MINUTES OF THE HINGHAM SCHOOL COMMITTEE

June 3, 2013

Regular Session

The meeting was called to order by Ray Estes at 7:38 p.m. in the School Department Conference Room.

Members Present:    Ray Estes, Carol M. Falvey, Dennis Friedman, Liza O’Reilly, and Ed Schreier.

Central Office Present:     Dot Galo, Ellen Keane, John Ferris

Visitors Present:    Alec Porter, Jennifer Lowe, Lori Jacobs, Mary  Eastwood, Kathleen LeBlanc, Mary Craine, Dawnmarie Finocchi, Mary Power, Brenda Black, Janice McPhillips, Carol Meyer of the Hingham Journal.

2.  Minutes.

On a motion by Ed Schreier and seconded by Liza O’Reilly,

It was
Voted:    To approve the Minutes of the Regular Session of May 13, 2013.

4.  Communications.

Dot Galo noted letters thanking PRS and Foster for their Memorial Day Observances and an e-mail  regarding Master Plan Update Planning Activities.

Dot Galo introduced Lori Jacobs, the new assistant principal at South School and announced that Becky Case will serve as new assistant principal at East School.  She also noted that Melissa Smith will serve as assistant principal at PRS and that Jen Lowe will serve as assistant principal at Foster School.  Mary Eastwood, Principal of South, thanked Jen Lowe for her work as South/Foster assistant principal and welcomed Lori.  A timeline for the hiring of a new Hingham Middle School assistant principal will be developed soon.

6.  New Business.

6.1  The Committee heard fundraising and budget planning updates for the HS Fields Project. Ray Estes reviewed recent fundraising ($1,083,000 has been raised to date, representing both pledges and collected funds).  John Ferris reviewed the updated June 3, 2013 HS Field Project Planning Budget including bid alternates 2-5 and the current low bid for the concessions building which generated the Project Funding Balance ($434,175).  School Committee asked questions and made comments:  timing of light installation, status of ornamental fencing, 5% contingency fee includes concession building, time frame for re-design and re-bidding concession stand is 6-8 weeks.  John Ferris reviewed “Hingham Amenities Building Potential Value Engineering Alternatives” and the “Amenities Building Re-Bid Draft Milestone Schedule” provided by Gale Associates. School Committee asked questions and made comments: savings from eliminating second floor storage, prioritizing value engineering alternatives, electrical panel relocation needed in order to utilize lights without concession building, possibility of smaller building, use of metal storage buildings similar to those seen in Marshfield, getting information on difference in costs of lights before signing contract.  Audience questions/comments: Carol Meyer, Hingham Journal, projected cost of concession building.

On a motion by Carol M Falvey and seconded by Dennis Friedman,

It was
Voted:    To reject HS Field Project Bid Alternates 2-5, thus removing ($54,000) from the budget.

On a motion by Carol M. Falvey and seconded by Dennis Friedman,

It was
Voted:    To reduce the HS Fields Project contingency fee to $241,650 based on 5% of the base field price ($4,283,000) and the concession stand cost of $550,000 – ($5,500,320.01 Base Estimated Cost).

Ed Schreier suggested that the sub group of Ray Estes, Andy Shafter and Ed Schreier finalize the cost reduction for the concession building by deleting specific value engineering alternatives.

On a motion by Ray Estes and seconded by Carol M. Falvey,

It was
Voted:    To reject all 11 bids for the concession building due to budgetary constraints and need to redesign the building.

6.2  John Ferris reviewed the “HS Fields Project Manager Comparisons” including Gale, Site Management Group & Pare and his recommendation to hire Pare as OPM.

On a motion by Carol M. Falvey and seconded by Ray Estes,

It was
Voted:    To engage services of Pare Corporation as Project Manager for HS Fields Project, for a fee not to exceed $69,000.

Ray, Carol, Dennis & Liza voted in favor.  Ed Schreier voted against and stated that he supports Gale for the OPM position.

6.3  On a motion by Dennis Friedman and seconded by Carol M. Falvey,

It was
Voted:    To accept donations from groups and private citizens, in the aggregate amount of $266,000 to be used towards the costs of the HS Fields Project.

