Agendas & Minutes

Previous agendas and minutes can be obtained by contacting our
Central Office at (860) 379-0706.

AGENDAS

Regular BOE Meeting Agendas 2018-2019

August 14, 2018 Agenda

Winchester Board of Education
Type of Meeting: Regular BOE Meeting Agenda - AMENDED
Location:  Town Hall – Hicks Room  
Date: August 14, 2018 @ 7:00 p.m.

Meeting Facilitator: Melony Brady-Shanley, Superintendent and Doug Pfenninger, BOE Chairman

Call to order

Pledge of Allegiance

Roll call

Agenda Review Discussion Possible Action:
a)      Regular Board of Education Agenda:  August 14, 2018

Comments from the Chairman
a)      BOE Retreat Overview

Presentations:
a)      New Staff Members to Winchester Public Schools
b)      Alliance Building Grant Update
c)      Finance Report FY 2018
d)      1% non-lapsing fund
e)      Facilities Update

Report on Hinsdale School Renovation Committee – Michelle Hintz

Public Hearing:
Five minutes allotted to each speaker per Board Policy #9325 No BOE employee, student, or community member should be defamed within a public comment.

Consent Agenda Items Discussion Possible Action:
a)      Minutes of Regular BOE Meeting – June 12, 2018
b)      Minutes of Special Board of Education Meeting – July 9, 2018      
                                                                   
Correspondence to the Board:

Superintendent’s Reports & Action Items Discussion Possible Action:
a)      Superintendents’ Report
b)      School Enrollment
d)      New Hires
e)      Gilbert Enrollment
f)      Submission of Commissioner Network and Alliance Grant

Board Action Items:
a)      Appointment of Batcheller Principal - Rosanne Field effective August 15, 2018. 
b)      Cost of School Lunches

Unfinished Business:

New Business Discussion and Possible Action:

Executive Session: 
         Initial discussion regarding Gilbert Contract Negotiations and Winchester  
         Education Association Contract.

Adjourn  

 

September 11, 2018 Agenda

Winchester Board of Education
Type of Meeting: Regular BOE Meeting Agenda
Location:  Town Hall – Hicks Room  
Date: September 11, 2018 @ 7:00 p.m.
Meeting Facilitator: Melony Brady-Shanley, Superintendent and Doug Pfenninger, BOE Chairman


Call to order

Pledge of Allegiance

Roll call

Agenda Review Discussion Possible Action:
a)  Regular Board of Education Agenda:  September 11, 2018

Comments from the Chairman
a)  BOE Member – Excused Absence Process

Presentations:
a)  “New” Enrollment Presentation        
b)  SBAC Results

Public Hearing:
Five minutes allotted to each speaker per Board Policy #9325 No BOE employee, student, or community member should be defamed within a public comment.

Consent Agenda Items Discussion Possible Action:
a)  Minutes of Regular BOE Meeting – August 14, 2018
 

Correspondence to the Board:
a)  NIS-CT Audit

Superintendent’s Reports & Action Items Discussion Possible Action:
a)  Superintendents’ Report
b)  School Enrollment
c)  Chronic Absences
d)  New Hires
e)  Gilbert Enrollment     
f)   FY2019 Total Resource Budget

Board Action Items:

Unfinished Business:

New Business Discussion and Possible Action:
a)  Promotional SBAC Celebration Conversation
b)  Quarterly Meetings with Gilbert BOE
c)  Evaluation of Board Chairperson

Executive Session: 
a)  To discuss confidential Special Education matter

Adjourn  

October 9, 2018 Agenda

Winchester Board of Education
Type of Meeting: Regular BOE Meeting Agenda
Location:  Town Hall – Hicks Room  
Date: October 9, 2018 @ 7:00 p.m.

Meeting Facilitator: Melony Brady-Shanley, Superintendent
                                 Doug Pfenninger, BOE Chairman

Call to order

Pledge of Allegiance

Roll call

Agenda Review Discussion Possible Action:
a)      Regular Board of Education Agenda:  October 9, 2018

Comments from the Chairman

Presentations:

Public Hearing:
Five minutes allotted to each speaker per Board Policy #9325 No BOE employee, student, or community member should be defamed within a public comment.

Consent Agenda Items Discussion Possible Action:
a)      Minutes of Regular BOE Meeting – September 11, 2018
b)      Minutes of Curriculum/Personnel Committee Meeting – September 25, 2018
c)      Minutes of Policy Committee Meeting – September 25, 2018
d)      Minutes of Finance Committee Meeting – September 25, 2018

Correspondence to the Board:
a)      Annual Asbestos Letter
b)      Update on Hinsdale Renovation – Michelle Hintz

Superintendent’s Reports & Action Items Discussion Possible Action:
a)      Superintendents’ Report
b)      School Enrollment
c)      Chronic Absences
d)      Gilbert Enrollment
e)      Final Budget Report 2017-2018
f)      1st Quarter Financial Report 2018-2019

Board Action Items:
a)      Correction to August BOE Minutes regarding Nancy’s Report
b)      Approval of Revised School Security Plan

Unfinished Business:

New Business Discussion and Possible Action:
a)      Scheduling dates with Gilbert Board

Executive Session: 
a)      Update on ongoing negotiations with teachers (exec. session most likely)

Adjourn  

November 13, 2018 Agenda

Winchester Board of Education
Type of Meeting: Regular BOE Meeting Agenda - Amended
Location:  Town Hall – Hicks Room 
Date: November 13, 2018 @ 7:00 p.m.

Meeting Facilitator:    Melony Brady-Shanley, Superintendent
                                  Doug Pfenninger, BOE Chairman

Call to order

Pledge of Allegiance

Roll call

Agenda Review Discussion Possible Action:
a)      Regular Board of Education Agenda:  November 13, 2018

Comments from the Chairman

Presentations:
a)      Special Recognition – Kenny Perrault
b)      Special Education Performance Report - Seamus Cullinan & Barbara Silverio

Public Hearing:
Five minutes allotted to each speaker per Board Policy #9325 No BOE employee, student, or community member should be defamed within a public comment.

Consent Agenda Items Discussion Possible Action:
a)      Minutes of Regular BOE Meeting – October 9, 2018
b)      Minutes of Special Meeting – October 16 & 23, 2018
c)      Minutes of Special Meeting – October 22, 2018
d)      Minutes of Special Meeting – October 24, 2018
e)      Minutes of Curriculum/Personnel Committee Meeting – October 30, 2018
f)       Minutes of Policy Committee Meeting – October 30, 2018
g)      Minutes of Finance Committee Meeting – October 30, 2018
h)      Minutes of Special Meeting – November 1, 2018

Correspondence to the Board:
a)      None

Update on HSRC by Michelle Hintz and Melony Brady-Shanley

Superintendent’s Reports & Action Items Discussion Possible Action:
a)      Superintendent’s Report
b)      School Enrollment
c)      Chronic Absences
d)      Gilbert Enrollment
e)      New Hires
f)       Soup’s On
g)      Discussion - Driveway at Batcheller

Board Action Items:
a)      Budget Transfers
b)      Approval of WEA Teacher Contract 7/2019 – 6/2022
c)      Voluntary Teacher Retirement Incentive
d)      Approval of 2019-2020 School Calendar

Unfinished Business:

New Business Discussion and Possible Action:
a)         Policy #5144 – 1st Read               
b)         Policy #4000.1 - 1st Read
c)         Policy #9327 – 1st Read

Adjourn 

December 11, 2018 Agenda

Winchester Board of Education
Type of Meeting: Regular BOE Meeting Agenda
Location:  Town Hall – Hicks Room 
Date: December 11, 2018 @ 7:00 p.m.

Meeting Facilitator:    Melony Brady-Shanley, Superintendent
                                   Doug Pfenninger, BOE Chairman

Call to order
 

Pledge of Allegiance
 

Roll call
 

Agenda Review Discussion Possible Action:
a)      Regular Board of Education Agenda:  December 11, 2018


Comments from the Chairman
 

Presentations:
a)      Report on School-Based Health Center


Public Hearing:
Five minutes allotted to each speaker per Board Policy #9325 No BOE employee, student, or community member should be defamed within a public comment.


Consent Agenda Items Discussion Possible Action:
a)      Minutes of Regular BOE Meeting – November 13, 2018
b)      Minutes of Special Meeting – November 27, 2018
c)      Minutes of Curriculum/Personnel Committee Meeting – November 27, 2018
d)      Minutes of Special Meeting – December 6, 2018


Correspondence to the Board:
a)      Northwest Connecticut Community Foundation Grant Received


Superintendent’s Reports & Action Items Discussion Possible Action:
a)      Superintendent’s Report
b)      School Enrollment
c)      Chronic Absences
d)      Gilbert Enrollment


Board Action Items:
a)      Donation of $300.00 from Painting by Marge, Inc for the usage to support child’s lunch program.


