BOARD OF EDUCATION
MIDDLETOWN, NEW YORK
JUNE 29, 2006
SPECIAL MEETING
A special meeting of the Board of Education of the Enlarged City School District of Middletown, New York was held Thursday, June 29, 2006, at the Board of Education Office, 223 Wisner Avenue, Board President Vincent Crescenzo, presiding.
Present: Dr. Best, Mr. Estrada, Mrs. Knapp, Ms. Perkins, Mr. Perrino, Ms. Tobiassen, Mr. Crescenzo-7
Absent: Mr. Geiger, Mrs. Botti-2
Others Kenneth W. Eastwood, Superintendent of Schools
Present: Richard DelMoro, Director for Secondary Education
Darlene McDonough, Director for Elementary Education
Thomas Scott, Superintendent of Buildings and Grounds
Elizabeth McKean, School Business Administrator
Ellen Kaplan, Director of Personnel Services
Selena Fischer, Director of Pupil Personnel and Special Services
Michael Tuttle, Chief Technology Officer
Roy Paul, Board Member Elect
Mr. Crescenzo called the meeting to order at 6:20 p.m. He said that this special meeting is to hear a presentation from an architectural firm and to approve personnel action items.
Mr. Jim Oliver and several of his colleagues from RSA Architects Firm presented several findings and recommendations for the Enlarged City School District of Middletown.
RSA presented a district-wide roofing update pertaining to each of our seven schools. The board discussed concerns and options available for improvement to the buildings.
RSA Architects seeks the Board’s authorization to proceed with remediation of emergency repairs in conjunction with the State Education Department to the following locations:
Middletown High School (old) Gymnasium
- Curb Flashing Failure---Re-install new flashing fully adhered and provide reglet
- Flashing Leaks---Apply self- adhering tape (minimum 6” overlap)
- Roof Drain Leaks---Open masonry walls, plumber to inspect and make necessary repairs, after, re-seal masonry wall
- Skylight Dome Seal Leaks---Replace with new domes and re-seal
- Miscellaneous Membrane Punctures & Tears---Cover entire membrane with weather-proof coating (25mils)
Twin Towers Auditorium
- Membrane Deterioration-Cover entire roof with self-adhered coal tar membrane-re-install wall and counter flashing
- Flashing failures-Re-install wall and counter flashing
- Roof Drain Leaks-open masonry walls, plumber to inspect and make necessary repairs, re-seal masonry wall
- Parapet Walls Experiencing Moisture Penetration-coat inside face with acrylic breathable sealer
- Falling Plaster, Cornice Pieces
Monhagen’s Industrial Arts Wing
- Improper Roof Pitch to Drains-Raise roof edge sufficiently to direct water back to drains
- Efflorescence and Scaling on Exterior Masonry Walls-Acid wash and clean, then apply acrylic breathable sealer
- Moisture Damage on Interior Gypsum Wallboard-Remove affected G.WB. and replace, re-finish
Also presented was a heating study update for Monhagen Middle School.
The following suggestions were made for the Mechanicstown Parking Extension:
- RSA to investigate ways to extend existing overcrowded parking
- Creatively examine reducing congestion at East Main Street entry. The current condition is hazardous
- Possible re-routing of buses to East Main Street and cars through Schutt Road entrance and current bus loop
- Remove existing pressure treated playground, replace with new environmentally safe and ADA compliant playground. Locate closer to school.
- Possible reconfiguration of existing basketball, baseball, and soccer fields
- RSA to develop recommendations
The High School Site Master Plan update was presented in the following categories:
- Athletic Fields
- Field House Renovation & Addition
- New Grandstand
RSA presented the following list of the work that has been completed.
- Reviewed all documents and warranties
- Reviewed the list of reported roof leaks
- Performed visual field inspections
- Inspected interior for roof leaks (all buildings)
- Made test cuts and evaluations of existing roof conditions
- Completed environmental sampling, testing, and documentation
- Provided photographic documentation of all district buildings
It was approved by a consensus of the Board to move forward on the emergency repairs.
Dr. Eastwood noted that there would be no extra cost to the taxpayer. Dr. Eastwood also presented a schedule to be worked out with the architects in which all the roofs would be replaced within the next 2-3 years. He stated it is necessary to do the roofs and it would put the roofs on a life-cycle of 25 to 30 years.
Mrs. McKean explained how the repairs and remodeling would be of no cost to the taxpayers. The Middletown School District was allocated $5,302,000 through the EXCEL Program (Expanding our Children’s Education and Learning). Mrs. McKean explained how we can use this money as our local share of the project and how State Aid would cover the rest.
Dr. Eastwood explained that a fall referendum is anticipated so that the information can be presented to the voters.
It was approved by a consensus of the Board to move forward on the formulization of the proposal to RSA for further discussion of the exact cost and the program to be presented as a referendum this fall.
Michael Tuttle, Chief Technology Officer, presented the current status of our district-wide phone system. He then presented VoIP (Voice over Internet Protocol). VoIP is the routing of voice conversations over the Internet or through any other IP-based network.
He also presented the following advantages of the system:
- Cost---phone service via VoIP is free or costs less than equivalent service from traditional sources but similar to alternative Public Switched Telephone Network service providers.
