TSBC Meeting Minutes – 4/5/2021

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April 5, 2021
Tisbury School Building Committee
Meeting Minutes

2021-04-05_TSBC_MeetingMinutes

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Tisbury School Building Committee
2019-2020
4:30PM, Thursday, April 5, 2021
by Zoom Cloud Conference due to Covid-19 Restrictions

TSBC Members Present:	Chair Harold Chapdelaine, John Custer, Sean DeBettencourt, Peter Gearhart, Rita Jeffers, Reade Milne, Rachel Orr, Jim Rogers, Michael Watts*,
Others:	Marie Laursen, Recorder – Marni Lipke, Daedalus Projects – Christina Opper, Amanda Sawyer, Tappé Architects – Chris Blessen,
Town:	Town Administrator – Jay Grande, Planning Bd. – Ben Robinson, Select Board –Jeff Krystal, Jim Rogers,
MVPS/PTO:	Prin. John Custer, Asst. Prin. – Melissa Ogden, Sean DeBettencourt, Meredith Goldthwait, Rita Jeffers, Natalie Krauthamer, Emily Levett, Anne Williamson,
	* TSBC members late arrivals or early departures.

1. Call To Order & Virtual Meeting Reminders
• The Tisbury School Building Committee 2019-2021 (TSBC) was called to order at 5:32PM. TSBC Chair Harold Chapdelaine reviewed the protocol for remote meetings occasioned by the pandemic. All participants were welcome. The meeting was being recorded for posting, along with all background documents, on the Project website http://www.tisbury-school-project.com.
– (Recorder’s note: Discussions are summarized and grouped for clarity and brevity.)

2 . Tisbury School Building Committee (TSBC) Attendance – was called.

3 . Review and Approval of Minutes :
• 1/25/2021
Tisbury School enrollment projections were corrected to: 337 in 5 years and 386 in 10 years.
• ON A MOTION DULY MADE BY MR. JIM ROGERS AND SECONDED BY PRINCIPAL JOHN CUSTER THE MINUTES OF THE JANUARY 25, 2021 MEETING WERE UNANIMOUSLY APPROVED AS AMENDED: 8 AYES, 0 NAYS, 0 ABSTENTIONS: PRIN. CUSTER—AYE, MR. SEAN DEBETTENCOURT—AYE, MR. PETER GEARHART—AYE, MS. RITA JEFFERS—AYE, MS. READE MILNE—AYE, MS. RACHEL ORR—AYE, MR. ROGERS—AYE, MR. CHAPDELAINE—AYE.

• 2/18/2021 – Joint Meeting w/Tisbury Energy Committee
• ON A MOTION DULY MADE BY PRIN. CUSTER AND SECONDED BY MR. DEBETTENCOURT THE MINUTES OF THE TWO FEBRUARY 18, 2021 MEETINGS WERE APPROVED AS AMENDED: 7 AYES, 0 NAYS, 1 ABSTENTION: PRIN. CUSTER—AYE, MR. DEBETTENCOURT—AYE, MR. GEARHART—AYE, MS. JEFFERS—AYE, MS. MILNE—AYE, MS. ORR—AYE, MR. ROGERS—ABSTAIN, MR. CHAPDELAINE—AYE.

• 3/18/2021
• ON A MOTION DULY MADE BY MS. ORR AND SECONDED BY MS. MILNE THE MINUTES OF THE MARCH 18, 2021 MEETING WERE UNANIMOUSLY APPROVED AS AMENDED: 8 AYES, 0 NAYS, 0 ABSTENTIONS: PRIN. CUSTER— AYE, MR. DEBETTENCOURT—AYE, MR. GEARHART—AYE, MS. JEFFERS—AYE, MS. MILNE—AYE, MS. ORR—AYE, MR. ROGERS—AYE, MR. CHAPDELAINE— AYE.

4 . Report from the Communication Working Group (See below: Actions.)
An extensive Working Group meeting decided that so much had to be communicated in so many different venues in a difficult timeframe, that professional(s) were needed for:
– daily social media management,
– outreach project supervision,
– compliance with campaign laws regarding voter information,
– flyer design and publicity content,
– translation services,
– advertising, digital banner ads, direct mail lists, radio, printing.
The TSBC emphasized its mission to inform voters about all aspects of the project and to encourage everyone to vote. Meetings and material did not entertain discussion or questions that would influence a vote. State and local rules would be followed and the Office of Campaign Finance (OCPF) could be consulted on social media policy.
– Daedalus reported that this was typical of community projects and it was important that outreach and publicity come from the community working group.
– Small coffee meetings focused on clarifying issues. Flyers would be eye-catching and refer to the website and other resources for further information. Direct mailing lists would depend on available software and/or TSBC voluntary sorting/merging.
– Suggestions included: a banner across Main St., a “slider” photo on the Town Website, posters in Town shops and grocery stores.
• Mr. Blessen and Tappé Architects had exceeded the usual schematic design limits and all funds had been expended. The TSBC appreciated Mr. Blessen’s gentle words and hard work. Community input was encouraged in the design development phase, which would address such things as administrative wing aesthetics (see 1/6/21 Minutes p.3), windows, doors, trim, materials, exterior, etc. At 70,000 sq. ft. of educational institution, the design process could not be compared with residential architecture projects. It was emphasized that the vote was not based on rooflines and columns but on project scope and budget.