Unfinished Business:


New Business Discussion and Possible Action:
a)      Policy #5114 – 2nd Read               
b)      Policy #4000.1 – 2nd Read
c)      Policy #9327.1(a) – 2nd Read

 

Adjourn 
 

Special Meeting Agendas 2018-2019

July 9, 2018 Agenda

Winchester Board of Education
Type of Meeting: Special Meeting Agenda
Date:  July 9, 2018 @ 10:00 am
Location:  178 West Road Winsted, CT

I.      Call to order

II.     Roll call

III.    Business – BOE Retreat

a.  Update Mission & Vision Statements    
b.  Update BOE Goals
c.  Expectations of Attendance at Committee Meetings
d.  Gilbert & WEA Negotiations
e.  Messaging for Building Renovations
f.   CABE Convention

IV.      Adjournment

October 16, 2018 Agenda

Winchester Board of Education
Type of Meeting: Special Meeting Agenda
Date:  October 16, 2018 @ 7:00 pm
Location:  Town Hall, 3rd Floor Conference Room  

I.      Call to order

II.      Roll call

III.      Interview and Selection of BOE Candidates

IV.      Adjournment

October 22, 2018 Agenda

Winchester Board of Education
Type of Meeting: Special Meeting Agenda
Date:  October 22, 2018 @ 6:00 pm
Location:  The Gilbert School Conference Room   

I.      Call to order

II.      Roll call

III.      Business
          a)    Winchester Public Schools and The Gilbert School Negotiations

IV.      Adjournment

October 23, 2018 Agenda

Winchester Board of Education
Type of Meeting: Special Meeting Agenda
Date:  October 23, 2018 @ 7:00 pm
Location:  Town Hall – 3rd Floor Conference Room    

I.      Call to order

II.      Roll call

III.      Business
         a)      Candidate interviews (executive session possible)
         b)      Board review of candidates qualifications (executive session)
         c)      Vote for selection of new BOE member  

IV.      Adjournment

October 24, 2018 Agenda

Winchester Board of Education
Type of Meeting: Special Meeting Agenda
Date:  October 24, 2018 @ 3:00 pm
Location:  Town Hall – 3rd Floor Conference Room    

I.      Call to order

II.      Roll call

III.      Business
          a)  Winchester Public Schools and The Gilbert School Negotiations

IV.      Adjournment

November 1, 2018 Agenda

Winchester Board of Education
Type of Meeting: Special Meeting Agenda
Date:  November 1, 2018 @ 6:00 pm
Location:  The Gilbert School Library

I.      Call to order

II.      Roll call

III.      Business
          a)      Negotiations regarding a successor contract between Winchester Public Schools and The W. L.                           Gilbert School Corporation.

IV.      Adjournment

November 14, 2018 Agenda Canceled

Winchester Board of Education
Type of Meeting: Special Meeting Agenda
Date:  November 14, 2018 @ 3:00 pm
Location:  Town Hall – 3rd Floor Conference Room

I.      Call to order

II.      Roll call

III.      Business
          a)      Negotiations regarding a successor contract between Winchester Public Schools and The W. L.                           Gilbert School Corporation.

IV.      Adjournment

November 27, 2018 Agenda

Winchester Board of Education
Type of Meeting: Special Meeting Agenda
Date:  November 27, 2018 @ 6:30 pm
Location:  Town Hall – Blue Room

I.      Call to order

II.      Roll call

III.      Executive Session
          a)      Level III Custodial Grievance

IV.      Adjournment

December 6, 2018 Aganeda

Winchester Board of Education
Type of Meeting: Special Meeting Agenda
Date:  December 6, 2018 @ 6:00 pm
Location:  Beardsley Library

I.      Call to order

II.      Roll call

III.      Business
          a)      Winchester Public Schools and The Gilbert School 

IV.      Adjournment

December 12, 2018 Agenda

Winchester Board of Education
Type of Meeting: Special Meeting Agenda
Date:  December 12, 2018 @ 6:15 pm
Location:  Town Hall – Hicks Room

I.      Call to order

II.      Roll call

III.      Business
          a)      Winchester Public Schools and The Gilbert School Negotiations

IV.      Adjournment

Standing Committee Agendas 2018-2019

Curriculum Meeting Agendas

September 25, 2018

Winchester Board Education
Type of Meeting: Curriculum Committee Meeting Agenda
Date: Tuesday, September 25, 2018 @ 6:30 p.m.
Location: Town Hall, Blue Room

Meeting Facilitator: Nora Mocarski

Invitees: Melony Brady-Shanley, Jamie Duffy, Douglas Pfenninger, Alexandra Propfe, Nancy O’Dea-Wyrick, Barb Silverio, Rosanne Field, Seamus Cullinan

Quorum - Curriculum Committee - Quorum needed: 3

  1. Call to Order
  2. Roll Call
  3. Open Issues
    1. Informational: Discussion on how the Little Owls program, School Readiness, and Head Start programs all work together.
  4. Adjourn

October 30, 2018

Winchester Board Education
Type of Meeting: Curriculum Committee Meeting Agenda
Date: Tuesday, October 30, 2018, 6:30 pm.
Location: Town Hall, Blue Room

Meeting Facilitator: Nora Mocarski

Invitees: Melony Brady-Shanley, Douglas Pfenninger, Alexandra Propfe, Christine Royer, Nancy O’Dea Wyrick, Barb Silverio, Rosanne Field, Seamus Cullinan

Quorum - Curriculum Committee - Quorum needed: 3.

  1. Call to Order
     
  2. Roll Call
     
  3. Open Issues
    a)  Presentation - Year 2 Science Roll Out
    b) Report out on October 5 PD - How did it go?
     
  4. Future collaborative plans with Gilbert?
    c)  Walkthroughs including BOE? 
    d)  First impressions on SRBI Data
     
  5. Adjourn

November 27, 2018 Agenda

Winchester Board Education
Type of Meeting: Curriculum Committee Meeting Agenda
Date: Tuesday, November 27, 2018 @ 7:15pm
Location: Town Hall, Blue Room

Facilitator: N. Mocarski

Invitees: Melony Brady-Shanley, Douglas Pfenninger, Alexandra Propfe, Christine Royer, Nancy O’Dea Wyrick, Barb Silverio, Rosanne Field, Seamus Cullinan

Quorum - Curriculum Committee - Quorum needed: 3.

I.   Call to Order

II.  Roll Call

III. Open Issues

  1. Report out on October 5 PD - How did it go? Cover during BOE Meeting
  2. First impressions on SRBI Data – Next Curriculum Committee Agenda
  3. Future collaborative plans with Gilbert
  4. Reminder: Walkthroughs including BOE November 29, 2018, 8 AM -1 PM
    a.  purpose/targeted area 

IV.  Adjourn

Hinsdale Renovation Committee Agendas

July 23, 2018 Agenda

HINSDALE SCHOOL RENOVATION COMMITTEE
AGENDA FOR INITIAL MEETING
Date:  JULY 23, 2018 @ 6:00 pm
Location:  HICKS ROOM - TOWN HALL

I     CALL TO ORDER

II    SWEARING IN OF COMMITTEE MEMBERS (Sheila Sedlack)

 

III   ROLL CALL
 

IV   INTRODUCTIONS AMONG MEMBERS
 

V    SUMMARY OF PROCESS TO DATE   D. PFENNINGER
            Packets distributed and list of other documents available to committee

 

VI   ADMINISTRATIVE RESPONSIBILITIES - minutes, posting meetings, etc.  D Pfenninger, Melony Brady-Shanley
 

VII  CHARGE OF THE COMMITTEE   (with proposed timeline) D Pfenninger
             Document describing charge distributed

 

VIII DESCRIPTION OF REQUEST FOR PROPOSAL PROCESS AND NEXT STEPS   - Melony Brady-Shanley
 

IX   QUESTIONS AND DISCUSSION
 

X    ELECTION OF OFFICERS?
 

