PEMBROKE SCHOOL BOARD
Tuesday, January 09, 2007
PRESENT: Clint Hanson, Rick Mitchell, Gerry Fleury, Ry Weisiger, Tom Serafin, Jonathan Burnham, Peter Warburton, Mona Sandberg, Michael Reardon, Deb Bulkley, Sandy Valine (recording secretary), Carol Ehmling, AnneMarie Morse, Peter Aubrey, Justine “Tina” Coutemanche, Daniel Crean, Charles Connor, Pat Crafts, Teresa Vincent, Mark LePage
1. CALL TO ORDER
Chair Clint Hanson called the meeting to order at 7PM in the PA Library.
2. MINUTES OF PREVIOUS MEETINGS
A motion to approve the minutes of the December 12, 2006, as amended, was made by Mr. Serafin and seconded by Mr. Mitchell.
Corrections were noted on p. 2, p. 4 and p. 5.
ALL IN FAVOR
THE MOTION CARRIED
3. IMMEDIATE BUSINESS
A. CITIZENS’ COMMENTS None at this time
B. LEASE/PURCHASE PLAN
Mr. Haley introduced Jim Lucy from the Honeywell Corporation. Mr. Lucy is here to give presentation to the board regarding a Lease/Purchase Plan for the district.
Mr. Lucy was asked to establish a lease purchase plan regarding energy efficiency improvements. A slide handout was provided for the board members.
Mr. Lucy prepared an informative presentation and discussion
but stated that questions were welcome as they come up. David Cote, the current CEO of Honeywell, is
a
Mr. Lucy was asked to look at the existing buildings and make recommendations to improve and enhance the energy efficiency for the district.
The core original proposal was sent to Mr. Burnham and Mr.
Haley. That proposal was revised to
include some of the concerns and needs of the
A goal would be to develop a self funded program for energy
efficiencies and/or air quality improvements to be paid for by building aid,
guaranteed energy savings, and operational savings. The district would need to raise the same
level of funding for heating costs but it would allow for many more efficient
ways of using the money. Program
Objectives were highlighted.
Mr. Fleury asked if there was the ability to change the order.
Mr. Lucy reported that there are contracting mechanisms and a design-build plan. This helps to guaranteed pricing. Generally errors or omissions of the work generate change orders. The preparation work helps to prevent these errors and omissions. This is a different type of construction work. 5000+ school building projects across the country have been involved, and there are many in NH.
Three types of performance based contracting: Must do projects (unplanned), Capital projects (typically budgeted and prioritized), and Performance based projects (independent of capital budgets and a mix of the other two).
Three core project components: technical or comprehensive audit phase; financial including guarantee, building aid, rebates, and other forms of payment; and contractual- getting the job done.
Case Study Information from the
Until the energy audit is completed, the revenue and expense illustrated in this proposal is estimated. There was a challenge to provide the estimates in order to move forward with a potential warrant article. Proposal is designed to be a project proposal that is budget neutral.
Mr. Connor asked what the out of pocket expense might be. Is this cost avoidance over 15 years? How do you inform voters of the benefits of the project when they are still going to have to spend some money?
Mr. Burnham stated that he has been involved in 3 projects. It’s important that the district voters know that they are going to spend some of the money anyway in the budget. This type of project would allow the district to spend it a different way, which would be more efficient. Savings are predicted at today’s costs.
Mr. Lucy reported that it would important to establish baseline information and then plan to make energy efficient improvements. The guarantee is based on units used, not translated to dollars.
Mr. Weisiger reported the board that 53% of the costs in the
budget are allocated to
Cost avoidance and cost containment is really part of the purpose. Improved efficiency is also a benefit.
There was discussion about the life span of energy improvements. Depending on type of equipment and technology, many items being discussed are expected to last 20-25 years. Mr. Lucy and Mr. Burnham were very confident that there would be things the district can do that would be helpful and provide a cost saving to the district.
1979-80 was the first time that these projects were developed. The concept has evolved since then. Some districts and projects have been designed to have multiple phases based on needs. There is not a cookie cutter approach. Title of ownership is given to the district.
Mr. Connor asked about the warrant structure, total amount of the lease with funding sources = local and state.
Mr. Hanson stated that the savings and efficiency costs would continue after the lease agreement, but that we would continue to have the improvements in place. Ie. windows
There was discussion about air quality and how that would be addressed.
What is the value of engineering study? Estimated 5-10% of capital construction costs. Our engineering study/audit would be very time intensive $10,000-20,000.
Mr. Reardon asked about project timelines as he was concerned about disruptions to students and the learning environment.
Mr. Lucy estimated that they would need the spring to complete audit. Year round construction projects are done all the time, but there also are no disruptions (or limited) to students. Work with the schools to minimize disruptions. The crews often work at night, and after hours work.
Mr. Burnham reported that the 2 projects he was involved with had NO disruptions. The process and crews are extremely effective!!
Mr. Lucy stated that he would be happy to come back if the board would like.
C. CONSENT AGENDA
A motion to approve the request for maternity leave was made by Mr. Serafin and seconded by Mr. Weisiger.