5 . Review and Approval of Expenses Associated with Public Outreach Plan (vote will be required)
* Towards the end of this discussion Mr. Michael Watts entered the meeting at 6:40PM.
• The $24,320 proposed budget was a projected estimate; for example printing costs could not be defined without knowing, content length, paper weight, color, etc.
– The TSBC considered newspaper advertising costs in light of shrinking hard copy circulation, but wanted to reach all audiences some of whom lacked internet access.
– Expenditures of up to $10,000 required 3 quotes. Tisbury would greatly appreciate a local hire, provided they met competitive pricing.
• ON A MOTION DULY MADE BY MS. MILNE AND SECONDED BY PRIN. CUSTER THE TISBURY SCHOOL BUILDING COMMITTEE APPROVED THE OUTREACH BUDGET AT $24,320 RECOGNIZING ALL INPUT AND THAT LINE ITEMS WERE ESTIMATS AND CAN BE ADJUSTED AS NEEDED: 7 AYES, 0 NAYS, 1 ABSTENTION: PRIN. CUSTER—AYE, MR. DEBETTENCOURT—AYE, MR. GEARHART—AYE, MS. JEFFERS—AYE, MS. MILNE—AYE, MS. ORR—AYE, MR. ROGERS—AYE, MR. CHAPDELAINE—ABSTAIN as the presenter.
• The TSBC acknowledged this heavy burden and urged Mr. Chapdelaine to request help as needed.

6 . Letter from a TSBC Member Relative to the Vote to Recommend on 2/18/2021
(See documents on file—not received or distributed prior to the meeting.)
Ms. Orr had not fully understood the import of the vote to recommend the letter and felt the schematic design was still incomplete and could be bettered.
– Chair Chapdelaine and other members expressed their respect and applauded Ms. Orr’s for her courage, advocacy for those she represented, and comments throughout the process, asking difficult questions that bettered the project.
– Ms. Orr understood that the schematic design phase was completed and considered that no further action was possible at this time.
– This TSBC, now nearing the end of its mission, was formed of many different constituents requiring compromise and healthy discussion to come up with a consensus team effort. For example the previous Town ballot showed almost half the community wanted a new school. It was again emphasized that the schematic phase involved only scope, budget and vision.
– The Committee acknowledged the letter as an indication of the level of her discomfort and asked that a specific list of concerns be sent to this present TSBC, (copied to the Select Board and the School Committee as appointing agents), and possibly to be addressed by the next building committee in the design development phase—if funding was approved.
– A unanimous vote was not required. The TSBC declined to rescind and revote the matter. Ms. Orr attested that her concerns had been heard and thanked the Committee.

8. Public Comments – None.

9 . Other Topics Not Reasonably Anticipated by the Chair Within 48 Hours of the Meeting – None

10 . Adjournment
• ON A MOTION DULY MADE BY PRIN. JOHN CUSTER AND SECONDED BY MS. READE MILNE THE TISBURY SCHOOL BUILDING COMMITTEE MEETING UNANIMOUSLY ADJOURNED AT 7:15PM: 9 AYES, 0 NAYS, 0 ABSTENTIONS: PRIN. CUSTER—AYE, MR. DEBETTENCOURT—AYE, MR. GEARHART—AYE, MS. JEFFERS, MS. MILNE, MS. RACHEL ORR—AYE, MR. ROGERS—AYE, MR. WATTS—AYE, MR. CHAPDELAINE—AYE.

Appendix A: Meetings/Events:
• TSC – 4 : 0 0PM, Tu esday, April 13, 2021 – Zoom
• TS BC – 5 : 3 0PM, Mond ay, April 26, 2021 – Zoom
• STM/ATM – TBD 12:00N, June 12, 13, 2021 4:00PM June 14, 2021]

Appendix B: Actions:
All – please volunteer to participate in outreach and coffee zooms/meetings.
Mr. DeBettencourt and educators – please participate in outreach/coffee meetings.
Mr. Chapdelaine/Ms. Opper – contact Heidi Rydzewski & Alex BenDavid re: website
and social media policy compliance.
Ms. Opper – provide recap of Monday communication group meetings.
Mr. Chapdelaine – ask for help when needed.
Ms. Orr – provide list of specifics concerns on the schematic design.

Appendix C: Documents on File: Available at :
http://www.tisbury.mvyps.org / click on Tisbury School Project
(Official archive hard copies on file at Tisbury Town Hall & Tisbury School):
• Agenda/Amended Agenda/Cover email (3 p.) 4/5/21
• Chapdelaine email re: Voter Education Budget (3 p.) 4/3/21
• Orr letter 4/5/21

Minutes respectfully submitted by Office On Call/Marni Lipke.

Approved as amended by the TSBC 5/24/21

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