XI   SCHEDULING OF NEXT MEETING

July 30, 2018 Agenda

Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Agenda
Date:  July 30, 2018 @ 6:00 p.m.
Location:  Town Hall – Blue Room
Meeting Facilitator:  Steven Frazier, Chair
                                  Dave Carter, Vice Chair      

Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill

I.      Call to order

II.      Roll call

III.      New Business

a)      Review RFP Draft  

Adjournment

September 17, 2018 Agenda

Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Agenda - Amended
Date:  September 17, 2018 @ 6:00 p.m.
Location:  Town Hall – Blue Room
Meeting Facilitator:  Steven Frazier, Chair
                                  Dave Carter, Vice Chair      

Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill

I.      Call to order

II.      Roll call

III.      New Business
          a)      Develop Interview Questions
          b)      Review 
          c)      Discussion of the pipe that runs under Hinsdale into the Mad River

IV.      Adjournment

September 27, 2018 Agenda

Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Agenda
Date:  September 27, 2018 @ 6:00 p.m.
Location:  Town Hall – Blue Room
Meeting Facilitator:  Steven Frazier, Chair
                                  Dave Carter, Vice Chair      

Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill

I.      Call to order

II.      Roll call

III.      New Business

a)      Review Architect responses and select firms for interview.

Adjournment

October 11, 2018 Agenda

HINSDALE SCHOOL RENOVATION COMMITTEE MEETING
OCTOBER 11, 2018 AT 5:30 PM
BLUE ROOM – TOWN HALL

1. ROLL CALL

2. INTERVIEW OF ARCHITECTURE FIRMS

A. FRIAR – 5:30 PM

B. PERKINS EASTMAN – 6:30 PM

C. QA AND M – 7:30 PM

3. ADJOURNMENT

October 15, 2018 Agenda

HINSDALE SCHOOL RENOVATION COMMITTEE MEETING AGENDA
OCTOBER 15, 2018 AT 6:00 – 8:00 p.m.
BLUE ROOM – TOWN HALL

1. ROLL CALL

2. INTERVIEW OF ARCHITECTURE FIRMS

A. Sevigny @ 6:00 p.m.

B. Perkins Eastman @ 7:30 p.m.

3. ADJOURNMENT

October 23, 2018 Agenda

Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Agenda
Date:  October 23, 2018 @ 6:00 p.m.
Location:  Town Hall – Blue Room
Meeting Facilitator:  Steven Frazier, Chair
                                Dave Carter, Vice Chair      

Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill

I.       Call to order

II.      Roll call

III.     New Business
         a)      Possible selection of pre-referendum selection of Architecture service.

Adjournment

October 29, 2018 Agenda

HINSDALE SCHOOL RENOVATION COMMITTEE MEETING
OCTOBER 29, 2018 AT 6:00 PM
BLUE ROOM – TOWN HALL
 

  1. Roll Call
     
  2. Business
    a) Initial planning meeting with Silver, Petrucelli, and Associates.
     
  3. Adjournment

November 20, 2018 Agenda

HINSDALE SCHOOL RENOVATION COMMITTEE MEETING
November 20, 2018, AT 6:00 PM
BLUE ROOM – TOWN HALL

Meeting Facilitator:  Steven Frazier, Chair
                                     Dave Carter, Vice Chair      

Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill

1.      Roll Call

2.      Business
         a)       Update from Design Team
                   1)    Update Schedule.
                   2)    Meeting minutes & first pass floor plan based on programming meeting/goals.
                   3)    Facility conditions update based on initial architects/engineer’s field visits.
                   4)    Initial site plan options based on civil engineer’s discussion with town engineer.
                   5)    Next steps.
3.      Adjournment

December 17, 2018 Agenda

HINSDALE SCHOOL RENOVATION COMMITTEE MEETING
December 17, 2018, AT 6:00 PM
BLUE ROOM – TOWN HALL

Meeting Facilitator:  Steven Frazier, Chair
                                     Dave Carter, Vice Chair      

Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill

1.      Roll Call

2.      Business
        a)      Floor plan review
        b)      Site plan options/discussions
        c)      Facility conditions update based on architects/engineer’s field visits.
        d)      Opinion of probable construction cost
        e)      Schedule/Next steps.

3.       Adjournment

Fiance Committee Meeting Agenda

September 25, 2018

Winchester Board of Education
Type of Meeting: Finance Committee Meeting Agenda
Location:  Town Hall 338 Main Street Winsted, CT - Blue Room
Date:  Tuesday, September 25, 2018 @ 8:00 p.m.

Meeting Facilitator: Melony Brady-Shanley, Superintendent
                                 Nancy O’Dea-Wyrick, Director of Finance

Invitees: Michelle Hintz, Nora Mocarski, Doug Pfenninger, Cheryl Heffernan, and Jamie Duffy.

Call to order

I.      Roll call

II.      Approval of Agenda

III.      New business
a)      Tuition for students attending WPS from out of town
b)      2017-2018 Year end close out
c)      Alliance Building Grant from the Department of Administrative Services (DAS)

IV.      Adjourn

October 30, 2018 Agenda

Winchester Board of Education
Type of Meeting: Finance Committee Meeting Agenda
Location:  Town Hall 338 Main Street Winsted, CT - Blue Room
Date:  Tuesday, October 30, 2018 @ 8:00 p.m.

Meeting Facilitator: Melony Brady-Shanley, Superintendent
                               Nancy O’Dea-Wyrick, Director of Finance

Invitees: Michelle Hintz, Nora Mocarski, Doug Pfenninger, and Cheryl Heffernan.

Call to order

I.      Roll call

II.      Approval of Agenda

III.      New business
         a)     Year to date budget update
         b)     Anticipated expense changes for special education
         c)     Anticipated facilities projects
         d)     Teacher Negotiations update

IV.      Adjourn

December 18, 2018 Agenda

Winchester Board of Education
Type of Meeting: Finance Committee Meeting Agenda
Location:  Town Hall 338 Main Street Winsted, CT - Blue Room
Date:  Tuesday, December 18, 2018 @ 6:15 p.m.

Meeting Facilitator: Melony Brady-Shanley, Superintendent
                                 Nancy O’Dea-Wyrick, Director of Finance

Invitees: Michelle Hintz, Nora Mocarski, Doug Pfenninger, Kristen Peterson, Shana DeVoux, Chris Royer, Richard Dutton, Alexia Propfe, and Cheryl Heffernan.

Call to order

I.      Roll call

II.      Approval of Agenda

III.      New business
          a)      Fiscal Year 2019 Timelines
          b)      Update on Negotiations
          c)      Open Discussion

IV.      Adjourn

Policy Committee Meeting Agendas

September 25, 2018 Agenda

Winchester Board of Education
Type of Meeting: Policy Committee Meeting Agenda
Location:  Town Hall – Blue Room
Date:  September 25, 2018 @ 7:15 p.m.
Meeting Facilitator: Michelle Hintz

Invitees: D. Pfenninger, N. O’Dea-Wyrick,  M. Brady-Shanley, N. Mocarski, S. DeVoux, J. Duffy, C. Heffernan, A. Propfe, C. Royer

I.      Call to order

II.      Roll call

III.      Open issues

a)      Development of Social Media By-Laws for BOE Members

IV.      New business

a)      Review policies P5114, P5141.3, P5141.4, P5144.1

V.      Adjournment

October 30, 2018 Agenda

Winchester Board of Education
Type of Meeting: Policy Committee Meeting Agenda - AMENDED
Location:  Town Hall – Blue Room
Date:  October 30, 2018 @ 7:15 p.m.
Meeting Facilitator: Michelle Hintz

Invitees: D. Pfenninger, N. O’Dea-Wyrick,  M. Brady-Shanley, N. Mocarski, S. DeVoux, C. Heffernan, A. Propfe, and C. Royer.

I.      Call to order

II.      Roll call

III.      Approval of minutes from last meeting

IV.      Open issues
          a)      None

V.      New business
          a)      Review policies P5114, P5141.3, P5141.4, P5144.1
          b)      Social Media
          c)      Policy 4000.1 (Title 9)

VI.      Adjournment

MINUTES

Regular BOE Meeting Minutes 2018-2019

August 14, 2018 Minutes

Winchester Board of Education
Type of Meeting: Regular BOE Meeting - Minutes
Location:  Town Hall – P. Francis Hicks Room, 2nd Floor
Date: August 14, 2018 @ 7:00 p.m.

