East Haddam School Building Committee Meeting

 

Regular Meeting Minutes

April 28, 2004

Call to Order         

 

The meeting was called to order by Todd Moss at 7:01 p.m. at the Nathan Hale High School – Room 117.

 

 

Roll Call  

 

Attendance

 

Members present         

            Todd Moss                              Craig Parker 

Kerri Willis Budzik                   Melissa Ziobron

            Dana Barnes                             Mary Beth Mordecai

            John Gibson -Alternate Denise Gable-Alternate

David Lafemina-Arrived  8:14 p.m.

 

Others present:

 

 Robert Carroll, Central Office, Board of Education Business Manager

 Pamela Gourlie, Board of Education

 Wyley Peckham

 Shirley Judge

 Nancy Mackinnon

 Mark Fortier, Board of Finance

 Dr. Steve Durham, Superintendent of Schools

 

Approval of Minutes

 

 

Motion by Melissa Ziobron to approve the minutes of the April 14th ,  2004 meeting, seconded by Kerri Willis Budzik and carried by unanimous vote.

 

Motion by Melissa Ziobron to approve the minutes of the April 21st ,  2004 meeting, seconded by Craig Parker and carried by unanimous vote.

 

Motion by Todd Moss to alter the order of the agenda and proceed with item 5, Finance Committee- Discussions with Mark Fortier, seconded by Melissa Ziobron and unanimously passed.

            Finance Committee-Discussions with Mark Fortier

 

Mr. Fortier introduced himself to the Committee members.  He told the Committee that he supports the project. He explained to the Committee that the best way to assure success is for everybody to be informed including but not limited to the Board of Education, Board of Selectman, Board of Finance, Planning and Zoning and Open Space.  He urged the Committee to invite all of these Boards to their meetings in order to understand their concerns in their respective areas of jurisdiction.  He told the Committee that the voters and taxpayers rely on the Board of Finance to evaluate needs relative to other fiscal priorities and the tax burden impact to make sound fiscal recommendations.  He told them that he was speaking for himself and not for the other 5 members of the Board of Finance and that the new school was on the 3 capital project list of the Board of Finance.  He also told them to keep the town’s share of the cost down in order to stay within state guidelines for maximum reimbursement, that there was some sentiment for a full size gym if it was proposed as a separate question on the referendum and that the school should be expandable.  He discussed with the committee that $220/sqft was a reasonable amount.  He asked the Committee members to include construction costs, land acquisition, site development, overhead and operating costs, required offsite improvements, other extraordinary costs to be borne by other town agencies such as fire, ambulance, environmental and extraordinary legal costs to be available for the Board of Finance in order to expedite their proposal.

 

Dana Barnes asked Mr. Fortier when the dollar amounts would be needed in order for the Board of Finance approve the new school.  He told them that a special meeting could be called and that a minimum of a week in advance.  They also reiterated the 3 capital projects and the school being the top priority.  Mrs. Ziobron asked if the acceptable $220 sqft cost include extra land for the school project. Mr. Fortier told her extra land would be an ancillary cost depending on how much additional land.  He told her that Open space could be helpful and that open space land has state matching dollars available.  He told her that $60,000 would be a favorable amount if the state would match it.  Kerri Willis Budzik asked how much of the towns $5 million dollars was earmarked for bonding for open space purposes.  He told her that there was currently $177,000 in the fund.   

     

Audience of Citizens

 

 

Wyley Peckham discussed the diagrams of the proposed sites and asked the Committee to consider 2 separate entrances on extreme ends of the school in order to make the people comfortable with a 4 – 8 school,  in keeping the 4th and 5th graders separated from the 6th ,7th and 8th graders.  He also told them that the Clark Gates entrance onto the site may be a good choice.

 

 Nancy Mackinnon distributed and discussed the following docuents to the Committee:

 

An article written by Dr. Delbert Jarman and Dr. T. C. Chan titled Engaging your community as a partner in planning school facilities

An article written by Mary E Toth and Wendy S. Kunz titled Guidelines for establishing and maintaining community partnerships for better schools, better communities, better opportunities better students.    

 

Old Business

 

            Sub-Committee Update

 

Shirley Judge reviewed with the Committee documentation titled Neighborhood Forum Report for proposed School Site.  She informed the Committee that there were 2 Neighborhood Forums the first on April 22nd in the home of Cindy and Archie Deming there were 18 attendees, 3 building committee members and 2 citizen moderators and on April 25th in the home of Anita Ballek there were 6 attendees, 3 building committee members and 2 citizen moderators.  Mrs. Judge discussed the meetings with the committee including but not limited to categories of comment, quality of life/neighborhood development, neighborhood safety including pedestrians and vehicle traffic, communication, comments and questions. Mrs. Mackinnon commented that most of the attendees appeared overwhelmed that a new school would be built in their neighborhood as it was unexpected yet appreciative of the meeting before the public hearing.  It was reiterated of the importance to involve the people in the planning process and keeping the communication lines open.   Denise Gable agreed to send the attendees a thank you letter for attending the forum. 

 

                        Letter to editor from Committee – review draft

Mr. Moss distributed and discussed a draft copy letter to the editor.    It was agreed to change the first paragraph prior to sending it to the editor. 

 

Mary Beth Mordecai informed the committee that she would not to write a separate letter to the editor.

 

Motion by Mr. Barnes to alter the order of the agenda and proceed with item 5, Dr. Durham – Comments of KBA drawings, seconded by Mrs. Ziobron and unanimously passed.