ALL IN FAVOR
THE MOTION CARRIED
A motion to approve the grant was made by Mr. Serafin and seconded by Mr. Mitchell.
ALL IN FAVOR
THE MOTION CARRIED
A motion to approve the request for continued non-resident enrollment was made by Mr. Fleury and seconded by Mr. Serafin.
There was discussion about the residential circumstances and the student’s age.
A request to contact the current “residential” district regarding funding was proposed.
Mr. Reardon has discussed the situation and options with the student.
Mr. Reardon stated that the student was in good academic standing, and this was the student’s senior year
ALL IN FAVOR
THE MOTION CARRIED
A motion to approve the request for an additional teacher was made by Mr. Serafin and seconded by Mr. Mitchell.
A handout was presented to the board. Yes, there is money available in the budget/ appropriation line to fund this position.
This request is based on AYP results and recommendations.
Changes to what we’re offering and the sequence of math courses are being developed.
ALL IN FAVOR
THE MOTION CARRIED
D. TRANSPORTATION MATTERS
A copy of the letter in packet from Mr. Haley to Mrs. Mitchell, and a subsequent letter to Mrs. Mitchell to the board was reviewed.
Options were discussed.
Mr. Fleury made copies of his thoughts in a reply available to the board. There were multiple requests in the letter. There were many items/requests that really did not fall within the board’s responsibility or jurisdiction. Mr. Fleury stated that he could not support the parent’s request.
A motion to endorse the gist of Mr. Fleury’s letter as a guide for the board’s response was made Mr. Weisiger and seconded by Mr. Mitchell.
The letter will be written by Mr. Haley and sent to the parent.
Mr. Haley stated that the bus contract is not necessarily renewed every year. The solicitation of bids on a yearly basis is not really done as multi-year contracts have been issued. The district has been with Dail Transportation for a number of years. Other providers have been contacted in the past. Dail has always come through with a contract proposal that the board has been comfortable with and come to finalize contracts. At times, only one company has submitted a bid for the transportation contract.
The motion was amended to authorize the Superintendent to respond on behalf of the board. This was made by Mr. Serafin and seconded by Mr. Weisiger.
Mr. Serafin initially shared similar feelings as in the proposed response letter. What would the positives and negatives be of an ad-hoc committee study this topic with strict parameters on?
FOUR IN FAVOR
ONE IN OPPOSITION
THE MOTION CARRIED
4. OLD/UNFINISHED
BUSINESS
A. POLICY REVIEW
All of the following policies are in response to revised state standards.
A motion to approve the above policies was made by Mr. Weisiger and seconded by Mr. Fleury.
ALL IN FAVOR
THE MOTION CARRIED
The changes that were suggested from previous discussions were drafted and included in this revised policy.
Mr. Fleury stated that he has reservations about maintaining petty cash accounts and is not totally comfortable with information that has been obtained from the independent auditor.
Concern was expressed about the value of property and donations. Physical inventory listings should be updated and better tracked.
Mr. Hanson stated that the language in the policy seems to be sufficient enough.
Mr. Fleury’s concern is related more to procedural issues rather than to a policy issue. It could be a procedural issue.
Mr. Hanson stated that the policy seems to address the contextual premise of the issue. There is a correlation about the policy and procedural aspects of addressing Mr. Fleury’s concern. The board can ask for procedures to be reviewed.
A motion to approve the motion as amended was made by Mr. Fleury and seconded by Mr. Mitchell.
ALL IN FAVOR
THE MOTION CARRIED
First review of the following policy:
There was discussion about waiving the policy on adopting policy.
No Changes to the policy were suggested.
Mr. Fleury requested the superintendent gather some additional information regarding this topic. This information will be presented at the next meeting when action is scheduled to take place.
5. NEW BUSINESS
A. STAFF CONCERN
A letter from a staff member and the response from Mr. Haley were distributed to the board. There have been no changes in practice.
Mr. Fleury stated that a phone poll gives little ability to
understand the issue in detail. There
was much more detail presented in the packet.
Mr. Hanson stated that sharing information in email might constitute a
non-public meeting.
Any requests should be distributed to the Superintendent at least a week prior to board meetings so that it could be included in the board packet.
If an amendment of the policy of is deemed necessary the policy will be revisited.
A deadline is a deadline. The board felt that this information could have been presented earlier.
A lot of details can not been included in a phone poll.
Mr. Haley will respond on behalf of the board.
B. GRIEVANCE ARBITATION
Mr. Haley stated that it has been his practice to inform board when a grievance reaches the level of binding arbitration due to expenditure of funds.
There are 2 grievances that have reached the binding arbitration stage.
There was discussion about if the parties pre-approve arbitrators. The parties share a listing of proposed arbitrators and usually can reach an agreement on at least one. There is a process for getting an arbitrator. We do not have or can not have one on retainer.
6. OTHER BUSINESS
A. CITIZENS’ COMMENTS None at this time
7. ADJOURNMENT
NEXT SCHEDULED MEETING January 23, 2007
Without recognized objection, the meeting was adjourn at 9:03 PM
8. INFORMATIONAL ITEMS
Dug outs similar to what’s there now would cost approximately $ 1500.