Meeting Facilitator: Melony Brady-Shanley, Superintendent and Doug Pfenninger, BOE Chairman

Board of Education (BOE) Members (in alphabetical order by last name): Shana DeVoux, Jamie Duffy, Dr. Richard Dutton, Cheryl Heffernan, Michelle Hintz, Nora Mocarski, Secretary: Doug Pfenninger, Chairman: Alexandria Propfe, Christine Royer

Call to order @ 7:00pm

Pledge of Allegiance

Roll call:

PRESENT: M. Brady-Shanley, Superintendent S. Cullinan, Director of Student Services, J. Duffy, R. Dutton, C. Heffernan, M. Hintz, N. Mocarski, N. O’Dea-Wyrick, Director of Finance & Business Services, D. Pfenninger, BOE Chair, A. Propfe, C. Royer, S. DeVoux

ABSENT: None

Agenda Review Discussion Possible Action:

         Motion to establish Liaison to the PTO

         First, M. Hintz, second J. Duffy – 8- 0 unanimous

         Motion to read Dr. Ellen Stolts letter

         First: M. Hintz, second J. Duffy – 8-0 unanimous

         Motion to move up the appointment of Batcheller’s principal

         First, C. Royers, second M. Hintz – 8-0 unanimous

Comments from the Chairman:

BOE Chairman D. Pfenninger gave a refresher of the July meeting. He read the Winchester Schools mission statement and the Board of Education mission statement. He stated the Board’s mission was to emphasize growth and development in students.

Presentations:

  • New Staff Members to Winchester Public Schools – Principal Silverio of Pearson and Acting Principal Ms. Field of Batcheller recognized and presented new staff members of Winchester Public Schools; Pre-K (Mary Sue Hinks and Kishana Pinnock), Kindergarten Assistants (Jessica Seymour, Sheryl Dorie, Barbara LeFrancois) Kindergarten (Kaitlin Fasino), 1st/2nd grade (Samantha Carpinello, Katie Cimmino, Chiara DeBisschop), Special Education (Rebecca Daddona), Paraprofessionals (Monica Namey, Gigette Ursone, Kristy Stearns) Behavioral Technician (Alexis Calder) Climate Control Officer (Matt Fadziewicz) Nicollette Kovacs (Speech & Language) and  Interventionists (Justina McGuire, Sherry Artruc). Closing statement
  • Alliance Building Grant Update – N. O’Dea-Wyrick presented the Alliance Building Grant Update. Alliance Building Grant goes through to the end of October. Projects attempted at Hinsdale, state willing to switch Batcheller’s and Hinsdale. State provide permission to replace/repair the front steps at Batcheller. Bids are due on the 22nd of August. Pearson school projects completed – repaving of the parking lot and walkway, hand dryers installed, trying to replace countertops and sinks, trying to replace kitchen freezer with refrigerator/freezer combination, etc.
  • Presentation of Rosanne Fields as Batcheller’s school Principal effective August 15th, 2018
    Motion to approve Rosanne Field’s appointment as Principal
    First: C. Royer, second: J. Duffy. – unanimous 8-0
  • Finance Report FY 2018 – N. O’Dea-Wyrick presented. Larger remaining balance than anticipated, with an appropriation balance of $151,676. Grant funding not distributed until midyear. Used the state money first and held onto the town funds as long as possible. 72,000 balance in professional technical services and speech and language service/psychological services. Transportation was down due to lack of out of district attendance. Couldn’t get contracts by June 30th. A bit leftover because of workers comp and insurance cost reductions and fewer services for students in out of district magnet school. Transportation, All-Star, replacement of the buses for new equipment stated in the contract for four new big buses and two new small buses. All-Star is doing well and managed to get six new big buses and three new small buses. A fleet of 8 big buses within two years. Benefits of new buses – diesel, more reliable, under warranty.
  • 1% non-lapsing fund. N. O’Dea-Wyrick presented. A non-lapsing fund is a fund with the authority to carry its balance from one fiscal year to the next. Requested nod to seek the Town’s permission to establish the fund for possible use as the go-ahead money for Hinsdale. $151,000 available for the fund. The non-lapsing fund cannot roll-over and has to be spent each year. Seamus, no surprises in special ed, numbers are down, with 26 students placed out of district as compared to and when Seamus started which was the 60s.
  • Facilities Update Pearson and Batcheller’s teachers ordered to empty classroom and custodians ordered to do deep clean, with progress sheets on every room door – everything cleaned and painted. Batcheller’s playground cleaned up. Pearson walkway and parking lot repaved. Maintained lighting and eliminated middle island, which opened for 15 parking spaces. New carpeting in the music room. Pearson gym flooring was redone. Lockers repainted. Library new carpet and fresh paint, and new tables and whiteboards. Friends of Main Street donated train and decorations donated by the PTO to Pearson Library. Books organized by content and theme rather than the Dewey Decimal system which makes it easier for kids and teachers to find the necessary books. Group learning areas added to Pearson Library. Science labs painted, and new storage spaces added. Student resource center at Pearson painted and carpeted, with physical, sensory, and relaxing exercises added over the years for the students. C. Royers asked if the Pearson library is satisfactory, and Silverio stated there is still a long way to go, but there has been a lot of progress. Alliance Structural Grant has social media and updated books budget allotted. Outdated books have been replaced, but new books are always appreciated. Chairman asked about the exterior doors and exterior steamed windows. Nancy is still awaiting approval on the doors from the state, but the steamed windows are underway. Seamed windows would need to go to bid. Architectural mockup due back Sept. 10th. Eversource Project agreed to be utilized at Pearson and Hinsdale. The additional cost of 17,000.

Report on Hinsdale School Renovation Committee – Michelle Hintz

Two meetings so far. First used to meet everyone and establish positions. Second meeting walked through RFP. Friday to walk through Hinsdale with eight architects and a walk through with community members. Bids back Sept. 10th. Sept. 24 and 25, interviews with the architect. Architect announced Sept. 28. Completed Nov. 16th and prices estimated. After Nov. 16, Board of Education the matter will be put up for a referendum. C. Heffernan asked about State funds for the project. M. Hintz and M. Brady-Shanley advised the State will not get involved until the town has shown its support for the project but that the architects that bid on these projects are very experienced in what the State will agree to. Winchester has a high reimbursement rate for these projects at 70%. Hinsdale School renovation committee meeting information is available on the Winchester School.org and the Winchester townsite.

Public Hearing:  None.

Consent Agenda Items Discussion Possible Action:

a) Minutes of Regular BOE Meeting – June 12, 2018

Motion to approve – First C. Heffernan. Second J. Duffy – 8-0 unanimous

b)  Minutes of Special Board of Education Meeting – July 9, 2018

Motion to approve – First C. Heffernan, second J. Duffy – 8-0 unanimous
                                                                   
Correspondence to the Board:
Dr. Ellen Stoltz to the Commissioner of Education – praised the Winchester public schools and the Board of Education. When adults focus on the development of all student, all students benefit.

Superintendent’s Reports & Action Items Discussion Possible Action:

a)  Superintendents’ Report  - Continue curriculum with EdAdvance - Math and EL units completed by October 2018. Fall BOE meeting with an overview of the unit and curriculum changes. 20 staff members spend the summer working on the unit and curriculum planning, having completed NGSS training at Pearson. Students will focus on tsunamis. August 23th and 24th are new teacher orientations. August 27th BOE members welcome to attend 8:00 AM convocation. August 27th from 5:30pm-6: 30 pm PreK and K are running an Open House/Meet and Greet. August 27th and 28th is Teacher Professional Learning Day. August 28th from 2:00pm-3: 00 pm Grade 1 to 6 are hosting a Meet and Greet. September 4th is the first day of school for PreK and Kindergarten. September 18th from 6:00 pm - 7:00 pm is Open House for Grades 1 and 2. September 20th from 6:00 pm – 7:00 pm is the Open House for Grade 3 to 6. Student have the first week of school to develop relations and start the first unit of study. Completed Alliance Grant application and Commissioner’s Network Grants for $625,000 to Batcheller and $725,000 to Pearson. BOE held the 2nd Annual Summer Retreat. Summer finance report released, received via post. Postcards to family, more eye-catching then letters. Playground set to be delivered on August 27th – on site on the 29th and erection Sept. 4th. Two weeks to construct.

b)  School Enrollment – Increased enrollment – new families from St Anthony’s, magnet school programs, and move-ins. Enrollment before was 531, as of now its 540 total students. The highest number of students in years.  Torrington teachers say Winchester schools are doing well.

c)  New Hires – Listed in the packet. Seamus adds they hired a special education teacher for essential skills class – Rebecca Dadona– for the kids with anxiety.

d)  Gilbert Enrollment - conversation with Gilbert on enrollment – 464 Winchester students, international students number not yet reported, two students from other districts – 466. J. Duffy request to list by section. J. Duffy asked for the list in June, and Gilbert said did not have time to provide at that point.

e)  Submission of Commissioner Network and Alliance Grant – submitted the application of the Alliance Grant. Currently, have the Commissioner’s Network Grant.