6.4 Dot Galo reviewed the new “Policy & Procedures for Hingham Public Schools Student Activity Agency Accounts,” as proposed by the Director of Business & Support Services and recommended by the Policy Subcommittee.  School Committee asked questions and made comments:  sufficiency of the February 1 to June 30 HS maximum of $60,000.  School Committee will vote at next meeting.

6.5 To act on a proposed increase in the High School Athletic User Fee, as recommended by the Policy Subcommittee.  This item was deferred to the next School Committee meeting.

6.6  Dot Galo recommended the summer School Committee meeting dates for July 22nd and August 12th or 19th, depending on availability of School Committee members.  She also suggested scheduling a School Committee Planning Meeting on a Saturday in the summer, date to be determined.

6.7  Dot Galo reported on the last two Policy Subcommittee meetings regarding MA DEP Grant Application and reviewed revised MASS DEP’s School Recycling Assistance Grant Program “Commitment  Letter.”  The consensus of the Committee was to change “will” meet to “may” meet on the Expansion section.

On a motion by Dennis Friedman and seconded by Liza O’Reilly,

It was
Voted:    To approve signing the revised Commitment Letter to apply for MA DEP Grant Application.

Ray thanked Brenda Black & Janice McPhillips.

6.8  Dot Galo reviewed elementary and secondary enrollment projections for September, 2013.  The kindergarten projected enrollment is currently 286.  The elementary staffing includes one additional grade 2 section at South and a .5 K section at PRS.  The secondary projected enrollment shows an increase of +26 at HMS and +30 at HHS.

6.9 Dot Galo reviewed the consensus of the School Committee at time of FY’14 budget adoption to consider use of available unexpended FY ’13 funds to accomplish some capital projects.  John Ferris reviewed “FY’13 Year End Planning & Projects” list and reported on the overall positive variance for the third quarter financial update for 2012-2013.  Audience:  Mary Power, Advisory Board member, asked about the precedence of using unexpended operational budget for Capital Budget expenditures and expressed need for consistency across Town departments.  School Committee asked questions and made comments:  prioritize capital budgets based on needs of students, school budget as opposed to other Town departments has ability to spend across operational and capital lines.

6.10    The Committee received notification of the resignation for the purpose of retirement of Susan Dyrek, a grade 4 teacher at Foster School, effective June 21, 2013.

6.11  The Committee received notification of the extended leave of absence of Heather Benner, a grade 3 teacher at Foster School, for the 2013-2014 school year.

6.12 The Committee received notification of the extended leave of absence of Amanda Donovan, a grade 5 teacher at East School, for the 2013-2014 school year.

6.13 The Committee received notification of the appointment of Anna Bernal as a special education teacher at Plymouth River School, effective August 26, 2013.

6.14    The Committee received notification of the appointment of Elizabeth Foley as a special education teacher at Plymouth River School, effective August 26, 2013.

6.15    The Committee received notification of the appointment of Glenda Garland as a .5 library media specialist at Hingham High School, effective August 26, 2013.

7.  Other Items.  None

8.  Building Committee Report.
Next meeting will be on June 5th.

9.  Subcommittee Reports.
Policy continues to meet on the revision of the Facility and Field User Agreements and the fees to go along with it.  Salary & Negotiations continues to meet and bargain on the new teacher evaluation process.

10.    Superintendent’s Report.

1)    Title IX update – female student survey completed and ideas have been submitted relating to financial disclosure by booster groups.
2)    Greenhouse Project update – a revised plan has been developed for placement in the courtyard, focus is on Hydroponics – June 13 bids opened.
3)    School Council Report process – approved by Superintendent by end of June and presentation of School Improvement Plans at fall School Committee meetings at all six schools.
4)    “Naviance Tracker” update – National Student Clearinghouse Report (3700 colleges participating), data will become available from the nationwide clearinghouse.

11.  Executive Session.
Discussion regarding collective bargaining was deferred until the June 17th meeting.

Ed Schreier congratulated the Girls Track Team for winning the State Championship.

On a motion by Dennis Friedman and seconded by Carol M. Falvey,

It was
Voted:    To adjourn at 10:28 p.m.

Respectfully Submitted by:
Dennis Friedman, Secretary

/ns