days from the date of this letter. Bruce Anderson felt that this was just a legal formality. Galen Stearns acknowledged that the only thing the School Board could not do, was build the foundation within sixty (60) days of the date of the letter to the Selectman and Planning Boards. He also feels that a construction schedule timeline be forwarded. The School Board agreed to send out the Attorney Michael letter to the Selectman and Planning Boards.

They noted that Harvey Construction could provide the construction timeline.

At this time Bruce Anderson noted that he never received the section pertaining to Ed. Specifications.

Motion to Affirm or Reaffirm the Ed. Specifications from Windham was made by Barbara Coish with a 2^nd by Beverly Donovan. Approved 5-0.

Dr. Cutler will retrieve a copy of the Town Minutes that approved the high school and include such along with the letter to Selectman and Planning Boards.

The Board agreed that the Planning Board needs to know that this letter and accompanying documents are only a formality.

Bruce Anderson stated that after speaking with Attorney Michael, it was noted that the surveyors are disagreeing. Therefore, the Attorney will proceed with a lot line agreement.

Galen Stearns noted that Logan’s property needs to be subdivided.

Beth Valentine noted that the School Board needs to square away the subdivision issues. To that end, Dr. Cutler will speak to Attorney Michael regarding this.

High School Committees

The Board discussed the possible restructuring of the facilities/building committee. Bruce Anderson noted that the Facilities Committee was dead on when it came to predicting the hurdles of the project. Mr. Anderson stated that his desire was to put together a Facilities Committee and have them hold Team Design to task, stating we need a strong committee that will have decision-making authority and that will report back to School Board. He stated that he wanted to give the Committee more power.

Beth Valentine noted that some members should be professionals that live in our community and that the Committee should have more members than does now.

Galen Stearns noted that the School Board will have the ultimate authority after listening to the Facilities Committee.

Bruce Anderson stressed that we need a key person to converse between Harvey Construction and Team Design – a person that will constantly check the scheduled time-line of the redesign process. Mr. Anderson also noted that he spoke with Anne Dodd at Harvey Construction and stressed that he wanted them to keep on top of Team Design and the process.

Beverly Donovan stressed that she wanted the Board to give Team Design deadlines to meet.

Mike Joanis from the Facilities Committee stated that he felt it was the right thing to do for the Board to give more authority to the Committee over the project. Mr. Joanis stated that in order to get to the goal, the committee needs more members. He would like to target specific people with recommendations. Mr. Joanis noted the following:

From day one, the Board was caught between the Committee and Team Design
The building needs to be substantially redesigned
Feels the Board has a strained relationship with Team Design
Make it the Board’s priority to repair Team Design relationship
The Committee needs to meet 2x’s per week on specific days
Appointed agent of the Committee needs to handle follow-up
Feels that Team Design guessed at the site numbers, based on their other projects
Stressed that every single item from now on has to be priced by Harvey Construction
Harvey Construction needs to attend all meetings

Mr. Joanis also stated that the School Board, like many other Boards, are not equipped to handle a building project, noting they have too many other issues to handle. He would like to see an Owner’s Representative that is very results and schedule oriented. Mr. Joanis would like to see other Facility Committee members having strong construction backgrounds along with some members that have an educational background.

Bruce Anderson noted that the Board will have to start hand picking more people for the Committee along with recommitting current Committee members.

Beverly Donovan noted that within a few days of a Facilities Committee meeting, she would like to see bulleted highlights from said meeting sent to all School Board members via e-mail.

Galen Stearns would recommend adding one (1) School Board member, (1) educator, (3) engineers and (2) pertinent members of the public to the current/reorganized Facilities Committee.

Bruce Anderson requested all those in attendance to put together a list of potential names for additional Committee members and forward them to Dr. Cutler. The Board will decide next week who to ask. Mr. Anderson will request a meeting between the Facilities Committee and the School Board to outline exactly what the School Board is looking for and what is expected of them.

Mike Joanis reminded the Board that Harvey Construction has only looked at drawings to see if it can be built, so when we do go to the construction phase, he is most concerned with constructability.

To this end, Chairman Anderson requested Dr. Cutler to arrange a meeting between them, Team Design and Harvey Construction.

Road Issue

Barbara Coish and Beverly Donovan brought before the Board the possibility of starting the road portion of the project before March 2007. Bruce Anderson stated that a possible scenario would be if the GMP comes in by December, 2006, then site work could begin in the winter time. He noted that snow does not matter when it comes to building.

Mike Joanis noted that it would be ok to start if Harvey Construction states that there is an advantage to starting the road construction and it will not cost more for doing so.

Beverly Donovan stressed that many people were on the fence with the land swap vote. She further noted that two citizens were going to start a petition to begin site construction now, saying this was a huge concern for many people. Bruce Anderson stated that it has to be staged correctly and that we need a GMP before anything can start.

Beth Valentine reminded the Board that they have a lot of communicating to do with the public and that if the numbers make sense, then we probably could start site work.

Barbara Coish recommended that Attorney Michael begin the legal work with regard to this. Barbara Coish then questioned if a special town election made sense at this time. Galen Stearns gave an overview of the special election process and regulations.

Bruce Anderson noted that in theory it is something to think about and noted that he would have the Facilities Committee look into this.

AREA Agreement

Dr. Cutler stated that a letter had been sent to the Salem School District requesting that the AREA subcommittee be reconvened. Dr. Cutler noted that she had spoken with Mr. Delahunty and feels it would not be a problem extending the Agreement for one more year. Mr. Delahunty noted that he first had to get the information out there. She then noted that a decision had to be made regarding the swing class of 2009-2010. It was stated that this decision has to be made before renegotiations begin.

Galen Stearns stressed to the Board to think about the senior student’s needs during their last year of high school. Beth Valentine noted that you have to look at both sides along with the fiscal ramifications.

Bruce Anderson stated that the AREA Committee needs to be made up of three (3) persons, one (1) being a School Board member.

Dr. Cutler will contact Attorney Graham to discuss this.

SAU Withdrawal

The Board discussed the possibility of a Warrant Article for withdrawing from the SAU or working with a sub-committee from Pelham to develop an improved way of work. Bruce Anderson noted that he wished to wait to start dissolution. Bev Donovan would also like to wait and see what happens in March. Galen Stearns stated he understood, but would not like to wait. Beth Valentine stated she agreed with the cost issues, but would like to find a better way to use the SAU more efficiently, such as hiring an Assistant Business Administrator or Facilities Director.

Beverly Donovan proposed to add a new position to the SAU staff. Chairman Anderson suggested a committee be formed to work out an arrangement and to make recommendations for a more efficient SAU. Mr. Anderson polled the Board:

Galen Stearns – begin splitting the SAU;

Beth Valentine – form a committee;

Barbara Coish – form a committee;

Beverly Donovan – form a committee

Beverly Donovan questioned the needs of the preschool as it pertains to space issues, she inquired if the SAU staff can move to the new high school and the preschool could occupy the SAU building.

Bruce Anderson suggested a meeting with Pelham and to have a committee begin working on a solution with a deadline of November or December 2006.

Beth Valentine noted that the extra position would need to be asked for by the October 2006 Budget Meeting with Pelham.

Dr. Cutler will inform Pelham that Windham is in favor or forming a Committee.

Motion to go to Non-Public Session under RSA 91-A:II(b) at 10:09 p.m .was made by Beth Valentine with a 2^nd by Barbara Coish. Galen Stearns-aye; Beverly Donovan-aye; Barbara Coish-aye; Beth Valentine-aye and Bruce Anderson-aye.