Board Action Items:

a)  Cost of School Lunches – N. O’Dea-Wyrick presents. Need to raise the cost of school lunches based on a formula dictated by the feds. The formula states $2.92 for lunch. Currently charging $2.75. Suggests $2.90 for school lunches.

Motion to charge $2.90 for school lunches

First: M. Hintz, second, C. Royer. 8-0 unanimous.

Unfinished Business:    None

New Business Discussion and Possible Action:  None

Executive Session: 
Initial discussion regarding Gilbert Contract Negotiations and Winchester Education Association Contract.Motion to go to executive session First J. Duffy, second C. Heffernan.

Motion to exit executive session First M. Hintz, Second A. Propfe

Adjourn

Motion to adjourn @ 9:19pm First: C. Royer, Second C. Heffernan

September 11, 2018 Minutes

WINCHESTER BOARD OF EDUCATION
Type of Meeting:  REGULAR BOARD OF EDUCATION MEETING - MINUTES
Date:  TUESDAY, SEPTEMBER 11, 2018
Location:  P. FRANCIS HICKS ROOM, 2ND FLOOR, TOWN HALL – 7:00 P.M.

Board of Education (BOE) Members (in alphabetical order by last name): Shana DeVoux, Jamie Duffy, Dr. Richard Dutton, Cheryl Heffernan, Michelle Hintz, Nora Mocarski, Secretary; Doug Pfenninger, Chairman; Alexandria Propfe, Christine Royer

Call to Order @ 7:10pm

Roll call:

Dr. Richard Dutton, Cheryl Heffernan, Michelle Hintz, Nora Mocarski, Secretary; Doug Pfenninger, Chairman; Alexandria Propfe,

Absent:

Jamie Duffy, Shana DeVoux, Christine Royer

Agenda Review Possible Action

None.

Comments from the Chairman:

Excused absence process: Please call the BOE Chair as a courtesy if absent before the meeting.

We must begin to think about expanding partnerships in the community to promote further success as a community. This includes working with Gilbert Board, the Board of Selectman in the development of a community-wide strategic vision for all grades, Pre-K through 12.

Presentations

  New Enrollment Presentation - Melony Brady-Shanley - [BOE Packet page 3]

33 new families as of this report; Data includes where these families are living in the community. These locations include diverse areas around our community, single and multi-housing units.

Some students left district: These were mostly students who have moved out of town or left the state.

  SBAC Results [BOE Packet pp. 4-10]

Significant gains - Out of 188 educational entities, Winchester Public Schools is ranked #1 for most improved math scores and #19 for most improved reading scores. Recognition of all those who helped to contribute to the success of the district’s success was made. These gains are a product of efforts of multiple individuals. Of particular note: Freeman Burr and Ellen Stoltz were present and recognized as key initiators leaders of our district’s success. 

Question from BOE: How much of that financial contributions played a role in this success? Answer: It was a combination of leadership and monies/resources to program for students.

The superintendent will seek the extension of the Commissioner Network funds.

Results by subgroup will be presented at a later BOE meeting.

Public Hearing

  Bob Geiger, Town Manager to comment:

“We cannot have a great town without a great school.”

Freeman Burr to comment:

“Thank you to Superintendent Melony Brady-Shanley for the invitation and kind remarks. It is appropriate to give credit to the faculty/staff [for the success of the district].” Both Burr and Stoltz appreciated the welcome they received when they were here working in the district and were happy they were able to build credibility and trust with those in the district. Commended the BOE for their leadership.

Consent Agenda Items

  Minutes - Motion to approve: FIRST: Michelle Hintz, SECOND: Dr. Richard Dutton → Unanimous.

Correspondence to the BOE

  Presented NIS-CT Audit successfully completed. [BOE Packet, page 16]

Superintendent’s Report & Action Items

  Superintendent’s Report - [BOE Packet, page 17-18]

Superintendent Brady-Stanley attended a panel called, “Performance Matters” with the State of Connecticut. The focus was on data systems. Members of The Gilbert School attended as well.

  Finance - The playground is to be completed in 2 weeks. Grand opening date TBD

  Alliance Grant approved. Commissioner’s Network funds approved.

Funding for the Hinsdale steps is from state funding. They are to be built to code and ADA compliance. Completion date TBD

The RFP - Closed as of yesterday, 9/10/18. We have received six (6) valid submissions. The Building Committee is to review these on September 17, 2018.

School Climate Officer (SCO) is to work with students on how to play together on the playground. To teach passion and inclusivity. Will not be armed.

Meet & Greets were held. Pre-K - K Open Houses. We had many families from Pearson as well.  Sign in sheets for families were used to provide a record of the number of families.

74 families from Pre-K to K transition.

We had approximately 150 families in Pearson.

We also had four (4) half days from the heat. 85% to 88% degree rooms. Portable A/Cs were placed in on the third floor at Pearson.

Enrollment - holding steady at 538 for the district. We were had 518 enrolled last August. We are pulling people back to our district.

Chronic Absences - Attn. Averages shared page 20.

  New Hires [BOE Packet pp. 21-31]

Gilbert Enrollment - We have been asking for enrollment numbers on a monthly basis

As if September: 472 students enrolled at TGS.

  44 international students and two students (2) from other school districts

  Board Action Items - None.

Unfinished Business

Regarding the 1% - Upon closure of 2017-18 BOE budget - once all bills have been paid, this will transfer over to the 2018-2019 school year. The Board of Selectmen has approved the 1%.

New Business

Promotional SBAC Celebration Conversation: Discussion on how to share the good news about student performance gains on SBAC. Ideas included social media, perhaps a booth at the Fall Foliage Festival, a banner at Pearson, among others.

Quarterly Meeting with Gilbert - We should be meeting with Gilbert at least four times a year. These meetings are beyond those Winchester BOE members who serve on the regular Gilbert meetings. We need to get dates on the calendar with Gilbert to have this happen. Negotiation dates have not yet been established.

Those who serve on the Gilbert Board will address this at the next meeting with Gilbert.

Negotiation dates will be set up in conjunction with Superintendent Brady-Stanley and Dr. Serio.

Evaluation of the Board of Education Chairman: To speak into the microphone more, but otherwise he is doing an excellent job.

Executive Session - 8:12pm

MOTION to invite Seamus Cullinan and Melony Brady-Shanley to go into Executive Session for the purposes to discuss a confidential legal matter. → FIRST: Cheryl Heffernan, SECOND: Michelle Hintz. → Unanimous.

MOTION to come out of Executive Session at 8:54 pm. → FIRST: Cheryl Heffernan, SECOND: Alexandria Propfe → Unanimous.

Adjourn

MOTION to adjourn at 8:55 pm. FIRST: Alexandria Propfe, SECOND: Cheryl Heffernan → Unanimous.

October 9, 2018 Minutes

Winchester Board of Education Regular Meeting Minutes 
Date:  October 9, 2018
Meeting Facilitator: Melony Brady-Shanley, Superintendent and Nora Mocarski, acting Chairman

Board of Education Members: Dr. Richard Dutton, Cheryl Heffernan, Michelle Hintz, Secretary: Nora Mocarski, Alexandria Propfe, Christine Royer, Shana DeVoux and Doug Pfenninger

Call to Order @7: 00 pm

Pledge of Allegiance

Roll Call:

PRESENT: Chris Royer, Cheryl Heffernan, Michelle Hintz, Melony Brady-Shanley, Nora Mocarski, Alex Propfe and Dr. Dutton

ABSENT: (excused) Doug Pfenninger; (unexcused) Shana DeVoux

Agenda Review:

Motion to add Letter of Resignation under Correspondence

First: Dr. Dutton; Second: Cheryl P - 5-0 unanimous

Friendly amendment - add letter as number C

First: Chris R; Second Alex P - 5-0 unanimous
 

Motion to add conversation about dates for Interviews under New Business as letter B.

First: Chris R; Second: Cheryl P - 5-0 unanimous

Motion to add ED09 under section Board actions items as C.

First: Chris R; Second: Cheryl P - 5-0 unanimous


Motion to add M Core loan approval item add under Board Actions item as D

First: Chris R; Second: Cheryl P - 5-0 unanimous


Motion to eliminate executive session.

First: Chris R; Second: Cheryl P - 5-0 unanimous

 

Comments from the Chairman:

It’s been a pleasure to be chairing tonight.

Presentations:  None

Public Hearing: None


Consent Agenda Items Discussion Possible Action:

Motion to approve all.