 

                        Dr. Durham – Comments of KBA drawings

 

Dr. Durham reviewed the KBA drawings with Committee.  He told the Committee that he liked scheme’s 2 and 3 because they best support the Educational Specs. He discussed with the Committee that one of the problems that he has seen in the past is a demographical shift from grade to grade each year.  For example last year’s large Kindergarten class.  He asked the Committee to ask KBA to draw a scheme which would provide a more traditional structure for 4th and 5th grades and a more team related structure for 6th, 7th and 8th grades.  He informed them that if he had to pick a scheme which would best suit the schools needs that he would choose spec #1, because it gives more flexibility, is very traditional and probably can develop a better façade which would blend into the environment. He asked the Committee to keep the classroom sizes about the same square feet so that it could accommodate any demographical shift needed in the future. He recommended that 1 science room be placed in the area of the 6th grade classrooms and another for the 7th and 8th grade classrooms.  He also recommended that Social Work classroom and the school Psychologist be closer to the Guidance office.  He told them that as long as the room sizes were comparable that the changes could be made after the school is built. He reiterated Mr. Fortier’s comment about a gym and recommended that the auditorium and media center be adjacent to the gym and that it be located to easy public access without going into the classroom areas.  He told the Committee that the core facility should be accessible by both sides and to remind KBA to have separate wings with shared amenities.  He reminded the Committee that the 4th and 5th graders would arrive at a different time from the 6th, 7th and 8th graders and to have a separate drop off from the school’s main drop off.  Mr. Barnes suggested that it would be beneficial to get Dr. Durham together with Committee members, Middle School Principal and KBA to decide on the best floor plan.  They agreed to get together some time on Monday, May 3rd for this purpose.          

 

Milone & MacBroom Update – review report

 

Mr. Moss distributed and discussed the following document to the Committee:

 

            A draft copy titled Subsurface Sewage Disposal Feasibility Analysis Report, Sillimanville Road Site East Haddam, CT, dated April 27th, 2004 prepared by Milone & MacBroom, Inc. 

 

Based on the preliminary results of the report the Committee agreed to get appraisals on all of the lots separately.

 

KBA – Contract Update

 

The Committee agreed to speak with the town Attorney about KBA’s contract for future work.

 

 

Motion by Mr. Barnes to alter the order of the agenda and proceed with item 5, Report from Open Space Meeting – John, Melissa & Dave, seconded by Mrs. Ziobron and unanimously passed.

 

                        Report from Open Space Meeting – John, Melissa & Dave

 

Mr. Gibson informed the Committee that the Open Space meeting which they attended was in executive session which limited their discussion.  Mr. LaFemina did not attend.  Mr. Gibson informed the Committee that there are 2 issues which effect Open Space funding. First, will state money be available and secondly the attitude that if you have to spend 100% of the town’s money, should it be municipal dollars spent.  He told the Committee that most people agree to buy as much land as can be bought in order to decrease development but that Open Space has priorities.  Mrs. Ziobron voiced her frustrations with Selectman Brad Parker in that there needs to be a plan in place.  The Committee suggested that Selectman Parker speak with the Open Space Committee. Marybeth Mordecai expressed the importance of the Committee to stay focused on the charge.  The Committee questioned whether the consideration of Open Space in conjunction with the school sites was getting them off track.  The Committee had a general discussion in regards to the guidelines of $220 per square foot.  Kerri Willis Budzik restated that Mr. Fortier’s opinions may not necessarily reflect those of the other Board of Finance members and that they should recognize differing views. 

 

 

Public Hearing Preparation- Review of Objectives and Discuss Mailer, Handout for Public Hearing

 

Committee members reviewed and took suggestions on their presentations in preparation for the Public Hearing.  

 

Dr. Durham distributed and discussed the following document to the Committee:

 

A mailer by the Board of Education titled Grade 4 through 8 School Building Project Frequently asked Questions.

 

Mr. Moss distributed and discussed the following document to the Committee:

 

His draft presentation explaining the explanation of the process/charge and off site improvements.

 

Kerri Willis Budzik distributed the following document:

 

A listing of local newspapers including circulation, deadline, letter length required, Fax number, E-mail and Comments.

 

The Committee discussed getting an estimate for road improvements and contacting the churches close to the site to answer any questions which they may have.  They also agreed that it was important to include off site improvements. 

 

Mr. Gibson distributed a map of the site.

 

The Committee agreed to make various size copies for reference and hand outs during the Public Hearing. 

 

                        Determination of Next Meeting

 

Motion by  Mrs. Ziobron to have a special meeting on May 6th, 2004 at 7p.m.  Seconded by Mr. Barnes and passed unanimously.

 

                        Other Discussion

It was reiterated of the need for the town Attorney to review KBA’s contract and have discussions for their fees and to enter into a new contract.  The Committee was reminded of the RHAM middle school open house on Friday, April 30th.  Mr. Moss informed the Committee that a Hartford Currant reporter had inquired with him about the new school project.  The Committee agreed to have Mr. Moss be the only member to address the media.    

 


Adjournment

 

            Motion to adjourn at 9:55 p.m. Mr. Moss.  Seconded by Mr.                                            Barnes and passed unanimously.

 

 

 

Respectfully submitted,

 

E. Ruth Ziobron     

 

 

Filed at Selectman’s office

Attendance

Article titled Engaging your Community as a Partner in Planning School Facilities

Article titled Guidelines for Establishing and Maintaining Community Partnerships For Better Schools Better Communities Better Opportunities Better Students

 

Neighborhood Forum Report for Proposed School Site

Draft letter to the editor from the Committee Members

Draft Subsurface Sewage Disposal Feasibility Analysis Report by Milone & MacBroom, Inc

 

BOE Grades 4 though 8 School Building Project FAQ flyer

Mr. Moss’s draft presentation

Mrs. Mordecai’s listing of local newspapers

Site Map

Notice Town of East Haddam Public Hearing by Mr. Parker