East Haddam School Building Committee Meeting
Regular Meeting Minutes
March 17, 2004
The meeting was called to order at 7:05 p.m. and was moderated by Selectman Brad Parker.
Members present:
Kerry Willis Budzik
David Lafemina
Mary Beth Mordecai
Todd Moss
Melissa Ziobron
John Gibson – Alternate
Craig Parker – Alternate
Members absent: Jennifer Ibbotson
A list of Building Committee members was distributed. Members introduced themselves and identified location of residency, profession, number of children and years of residency in school district. Ms. Ziobron identified herself as a Board of Education member for three years and liaison to the Board. Selectman Parker noted that Committee members will be eligible to vote on school building issues, and Alternates will vote in the absence of a Committee member.
Selectman Parker distributed and reviewed Guidelines for Posting Agendas and Filing Minutes with Board members. The town is in the process of interviewing individuals to record the minutes of the Building Committee’s discussions and anticipates that this issue will be closed within the week. The schedule of regular meetings for the Building Committee shall be posted in Town Clerks Office.
Selectman Parker thanked Building Committee Members and recognized that all applicants for the Committee were a very qualified group. He explained that all Committee activities will be advised by Board of Education Superintendent Steve Durham and advisor Bob Carroll. The School Building Committee will be a subcommittee of the town. Construction of a new middle school will require a fast track approach to meet annual CT guidelines for matching fund consideration. Current school state funding agreements with towns expire on June 30, 2004. The Committee is tasked with the immediate determination if land, school concept and town referendum are attainable in this schedule. Whether or not the schedule can be met, Selectman Parker told the committee the town wants the best project.
Selectman Parker introduced speakers Arthur Merrow, Glen Guidi and Superintendent Steve Durham to update Committee members on the status of new school construction efforts.
Arthur Merrow identified himself as the husband of the last Selectman. He acknowledged that he was a past Board member for the High School and felt that a newly proposed school will have a high influence on community. He reiterated that the existing middle school was built in 1922 and that new civic facilities need to be quality buildings for hard use. Building committee has influence to determine design and kids are highly influenced by their school environment.
Mr. Merrow stated that the Building Committee has the funding to which others will want access. He felt that consultants and contractors will not necessarily be on the side of the town. In previous Arbitration contracts, it was his opinion that the town was poorly represented and this should be taken into consideration in preparation of future contracts. He expressed that the bidding process is educational and that good minutes and Committee procedures are important.
Mr. Guidi advised the Committee on previous school planning experience. This detailed the previous town process for selection of architect and construction manger, as well as the implementation approach. The Building Committee is not obligated to utilize the previous architect and construction managers, but the committee was reminded that the current consultants have supported the town through all previous school referendums. Mr. Guidi advised the Committee that it needs to be unified, no matter the result of voting outcomes.
Superintendent Durham introduced Ms. Pam Gourlie as Chair of the Board of Education. Ms. Gourlie told the Building Committee that Mr. Durham and herself will attend Building Committee meetings to the greatest extent possible. Superintendent Durham also reiterated that Ms. Ziobron is liaison to the Board of Education. It was also noted that the Board of Education, not the Committee, is responsible for all state-related reporting requirements. Additionally, Mr. Durham reiterated that it is the Board’s desire to move forward with a 4th through 8th Middle School.
Superintendent Durham reviewed the educational specifications for the project. He identified that the design of the school belongs to committee and town and that the specifications are on the town website. Additionally, he made it known that the Building Committee needs to confirm the architect and construction manager to maintain the June 2004 schedule. Mr. Durham described the application process for funding from the state from this school construction application. The Building Committee is responsible to become familiar with all aspects of the educational specifications. Current specifications include classroom requirements of twenty (20) students per one (1) teacher, one (1) art room, two (2) computer labs, and cafeteria larger than required to double as auditorium. All classrooms, regardless of utilization, are presently planned for a size of 700 sq. ft. Eligible school size based on student projections for state reimbursement is 95,750 sq. ft. on 21 acres. Superintendent Durham requested that the Building committee consider a larger parcel of land to accommodate expansion for additional students. Additionally the Board of Education recommended multiple playing fields at the new school to satisfy town requirements.
Superintendent Durham also reviewed Appendix A and Appendix B of the specifications. Appendix A provided student growth projections in the community based on Cohort Survival Method of Expansion. Appendix B provided capital cost school budget estimates. Superintendent Durham pointed out to the committee that the budget estimates do not include any credit for anticipated reduction in operation and maintenance costs.
