TSBC Meeting Minutes – 9/13/2022

September 13, 2022
Tisbury School Building Committee
Meeting Minutes

2022-09-13_TSBC_MeetingMinutes

 

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Tisbury School Building Committee – Design/Construction Phase
in Joint Meeting with the
Tisbury School Committee
4:00PM, Tuesday, September 13, 2022
Emergency Services Facility Training Room
and by Zoom Conference

TSBC Members Present:	Chair – Mike Watts, Connie Alexander, John Custer, Sean DeBettencourt, Rita Jeffers, Jim Rogers*, Absent: Reade Milne, Sarah York,
TSC Members Present:	Chair Amy Houghton, Jen Cutrer, Michael Watts,
Others:	Paul Lazes, Recorder – Marni Lipke,  CHA Projects – Aditya Modi, Michael Owen,  Tappé Architects – Chris Blessen, Toby Zaltsman,  WT Rich – Harvey Eskenas, Evan Moore, Brian Santos,
Schools:	Superintendent Richie Smith, Mark Friedman – Business Administrator, Student Support Director – Hope MacLeod, Prin. John Custer, Asst. Prin. Melissa Ogden, Sean DeBettencourt, Meredith Goldthwait, Rita Jeffers, Natalie Krauthammer, Sue Leonard, Ashley Tarter, Jane Taylor, Alyson Wiesner,
Town:	Town Administrator – Jay Grande, Treasurer – Jonathan Snyder,  FinCom – Louise Clough, Mary Ellen Larsen,
Press:	Rich Saltzberg – MV Times, Louisa Hufstader -Vineyard Gazette,
	* TSC/TSBC members late arrivals or early departures

 

1 ) Call To Order

• The Tisbury School Committee (TSC) was called to order at 4:08PM. Chair Amy Houghton welcomed everyone and thanked school staff, Principal John Custer and Assistant Principal Melissa Ogden, for their above-and-beyond work preparing for a good first week of school.

• The Tisbury School Building Committee Design/Construction Phase (TSBC) meeting was called to order at 4:09PM with a quorum of five.

(Recorder’s note: Discussions are summarized and grouped for clarity and brevity.)

2) Review and Approval of Past Meeting Minutes

• ON A MOTION DULY MADE BY MS. JEN CUTRER AND SECONDED BY MR. MICHAEL WATTS THE MINUTES OF THE AUGUST 9, 2022 MEETING WERE UNANIMOUSLY APPROVED (3 AYES, 0 NAYS, 0 ABSTENTIONS): MS. CUTRER—AYE, MR. WATTS—AYE, MS. HOUGHTON—AYE.

• ON A MOTION DULY MADE BY PRIN. CUSTER AND SECONDED BY MR. SEAN DEBETTENCOURT THE AUGUST 22, 2022 MINUTES WERE APPROVED: 5 AYES, 0 NAYS, 1 ABSTENTION due to absence: MR. DEBETTENCOURT—AYE, PRIN. CUSTER —AYE, MR. MICHAEL WATTS—AYE, MS. RITA JEFFERS—AYE, MS. CONNIE ALEXANDER—ABSTAIN although she read them and watched the video.

3) Superintendent’s Report

b) General Update

• • Superintendent Richie Smith addressed the dire needs of the Tisbury School students and staff. It was not often that a system faced so many large hurdles in the same year as the Martha’s Vineyard Public Schools (MVPS): 3 huge construction projects: Tisbury School, Martha’s Vineyard Regional High School (MVRHS), and track and field rebuild, as well as union arbitration. School committees and staff were part of these big tasks but he reminded everyone that the first priority was the Island’s children. He gave a brief ode to school committee members who had a full time job as well as the day job they were paid for.

• • For the first time since the Covid pandemic, 550 MVPS employees (staff, committee members, bus drivers, coaches, etc.) attended the opening convocation at the Performing Arts Center (PAC). As usual Tisbury teachers showed great resilience and solidarity coming in with hard hats and yellow vests dancing to We’re All in This Together. After the MVRHS Jazz Band and Minnesingers performances, the meeting’s central theme was a quote from Harvard Education Director Roland Barth “The nature of relationships among the adults within a school has a greater influence on the character and quality of a school and on student accomplishment than anything else.” Although instruction and remediation of the pandemic induced learning lag would continue, staff was asked to be aware of and strive for positive, inspiring collegiality in schools, clubs, athletics and as a major influence on Island culture.
    • The TSC thanked Supt. Smith and noted great feedback, saluting Tisbury staff ringleader Asst. Prin. Melissa Ogden.

• • Student Support Director Hope MacLeod would continue monthly updates on special needs populations. She was working with staff to coordinate the start of the school year.