First: Chris R; Second: Alex P - 5-0 unanimous

 

Correspondence to the Board:

a)    Letter required by the state - all schools part of asbestos management - the letter was sent out

b)    Hinsdale School Renovation: 6 firms HSRC - interviewing five firms on Thursday and Monday; Deciding following the meeting on Monday

c)    Letter of resignation from Jamie Duffy - Nora read the letter that was received on October 1st at the town clerk's office; no letter was sent to the BOE; we have 30 days from receipt of the letter at town clerk's office

 

Superintendent's Report

Finance: Heading to Mediation on WEA negotiation

Community & Climate: Great job on the reading challenge; assembly called ‘Yes You Can’; Building strong community feeling within the school via assembly; Riverfront recapture field trip.

WPS enrollment is up four since August; 96% attendance rate; September was a rough month in both schools due to illness


Finance Report

Final 17-18 budget report - $4K end balance more than thought due to projects not being as expected - $155,025 will go into the non-lapsing fund (non-expiring fund)

1st quarter report: $15K unencumbered - extra money for snow; was able to hire a speech and language path. So saving money there because no longer contracting it out.


Facilities

Pearson Playground completed

Replacing freezer and exterior doors at Pearson

Exterior lighting has been fixed, and the parking lot has been reconfigured at Batcheller

Roof leaking has been patched above three classrooms and cafeteria at Batcheller (may need to address the roof at a later date for long-term approach)

Looking to investigate the possibility of consolidating 8-9 bus stops on Pratt street to help facilitate traffic and address safety issues.


Board action items

Motion to amend the August BOE minutes, Switch Batcheller to Hinsdale

First: Cheryl H; Second: Chris R - 5-0 unanimous

No action needed on the approval of the revised school security plan - it will be signed by Nora, and the BOE needs to acknowledge it.

Motion to approve EO9 to allow the district to take part in the national school lunch

First: Chris R; Second: Cheryl - 5-0 unanimous

 

** Note - Alex left meeting at 7:33 pm

Motion to approval to execute the documents for the M Core Loan and have Nora sign

First: Dr. Dutton; Second: Chris R - 4-0 unanimous (one absent)

** Note - Alex rejoined meeting at 7:36 pm

 

New Business

Per current contract, the BOE should meet with Gilbert Board.  Michelle will email proposed dates to board

Interview dates for BOE vacant spot - Tuesday the 23rd (start time TBD)

Motion to adjourn

First: Cheryl H; Second: Alex P - 5-0 unanimous

November 13, 2018 Minutes

WINCHESTER BOARD OF EDUCATION
Type of Meeting:  REGULAR BOARD OF EDUCATION MEETING - MINUTES
Date:  TUESDAY, NOVEMBER 13, 2018
Location:  P. FRANCIS HICKS ROOM, 2ND FLOOR, TOWN HALL – 7:00 P.M.

Board of Education (BOE) Members (in alphabetical order by last name): Shana DeVoux, Dr. Richard Dutton, Cheryl Heffernan, Michelle Hintz, Nora Mocarski, Secretary; Kristin Peterson, Doug Pfenninger, Chairman; Alexandria Propfe, Christine Royer

Called to order at 7:01 pm.

Roll:   

Present: C. Royer, K. Peterson, M. Hintz, D. Pfenninger, N. Mocarski, R. Dutton, C. Heffernan
M. Brady-Shanley, Superintendent. S. Cullinan, Director of Student Services, N. O’Dea-Wyrick, Director of Finance & Business Services, Barbara Silverio, Principal, Pearson School, Rosanne Field, Batcheller Principal

    Excused: A. Propfe, S. DeVoux

Agenda Review

    Add report of Curriculum Committee after Correspondence to the Board

    MOTION: First: D. Pfenninger, Second: M. Hintz → U

Comments from Chair

    Welcome Kristen Peterson

Professional Development session from last week was discussed, and the Board Chair thanked the faculty and staff for the time involved in the planning and engagement in training.

Presentations

    Kenny Perrault was recognized for helping a staff member in the Winchester Public Schools

    Seamus Cullinan & Barb Silverio presented the SBAC & CTAA Special Education Performance Report

Special education students take the CT Alternate Assessment rather than Smarter Balanced if they qualify. Assesses standards in a way for students to access the test.

    We hope to train all special education teachers to administer these tests.

2016-17 ELA and Math - Growth targets are established by the State of Connecticut. Winchester students who engaged in the CTAA showed stronger growth for Math than ELA

For ELA focuses for improvement, include using the Wilson reading program, reading specialists, coaches, remediation, inclusion including learning how to take the SBAC, instruction by core teachers, pull-out for discrete instruction

SERC has been providing some training. Winchester Public Schools is at the forefront of this training with SERC

Public Hearing - None.

Consent Agenda

     First: Chris second Cheryl → U

Curriculum Committee reported out on the last meeting from October 30, 2018 - Nora Mocarski

      Rachael Manzer presented the plans and tools for development and rolled out of the NGSS standards.

Critical thinking, real-world problems, professional development, curriculum template, science 4x week. Classroom Walkthroughs scheduled for November 29, 2018, from 8 am to 1 pm

Building Committee reported out - Michelle Hintz

Petrocelli was the firm that was unanimously selected. Documents to be made available mid-Fed. Community meetings will be scheduled to discuss renovations. No dollar figures are available at this point.

Any community questions or concerns about the transition of schools and programming are to be directed to Superintendent Brady-Shanley. The group met with the architects to begin initial discussions on building layout, security, etc. Looking at renovations to make Hinsdale safe and healthy environment. Architects must look at various options and ideas as required including, but not limited to, plans to renovate to new, a project based renovation, and the cost for the brand new building. This information is to be then given to the Town of Winchester to then decide the best course of action.

Citizens who wish for more information or to remain updated on the project are encouraged to go to Winchesterschools.org - to be updated weekly.

The firm will report to the Board of Selectman (BOS). The BOS will have the final say if this goes forward

       Note regarding a flood plan: every school has to file a plan to obtain funding.

Correspondence to the Board

        None

Superintendent’s Report & Action Items

         Attendance/absentee reported - WBOE Goals: Pearson’s goal under 5% and Batcheller under 7%

         Hiring notices shared with Board

         “Soup’s On” program and rationale discussed:  to connect parents, children, and faculty members

         Inclement weather cards sent in the mail regarding communication of procedures

Parent drop off at Batcheller - map shared. We will be at Batcheller for at least two more years. The concern to reduce congestion and ensure safety. Proposal for the creation of a 40’ long additional driveway - estimate $12,000.

MOTION: To authorize the superintendent to proceed with the 40’ driveway project in reference to the physical construction as necessary

         First: R. Dutton, Second C. Heffernan → 4 for, 1 against, 2 abstain.

Superintendent Brady-Shanley agreed to do further research for our December BOE meeting regarding P & Z and two more quotes and public works, as well as to investigate possible consolidation of bus stops.

Board Action Items

         Four budget transfers requested.

We did not have all grant information when we first constructed the budget. We also made assumptions of the cost of adding staff. Facilities are in need to repair especially at Pearson. Additional variable includes snow removal this year.

          To move 30,000 from wages to cover Behavioral tech and Climate officer

          To move 30,000 from wages for a long-term sub for a teacher out for the rest of the year

          To move 100,000 from wages to facilities

To move 5,000 from wages to travel for reimbursement for miles and food for training such as Columbia training in Manhattan, to Boston for Reading. All reimbursements are at IRS rates for miles and meals.

          MOTION: Move to approve line item transfers: First: R. Dutton, Second: M. Hintz → U

New Business

          Teachers’ contract ratified.

          MOTION: to accept the teacher’s contract as ratified.

First M Hintz. Second: Dr. Dutton → U

Teacher retirement incentive on page 43 of BOE packet to free up funding for the budget the following

year.  One year only because some grants are sunsetting soon.

Change the language of date of receipt of the notice.

MOTION: to approve the teacher’s retirement incentive with changes to the language to “date of receipt.”

First: C. Heffernan, Second: R. Dutton → U

          School calendar on the amended agenda

          Collaborating with surrounding schools

          MOTION to accept the school calendar for 2019-2020

First: M. Hintz, Second: R. Dutton → U

          Policies - First Read

          5114 - Suspension, Expulsion, Due Process

          Must leave as “shall” suspend in the language, per state law.

4000 - Sexual discrimination. To include “including but not limited to…”

Policy to add the language discussed at the Policy Committee meeting. C. Heffernan to type up and add and to update “his or her” to “their…”

9327.1(a) - To strike the first paragraph before “OR.”

