FACILITIES AND CAPITAL PROJECTS ADVISORY COMMITTEE

MEETING MINUTES

OCTOBER 16, 2006

Mary Rader opened the meeting with an item not on the agenda. She reported speaking with Ron Bieber, a committee member who chooses to no longer attend. After some discussion, it was agreed that all members are encouraged to attend, as we need everyone's expertise.

Record Storage/Cedarhurst Usage Plan

o Storage: Rogers currently provides storage and document shredding. We have about 154 boxes equaling 206.4 cubic feet. There are also some storage boxes in the District Office and each of the school offices.

o Records need to be maintained in a locked room and available for public review with the assistance of an employee. The original site plan called for one employee to handle central receiving and record retention in the Cedarhurst building. Currently we pay Rogers $2000 annually for record storage. Chair of the Facilities Committee asked the Superintendent to contact State Education Department and share the information regarding proper storage of school records, including safety issues such as humidity needs and fire proofing.

At this time, Cedarhurst usage includes use of the gym through the winter season for sports teams.

The committee made two recommendations regarding Cedarhurst usage:

1. Develop a timeline for conversion to storage facility.

2. Look into all real estate options regarding the property which include:

* Selling

* Possible rental of space. Cindy Manchester agreed to research the real estate questions including the marketability of Cedarhurst and a fee for space rental. The committee thought it was best to line up a commercial realtor to assess the building usage alternatives to prepare a proposal to present to the Board of Education.

Retirement of Director of Buildings and Grounds

Superintendent, Carol Boyce, reported that Angelo Ranieri will retire at the end of October. The committee praised him for his work and dedication to the district and noted his knowledge base of district facilities. The position is Civil Service; competitive. There are presently four names on the list who are contacted for interest in the position. If three or more say yes, the interview process begins. If less than three indicate an interest in the position, it can be openly advertised.

Five Year Facility Plan

This document is filed with SED as prepared by the firm Clark Pattersen, certified architects & engineers.

The committee briefly reviewed some costs for repairs to existing facilities and discussed repair vs. replacement.

EXCEL Aid

Money from State Dormitory Authority, our amount is $67,681, and this is an open-ended timeline at this time.

Currently the District relies on Fiscal Advisors, who aid in the bonding processes, energy performance, and proposed use of Cedarhurst. Carol Boyce suggested the Facility Committee invite Fiscal Advisors to provide an overview of past practice in the district. The committee would invite the Board of Education and Budget Committee. Mrs. Boyce will find out if there would be a fee for this service.

Census

The committee agreed on the importance of a census of our community to assess changes and project future needs.

For Next Meeting

• Cindy Manchester will research real estate options, reviewing State Ed mandates and report to the committee.
• Elizabeth Finch will check current status of relief group to see if they will be vacating Cedarhurst by December, as requested by the Board of Education.
• Carol Boyce will bring current facilities budget and check if there would be a fee for Fiscal Advisors to do a presentation.
• Mary Jane Paske will prepare a draft of a timeline as our agenda items relate to the school budget. The Facility committee will present the completed timeline to the Board of Education.
• Mary Rader will check process and date of last census.

Next meeting: October 30, 2006, 6:30 p.m., Board of Education room

Items include developing a timeline and calendar of our committee actions as they relate to Board of Education responsibilities.