4) Principal’s Report

a) Personnel

• • Leave of Absence (LOA) Requests
    • ON A MOTION DULY MADE BY MS. CUTRER AND SECONDED BY MR. WATTS THE TISBURY SCHOOL COMMITTEE UNANIMOUSLY (3 AYES, 0 NAYS, 0 ABSTENTIONS) APPROVED CHILDREARING AND FAMILY LEAVES OF ABSENCE FOR 2 EDUCATION SUPPORT PROFESSIONALS FOR THE 2022-2023 SCHOOL YEAR:
      • SARAH MERCALDO AND
      • KATHY ROGERS;

CUTRER—AYE MR. WATTS—AYE, MS. HOUGHTON—AYE.

• • New Hires (See documents on file.)
    • Summer staffing interviews continued for 3 vacancies: 2 Education Support Professionals (ESPs) and a middle school math specialist. Prin. Custer reviewed the new hires and existing staff position changes.

b) Start of School

It was great to welcome everyone back and settle into routines. Although enrollment changed daily current numbers were 260 students and 10 pending requests. The largest class was 39 second graders and the smallest class was 19 eighth graders.

• • • This year’s School Choice numbers were not yet known. Last year 55 Tisbury students “choiced out” to other MVPS. The Tisbury School received $312,000 in School Choice tuitions for Fiscal Year 2022 (FY22). School Choice protocol was reviewed:
      • MVPS students could choose to attend other MVPS than their town of residence provided there were available slots. The Town paid $5,000 per pupil, plus a student’s special needs costs. The receiving school received the $5,000 (plus special needs reimbursement) directly into its budget.)
    • The Parent Teacher Organization (PTO) welcome back cookout was very well attended.
    • On August 31st, their first day back, staff were enthusiastic about the Professional Development (PD) time at the Martha’s Vineyard Museum—a wonderful resource.

c) School Resource Officer (SRO) Program

Prin. Custer gave a shoutout to Tisbury Police Chief Chris Habekost for continued support, consistency and this year’s increased presence of Officer Scott Ogden.

• • • The PTO and Administration completed a Community Preservation Committee (CPC) eligibility application for new playground improvements—to add to the $400,000 already reserved (see 9/14/21 Minutes p.2-3 #IV A).
    • ON A MOTION DULY MADE BY MS. CUTRER AND SECONDED BY MR. WATTS THE TISBURY SCHOOL COMMITTEE UNANIMOUSLY (3 AYES, 0 NAYS, 0 ABSTENTIONS) SUPPORTED THE $100,000 COMMUNITY PRESERVATION COMMITTEE APPLICATION FOR NEW PLAYGROUND IMPROVEMENTS; MS. CUTRER—AYE MR. WATTS—AYE, MS. HOUGHTON—AYE.

5) Financial Report

* TSBC member Mr. Jim Rogers entered the meeting during this report.

a) Fund Balances (See documents on file & below: Actions.)

There was nothing to report this early in the fiscal and academic year. The TSC asked about resources to augment student and staff support with the move to the modular school—trips to the Museum, swimming pool, gym, etc. as well as unforeseen campus needs.

b) Grants

The MVRHSC accepted $41,000 in Rural Education Achievement Program (REAP) grant funds for Tisbury—about same as last year.

c) Student Activity Fund Transfer Request(s)

• • ON A MOTION DULY MADE BY MS. CUTRER AND SECONDED BY MR. WATTS THE TISBURY SCHOOL COMMITTEE UNANIMOUSLY (3 AYES, 0 NAYS, 0 ABSTENTIONS APPROVED TRANSFERS WITHIN THE STUDENT ACTIVITY FUNDS AS FOLLOWS:
    • $14.16 FROM CLASS FUNDRAISING INTO EIGHTH GRADE STUDENT ACTIVITIES,
    • AND $3,196.73 FROM EIGHTH GRADE CLASS OF 2022 TO EIGHTH GRADE CLASS OF 2023;

CUTRER—AYE MR. WATTS—AYE, MS. HOUGHTON—AYE.

6) School Building Project Report

a) Special Town Meeting (STM) (See below: Meetings/Events.)

Thanks went to the Tisbury Finance and Advisory Committee (FinCom or TFC) for hosting a long, important, challenging discussion and then voting to support the School Project additional funding Warrant Article (see TSC Minutes: 9/7/22). Thanks also went to Town leadership, including Administrator Jay Grande and Treasurer Jon Snyder, for moving this project forward. All were urged to attend the STM at the MVRHS (PAC).

b) Project Update (See documents on file.)

TSBC Chair Michael Watts echoed Ms. Houghton’s appreciation for the opportunities to have challenging conversations and highlighted the Professional Team who invested tremendous time and efforts and were excellent partners in the Project.