Selectman Parker informed the Building Committee that its original charge from 1998 for a new elementary school construction has been changed for the development of a middle school. Also, the town may revoke individual committee membership should a member fail to participate in committee activities. Only one member, Ms. Ibbotson, remains from the elementary school building committee.
The middle school building committee may retain the architect and construction manager from the elementary school committee without another qualification process. Selectman Parker recommended that the architect and construction manager attend the next meeting. He also recommended that Mr. Jim Ventres attend the next meeting to review the 95 parcels of land that are of sufficient size to support a new school.
Mrs. Ziobron asked the committee to vote on an interim chair because she would have a conflict of interest in that position as she currently serves on the board of education, which is a nominated chair
In the absence of Ms. Ibbotson, Mr. Gibson asked Mr. Parker to serve as the voting alternate.
Motion made to elect interim chairman. Discussion – Frequency of meetings. Aggressive schedule requires frequent meetings, at least one per week. May be detrimental to Committee to have interim chairman. However, some members leery of establishing permanent chair at first meeting. Two week interim chair recommended. Query to determine level of interest. Ms. Ziobron felt it may be viewed as a conflict for nomination as chair. Mr. Moss and Mr. Barnes interested in chair position. Motion amended to elect chairman for two weeks. Seconded, passed and closed.
Motion for chairman nominations. Nomination of Mr. Moss; nomination of Mr. Barnes.
Motion to close nominations. Seconded, passed and closed.
Motion to elect Mr. Barnes, three votes. Motion to elect Mr. Moss, four votes.
Mr. Moss elected interim chairman for two weeks.
Tabled motion for vice chairman until selection for permanent chair.
Town is in the process of interviewing a Recording Secretary for the paid position on the School Building Committee and plans to have one hired by next meeting. Selectman Parker indicated that it is up to the committee to determine if the membership wants meetings taped.
Mr. Wyley Peckham introduced a letter to the committee expressing his concerns related to the middle school project and the decisions that must be made by the committee. Letter is attached.
Mr. Gibson confirmed through his experience that there is a minimum amount of dry flat ledgeless land from which to select for a new school within the town property.
Ms. Ziobron indicated that town maps have been marked to identify properties sized to accommodate a middle school by the Land Use Administrator. There are approximately 95 sites with 16 that are realistically feasible for the project. It was noted that no geotechnical work of any sites had been completed in the field. Sites are shaded and identify slope and local wetlands.
One site has been identified by the Selectman as a lead candidate site and the property owner has been contacted. The town has not initiated discussions related to the project with any other property owners in order to gain access to sites.
Mr. Gibson indicated that a quick committee decision is necessary regarding the selection of architect and construction manager. There does not appear to be any contractual obligations tying the town to these firms beyond the referendum. Town has only been charged by the architect for preliminary scope design.
The Board of Education has contacted the firms to check on their interest and availability going forward with the middle school approach. Both expressed interest. Mr. C. Parker requested that a vote to continue with architect and construction manager wait until the committed meets with the firms. Selectman Parker said that the next committee meeting should include the architect and construction manager.
Motion for next meeting times and dates for Wednesday, 3/22 at 7:00 PM to meet with architect and construction manager and Friday, 3/24 at 7:00 PM with Land Use Administrator. Seconded. Discussion – Not all members are available on both dates. Further discussion on members schedules. Mr. Gibson stated that it is unlikely that all members will be available on all dates. The committee also reviewed the schedules of the Selectmen and Board of Education members. Conflicts were apparent on many dates.
Motion to withdraw two meeting dates. Seconded, withdrawn.
Motion for next meeting time and date of Wednesday, 3/22 at 6:00 PM with architect, construction manager and Land Use Administrator. Seconded. Discussion – Site maps are at the Board of Education during the weekday hours of 7:30 AM and 4:00 PM. Selectman will have maps moved to Town Hall on Monday and Tuesday for committee members to review, prior to the next meeting. Motion carried and closed.
Minutes from previous committee meetings are available through the Board of Education. Superintendent Durham recommended that members review the maps in advance of the next meeting to gain familiarity with the potential sites. Mr. Durham also stressed that committee
members need to quickly become comfortable with the design specifications.
Motion for adjournment. Seconded. Motion carried, 9:40 PM.
March 17, 2004 Special Meeting Agenda
School Building Committee Member Contact List
Guidelines for Posting Agendas and Filing Minutes
Education Specifications
D.W. Peckham Letter dated March 14, 2004