9327.1 Appendix reviewed

Second read in December.

Policy meeting to be conducted in December to be run by C. Heffernan in M. Hintz’s absence.

Adjourn

       MOTION to adjourn at 8:59.

First: M. Hintz, Second: C. Royer.

Special Meeting Minutes 2018-2019

October 16 & 23, 2018 Minutes

WINCHESTER BOARD OF EDUCATION
Type of Meeting:  SPECIAL BOARD OF EDUCATION MEETING – MINUTES
Date:  TUESDAY, OCTOBER 23, 2018
Location:  CONFERENCE ROOM, 3RD FLOOR, TOWN HALL – 7:00 P.M.

Board of Education (BOE) Members (in alphabetical order by last name): Shana DeVoux, Dr. Richard Dutton, Cheryl Heffernan, Michelle Hintz, Nora Mocarski, Secretary; Doug Pfenninger, Chairman; Alexandria Propfe, Christine Royer

Call to Order

Meeting called to order @ 7:10pm

Pledge

Roll call:

Dr. Richard Dutton, Christine Royer, Cheryl Heffernan, Michelle Hintz, Nora Mocarski, Secretary, Doug Pfenninger, Chairman.

Absent:

Excused: Alexandria Propfe

Unexcused: Shana DeVoux

Interviews for vacant Board of Education position

                Candidate #1 - Dale Denning

                                Interview held in public session

                Candidate #2 - Kristin Peterson

                                Interview held in public session

Executive Session

MOTION to enter into Executive Session to discuss candidates for the Winchester Board of Education vacant position at 7:35 pm:

1st Cheryl Heffernan, Second: Michelle Hintz → Unanimous, 6-0

MOTION to exit Executive Session at 8:06 pm:

                1st Nora Mocarski, Second: Michelle Hintz → Unanimous, 6-0

Appointment

MOTION to appoint Kristin Peterson to serve as the Winchester Board of Education member to fill the vacant position:

                1st Dr. Richard Dutton, Second: Cheryl Heffernan → Unanimous, 6-0

Adjourn

                MOTION to Adjourn at 8:07 pm

                                1st Michelle Hintz, 2nd Dr. Richard Dutton → Unanimous, 6-0

October 22, 2018 Minutes

W. L. Gilbert School Corporation – Ad Hoc Negotiations Team and
Winchester Board of Education –Ad Hoc Negotiations Team – Joint Minutes
Date:  October 22, 2018

1.       Roll Call – Meeting called to order at 6:03 PM in the Guidance Conference Room at The Gilbert School.

Present: Charles Seaback, Holly Cassaday and Steven Sedlack, School Corp Members and Dr. Anthony Serio, Superintendent of the School representing the Gilbert Team

Present: Doug Pfenninger, Cheryl Heffernan, Winchester Board of Education Members and Melony Brady-Shanley, Superintendent of Schools representing the WBOE Team.

2.       Discussion regarding negotiations of the successor contract between the W.L. Gilbert School Corporation and the Winchester Board of Education.

It was agreed that negotiations would not require formal ground rules.

The teams discussed the important need for joint marketing of the budget to the town.

The teams agreed to consider using the July 1, 2011-June 30, 2014 contract as the benchmark for discussion. A wide-ranging discussion included exploration of positions on sole designation, duration, the composition of the Gilbert board of directors, establishing tuition, resolving budget issues and future student enrollment.

3.       Next Meeting – will be held on Wednesday, October 24 at 3:00 in the third-floor conference in the town hall.

Agenda for that meeting will include data on class sizes at Gilbert, the 2018-19 budget for Gilbert, by-laws on Gilbert board of directors and a re-iteration of the contract on the part of the Gilbert team.

4.       Adjournment – a motion to adjourn (Sedlack/Cassady was made at 8:05 PM and was unanimously accepted.

Respectfully submitted for the teams,

Steven Sedlack

October 24, 2018 Minutes

W. L. Gilbert School Corporation
Ad Hoc Negotiations Team and
Winchester Board of Education
Ad Hoc Negotiations Team – Joint Minutes
Date:  October 24, 2018

1.       Roll Call – Meeting called to order at 3:00 PM in the 3rd Floor Conference Room, Town Hall, 338 Main Street, Winsted, CT.

Present: Charles Seaback, Holly Cassaday and Steven Sedlack, School Corp Members and Dr. Anthony Serio, Superintendent of the School representing the Gilbert Team

Present: Doug Pfenninger, Cheryl Heffernan, Winchester Board of Education Members and Melony Brady-Shanley, Superintendent of Schools representing the WBOE Team.

2.       Approval of Minutes – on a motion from S. Sedlack with a second from H. Cassaday the minutes of the October 22, 2018 negotiations meeting were unanimously approved.

3.       Discussion regarding negotiations of the successor contract between the W.L. Gilbert School Corp. and the Winchester Board of Education.

Information on class sizes and the Gilbert budget had been distributed to all members before this meeting.  Information from the Gilbert by-laws regarding Directors was presented.

The 2011-2014 contract was then reviewed in its entirety with C. Seaback suggesting changes to various sections from the perspective of the Gilbert team and with the response from Winchester.  Many of the suggestions received general agreement.

A review of Section 4, Procedures for Establishing Tuition, received considerable discussion.  Supt. Brady-Shanley presented ideas for a hybrid plan for budget adoption.  Other topics covered include: setting budget timelines, streamlining the Joint Budget Committee, quarterly meetings of the joint boards and the concept of arbitration.  These items remain on the table for future deliberations.

4. Next Meetings – will be held on Thursday, Nov, 1st at 6:00 PM in the Guidance Conference Room at the Gilbert School and on Wednesday, November 14th in the third-floor conference room at Town Hall.

Before the next meeting, a Word version of the contract will be marked up by Gilbert and distributed to all members of the teams.

5.       Adjournment – a motion to adjourn (Heffernan/Pfenninger) was made at 5:07 PM and was unanimously accepted.

Respectfully submitted for the teams,

Steven Sedlack, Recorder

November 1, 2018 Minutes

W. L. Gilbert School Corporation
Ad Hoc Negotiations Team and
Winchester Board of Education
Ad Hoc Negotiations Team – Joint Minutes

Date:  November 1, 2018

1.       Roll Call – Meeting called to order at 6:10 PM in the Guidance Conference Room at The Gilbert School, 200 Williams Avenue, Winsted, CT.

Present: Charles Seaback, Holly Cassaday and Steven Sedlack, School Corp Members and Dr. Anthony Serio, Superintendent of the School representing the Gilbert Team

Present: Doug Pfenninger, Cheryl Heffernan, Dr. Richard Dutton Winchester Board of Education Members and Melony Brady-Shanley, Superintendent of Schools representing the WBOE Team.

2.       Discussion regarding negotiations of the successor contract between the W.L. Gilbert School Corp. and the Winchester Board of Education.

The members walked through the red-lined version of the 2011-2014 contract between the parties. Changes were noted based on the conversation at the October 24, 2018 negotiations meeting.  The WBOE team noted that they proposed further consideration of the 5% enrollment concept in Section 4, Procedures for Establishing Tuition, of the 2017-2019 contract between the parties.  In that same contract, they proposed further consideration of the monthly enrollment reports in Section 12, Student Data.

The parties agreed to caucus at 6:22 PM and the main meeting resumed at 6:56 PM.

The WBOE team put forth proposals regarding (1) term of contract, (2) designation, (3) a plan to simplify tuition, (4) elimination of arbitration, (5) student data, (6) requirements for Gilbert to meet annual ESSA targets and (7) discussion about potential shared school leadership.  The Gilbert team asked for consideration on the $216,000 owed to the School Corporation in 2016-17.

The parties again agreed to caucus at 7:11 PM and the main meeting resumed at 7:45 PM.

The Gilbert team decided it needs time to research the issues around the annual ESSA targets as well as the financial risks the school would face under the tuition ideas that WBOE had proposed. The discussion will continue at the next meeting.

4.     Next Meeting – will be held on Wednesday, November 14th in the third-floor conference room at Town Hall.

5.       Adjournment – a motion to adjourn (Heffernan/Cassaday) was made at 8:15 PM and was unanimously accepted.

Respectfully submitted for the teams,

Steven Sedlack

Recorder

 

November 27, 2018 Minutes

Board of Education 
Special Meeting - Minutes
Tuesday, November 27, 2018
Blue Room, Town Hall, 6:30 p.m.