• • Architect’s Update
    • Tappé Architects was working on Conform Drawings, the 100% drawings with additions of balloons and comments from bidding questions, which would be the comprehensive final drawings that Construction Manager at Risk (CMR) would use. Tappé was also working on a few submittals for the temporary school as well as the gym demolition contract—work was on hold until the STM vote but if the vote was successful the Team aimed to move swiftly.
  • Owner’s Project Manager (OPM) Update
    • The Project total budget was modified to $81,843,284 reflecting the construction cost Guaranteed Maximum Price (GMP) of $70,000,000, resulting in $25,610,841 shortfall.
    • The OPM was working closely with School leadership on the October move to the temporary (modular) campus. The gym and music rooms were emptied in Phase 1. Phase 2 included going room-by-room with staff to identify which furnishings should be stored, moved or discarded as past their useful life. A large tractor trailer was provided for storage and teachers were issued large totes for equipment they wished to retain.
    • Otherwise the Team was focused on TSC initiatives for the September 20th STM.
  • Construction Manager’s Update
    • Watts reiterated the $70,000,000 GMP.
    • In order to facilitate the shop drawings for the trades, Change Orders (COs) 1-4 were awarded and CO 5 (steel, concrete, secant piles, windows) was pending execution.
    • All trade bids and most non-trade bids were finalized. WT Rich was pursuing final nontrade scope gaps such as landscaping. The next GMP draft was due Friday, September 16th. The amount was not expected to increase.
    • Underground utility work for the temporary school continued, with telecommunications and electricity still in process. The administrative modular, ramps and Spring St. sanitation tie-in were completed.
    • Gym demolition preparation (disconnections and combustible removals) continued.
    • Looking ahead 30 days:
      • Modular utilities would continue, with power pending Eversource cooperation.
      • Pending a yes vote at the STM, gym demolition and abatement would move forward, and exterior clearing (grubbing, fencing, etc.) will be completed. The gym wing had been constructed with a 3 ft. gap from the main building so the 1929 building would be preserved. The month long demolition would proceed methodically by separating materials (wood, cement, steel…) taken for recycling or disposal. The Team would inform School staff 30 days before the demolition so lessons and alternatives could be planned.
      • Excavation would then start to bring the new addition to parking lot level.

7) Public Comments

Mr. Rich Saltzberg of the Martha’s Vineyard Times asked 2 questions;

1. 1. an explanation of the GMP in relation to the borrowing bond, and what how would the Town be protected if WT Rich experienced financial trouble;
   2. how the Tisbury School related to SRO Scott Ogden’s work history with a terrible incident of an unguarded individual?

1. 1. 1. The GMP included all hard and soft construction costs within WT Rich’s purview, but did not include such components as: architect’s and OPM’s contracts, moving expenses, Eversource costs, furniture and fixtures. Ms. Houghton emphasized the advantages of the CMR procurement versus the Design/Bid/Build process where the Town would be required to take the low bid for the entire construction.
         • As was common industry practice, WT Rich provided a performance payment bond in case of default, i.e. the bond company insured project completion on the Town’s behalf.

1. 1. 2. The School relied on Police Department personnel regulations and how the Officer related to and supported School students and staff.

8) Other Topics Not Reasonably Anticipated by the Chair Within 48 Hours of the Meeting

• None

8) Adjournment

The TSC would meet with the Tisbury Select Board (TSB) (see below: Meetings/Events) and hoped Tisbury residents would see that a strong school makes a strong community. Ms. Rita Jeffers thanked the TSC for their strong support of Tisbury School staff.

• ON A MOTION DULY MADE BY MS. CUTRER AND SECONDED BY MR. WATTS THE TISBURY SCHOOL COMMITTEE MEETING UNANIMOUSLY ADJOURNED AT 5:14PM; 3 AYES, 0 NAYS, 0 ABSTENTIONS: MS. CUTRER—AYE MR. WATTS—AYE, MS. HOUGHTON—AYE.
• ON A MOTION DULY MADE BY MR. JIM ROGERS AND SECONDED BY PRIN. CUSTER THE TISBURY SCHOOL BUILDING COMMITTEE MEETING UNANIMOUSLY ADJOURNED AT 5:14PM: 6 AYES, 0 NAYS, 0 ABSTENTIONS: MR. ROGERS—AYE, MR. SEAN DEBETTENCOURT—AYE, PRIN. CUSTER—AYE, MS. RITA JEFFERS—AYE, MS. CONNIE ALEXANDER—AYE, MR. WATTS—AYE.

 

Appendix A: Meetings/Events:

• TSC/TSB – 4:00PM, Wednesday, September 14, 2022 – Zoom

• STM – 7:00PM, Tuesday, September 20, 2022 – MVRHS PAC

• MVRHSC – 6:00PM, Monday, October 3, 2022 – MVRHS – Zoom

 

Appendix B: Actions

• Custer/Mr. Friedman
  • identify resources for FY23 student/staff support, field trips, and modular campus needs.
• October TSC Agenda:
  • Minutes: 9/7/22, 9/13/22, 9/14/22,
  • Student Support Update
  • October 1 Enrollment including School Choice

 

Appendix C: Documents on File:

• Agenda (2 p.) 9/13/22

• Custer email re: New Staff 9/13/22

• Tisbury School Fund Balances Fiscal Year 2022-2023 9/12/22

• Tisbury School, Tisbury School Building Committee and School Committee Joint Meeting, September 13, 2022 (7 p.)

 

Minutes respectfully submitted by Office On Call/Marni Lipke.

 

Minutes approved 10/11/22

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