- Functionality---VoIP can facilitate tasks that may be more difficult to achieve using traditional phone networks
- Mobility---VoIP allows user to travel anywhere in the world and still make and receive phone calls
Mr. Perrino made a motion, seconded by Dr. Best to approve the following resolution:
Be it resolved, in order for the Middletown Board of Education to provide a more efficient and cost-effective communication program approve the procurement of a Voice over IP implementation for the Middletown City School District.
Ayes: Best, Estrada, Knapp, Perkins, Perrino, Tobiassen, Crescenzo—7 Noes: None Motion was unanimously approved.
Mrs. McKean further explained the funding for the VoIP system. She explained how this would be paid for upfront and later we would be reimbursed through E-Rate money and will be reduced by our BOCES rate.
Mrs. McKean also discussed the topic of textbooks. Although we were not successful in receiving the Reading First Grant, she is working towards the purchase of the textbooks by other means.
It was decided that the budget transfers for the purchase of textbooks would be discussed at a later date. Mr. Estrada suggested that the transfers be discussed with the Audit Committee and the district’s internal auditor.
Dr. Eastwood asked that Tom Scott, Superintendent of Buildings and Grounds, discuss the issue of excess soil at the High School due to the construction. JMOA, the district’s construction managers, have recommended the removal of the soil from the site.
Dr. Eastwood also explained why we cannot give the soil away and the fact that it is not suitable for fill either. Additionally, a substantial amount of soil had to be removed because it was the reason for poor drainage and had to be replaced.
Mr. Estrada stated his concerns about the cost to remove the excess soil and his concern as to why the additional costs were not anticipated in the early construction stages.
Dr. Eastwood explained that the construction company had anticipated that the soil removed would be reusable; it was not suitable and had to be replaced.
The board members expressed other concerns in regards to the removal, sale of, resale value and the liability of the construction company. Dr. Eastwood stated that he would look into these concerns
Mr. Perrino made a motion, seconded by Mr. Estrada to approve the following resolution:
Unless Dr. Eastwood discovers any problem with the resale or location of the excess soil, the Board of Education authorizes Morris Park Contracting Corporation to remove the excess soil as directed by JMOA, at the rate of $5 to $6 per cubic yard. JMOA has estimated that there are approximately 10,000 cubic yards of excess soil on site to be removed.
Ayes: Best, Estrada, Knapp, Perkins, Perrino, Tobiassen, Crescenzo—7 Noes: None Motion was unanimously approved.
Mrs. Knapp made a motion, seconded by Mr. Perrino, to approve Personnel Memorandum # 55, copy attached.
Ayes: Best, Estrada, Knapp, Perkins, Perrino, Tobiassen, Crescenzo—7. Motion was unanimously approved.
It was noted that Personnel Memorandum # 56 was approved at a previous meeting.
Ms. Perkins made a motion, seconded by Mr. Estrada, to approve Personnel Memorandum # 57, copy attached.
Ayes: Best, Estrada, Knapp, Perkins, Perrino, Tobiassen, Crescenzo—7. Motion was unanimously approved.
Mrs. Kaplan acknowledged the retirement of Eva Negron, Home School Liaison at Special Services, who has been with the district for 27 years.
Ms. Tobiassen made a motion, seconded by Mr. Estrada to separate Financial Memorandum # 25 into 2 separate approvals.
Ayes: Best, Estrada, Knapp, Perkins, Perrino, Tobiassen, Crescenzo—7 Noes: None Motion was unanimously approved.
Ms. Tobiassen made a motion, seconded by Lynn Perkins to approve the establishment of the Internal Audit Function, Number 1 of Financial Memorandum # 25.
Ayes: Best, Estrada, Knapp, Perkins, Perrino, Tobiassen, Crescenzo—7 Noes: None Motion was unanimously approved.
Ms. Perkins made a motion, seconded by Mr. Estrada, to approve Budget Transfer # 21, Number 2 of Financial Memorandum # 25.
Ayes: Best, Estrada, Knapp, Perkins, Perrino, Crescenzo—6. Noes: Ms. Tobiassen. Motion approved.
Ms. Tobiassen made a motion, seconded by Mr. Estrada, to approve the following resolution:
Be it resolved that the Board of Education approves the agreement to transfer 13 employees from non-affiliated status into the MECA Bargaining Unit, effective July 1, 2006.
Ayes: Best, Estrada, Knapp, Perkins, Perrino, Tobiassen, Crescenzo—7. Motion was unanimously approved.
At 10:55 p.m., Mr. Estrada made a motion, seconded by Dr. Best, to have an executive session for the discussion of matters of collective negotiations pursuant to Article 14 of the Civil Service Law. Motion was unanimously approved.
Public session resumed at 11:30 p.m.
Ms. Tobiassen made a motion, seconded by Mr. Estrada to approve the following resolution:
Be it resolved that the Board of Education approve the non-affiliated salaries for 2006-2007.
Ayes: Best, Estrada, Knapp, Perkins, Perrino, Tobiassen, Crescenzo—7. Motion was unanimously approved.
There being no further business, the meeting was adjourned at 11:50 p.m.
Respectfully submitted,
Patricia Popstein
Acting District Clerk
ENLARGED CITY SCHOOL DISTRICT
OF MIDDLETOWN, NEW YORK
FINANCIAL MEMORANDUM #25
TO: Board of Education
FROM: Elizabeth McKean
DATE: June 29, 2006
RE: Financial Memorandum #25
- Approval to Establish the Internal Audit Function
- Approval of Budget transfer #21