  1. Open the meeting. - Special Meeting. 6:32 pm
  2. Roll Call:
    1. Present: Melony Brady-Shanley, Superintendent, Dr. Richard Dutton, Nora Mocarski, Doug Pfenninger, Alexandria Propfe, Chris Royer, Shana DeVaux, Kristin Peterson
    2. Absent (excused): Michelle Hintz, Cheryl Heffernan
    3. Also in attendance: Rosanne Field, Principal, Batcheller School, Nancy O’Dea-Wyrick, Director of Finance & Business Services, Seamus Cullinan, Director of Student Services, Barbara Silverio, Principal, Pearson School
  3. Grievance Issue:
    1. Doug Pfenninger: BOE Chair, Hearing Officer.
      1. The Defendant, Mr. Bujar Bauta &  Mr. Zbigniew Sypniewski, Custodians, Batcheller School
        1. Speaking in their defense: Mr. Edward Kosinski, NAGE National Representative for NAGE Local # R1-234 and Ms. Linda Farnham - Winchester NAGE President
      2. For the BOE: Nancy O’Dea Wyrick, Superintendent Melony Brady-Shanley, and Rosanne Field, Principal, Batcheller School.
    2. Mr. Bauta & Mr. Zbigniew elected to have this Grievance Procedure conducted in Open Session.
    3. Evidentiary portion of meeting with questions and answers from the BOE.
    4. 7:00pm MOTION to recess into a non-meeting for the purpose of conducting deliberations regarding the grievance and to invite the for Superintendent Brady-Shanley.
Motion: C. Royer. Second: R. Dutton. → Unanimous, 7-0.
7:25pm MOTION to come out of executive session:
Motion: C. Royer. Second: K. Peterson → Unanimous, 7-0.
7:25pm MOTION to deny Grievance:
Motion: C. Royer. Second: A. Propfe → Unanimous, 7-0.
  1. Adjourn
    1. Motion to adjourn

December 6, 2018 Minutes

W. L. Gilbert School Corporation
Winchester Board of Education
December 6, 2018
Joint Board Meeting Minutes

1.       Roll Call – Meeting called to order by Steven Sedlack at 6:02 PM at the Beardsley & Memorial Library, Winsted, CT.

Present: Charles Seaback, Holly Cassaday, Jennifer Marchand and Steven Sedlack, Gilbert School Corp Members and Dr. Anthony Serio, Superintendent of the School.

Present: Dr. Richard Dutton, Michelle Hintz, Nora Mocarski, Theresa Padin, Kristen Peterson, Doug Pfenninger and Alexandria Propfe, Winchester Board of Education Members and Melony Brady-Shanley, Superintendent of Schools.

2.       General Discussion regarding the following areas.

  • Curriculum
  • Project-based Learning
  • Inquiry-based Learning
  • Scheduling – Block vs. Modified Block
  • Benefits of Professional Development for Teachers and Students
  • Explanation of Reset Room – Information and Benefits
  • Crisis Team Coordination
  • Safety Plans Alignment
  • Facilities Updates included Hinsdale, Batcheller and Gilbert

3.       Next Meeting – will be held on March 7, 2019 at 6:00, site to be determined.

4.       Adjournment – Holly motioned to adjourn meeting @ 7:39 p.m., seconded by Michelle Hintz. Vote was unanimous.


Ellen C. Marino
Recorder

Standing Committee Minutes 2018-2019

Hinsdale Renovation Committee Minutes

July 23, 2018 Minutes

HINSDALE SCHOOL RENOVATION COMMITTEE
MINUTES FOR INITIAL MEETING
Date: JULY 23, 2018 @ 6:00 pm
Location: HICKS ROOM - TOWN HALL

I CALL TO ORDER - Doug Pfenninger 6:00 PM

II SWEARING IN OF COMMITTEE MEMBERS (Sheila Sedlack) - Shelia Sedlack performed swearing in for David, Steven F., Tony, Dale, Norman, Steven V., Michael

III ROLL CALL - Doug Pfenninger, Michelle Hintz, Nancy O’Dea-Wyrick, David Carter, Steven Frazier, Tony Sandonato, Dale Denning, Norman Kelly, Steven Vaill, Bruce Stratford, Michael Ruzbasan

IV INTRODUCTIONS AMONG MEMBERS - All members introduced themselves and shared their personal and/or professional experience.

V SUMMARY OF PROCESS TO DATE D. PFENNINGER
Packets distributed and a list of other documents available to the committee

Each member received a binder that included previously analyzed reports.

VI ADMINISTRATIVE RESPONSIBILITIES - minutes, posting meetings, etc. D Pfenninger, Melony Brady-Shanley

VII PUBLIC COMMENT - Steven Sedlack - Thank you to the entire committee and appreciation for the expertise of the building committee.

VIII CHARGE OF THE COMMITTEE (with proposed timeline) D Pfenninger

Document describing charge distributed.  D. Pfenninger describes the historical issues that have faced the district with regards to school closures. He addressed the Receiver closing Hinsdale due to the belief of mold; Receiver did not “turn the building back over to the town.” Town formed a committee to find a way to repurpose Hinsdale. No one was interested in the purchase of the property and demolition would be about $700,000. At no point did the building get returned to the town. BOE has maintained the building since the closure. Receivers encouraged BOE to look at both Batcheller and Hinsdale. CREC was hired to review all documents associated with Hinsdale. The report indicated that Hinsdale would be a better choice for renovation. Ad Hoc Committee made a formal recommendation that we renovate Hinsdale. BOE approved this recommendation. BOS in July 2018 established a Renovation Committee for Hinsdale.

The obligation to provide a sound educational system in the town. Benefits both town and school. Good, clean, up to date building is an important part of the solution. The town has not maintained school buildings in quite some time. With a fairly modest budget, we can create a sound school building at Hinsdale.

Tonight or the next meeting, you will elect your officials.

Review of the charge, and Statement of Need

IX DESCRIPTION OF REQUEST FOR PROPOSAL PROCESS AND NEXT STEPS - Melony Brady-Shanley

Melony reviewed the Mystic Air Quality Reports and explained the sequence and process of testing. The committee engaged in conversation regarding Air Quality and new system requirements to ensure routine air quality testing.

Melony reviewed the DRAFT of the Request for Proposals. A few members of the committee volunteered to assist with formally DRAFTING the RFP for consideration at Monday, July 30, 2018 meeting. The committee has determined, they will include energy-saving opportunities in the RFP for investigation.

X QUESTIONS AND DISCUSSION


XI ELECTION OF OFFICERS

Chair - Nomination of Chair Steven Fraizer - Unanimous

Vice Chair - Dave Carter - Unanimous


XII SCHEDULING OF NEXT MEETING

6:00 PM on July 30, 2018 - Blue Room

RFP Development Session - Thursday, July 26, 2018, 4th Floor, 9:00 A.M.

Friday, July 27, 2018 - Committee Walkthrough of Hinsdale

July 30, 2018 Minutes

Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Minutes
Date:  July 30, 2018 @ 6:00 p.m.
Location:  Town Hall – Blue Room
Meeting Facilitator:  Steven Frazier, Chair
                                  Dave Carter, Vice Chair      

Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill

I.      Call to order – 6:02 PM

II.      Roll call – Melissa B., Nancy OW, Norman K, Tony S, Doug P, Michelle H, Melony BS, Steve V., Steve F. Bob G., Dave C.

III.      New Business

a)      Review RFP Draft  

b)      Mr. Frazier instructed the team to review the document.

c)      All questions that arise during the bid process will be directed to Mr. Frazier.

d)      Discussion took place regarding timing with bid dates and completion goals.

e)      August 10 – 2:30 PM – Walkthrough

f)       Questions Due by Friday, August 31, 2018

g)      September 17th – Next Meeting – Agenda – Develop Interview Questions and Review Bids

h)      September 10th Monday – Bids Due

i)       Monday, September 24 and Tuesday, September 25– Architects to be interviewed

j)       Friday, September 28 – Selection Announcement

k)      Friday, November 16 – Architect Completion

b) Melissa and Bob to research and report out for next meeting on Referendum Timeline.

c) Research must be done regarding the potential permanent closure of the water access door in the basement of Hinsdale.

IV.      Adjournment – 7:21 PM

V.      Next Meeting -

September 27, 2018 Minutes

Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Minutes
Date:  September 27, 2018 @ 6:00 p.m.
Location:  Town Hall – Blue Room
Meeting Facilitator:  Steven Frazier, Chair
                                 Dave Carter, Vice Chair      

Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, D. Carter, and S. Vaill

I. Call to order 

II. Roll call - M. Brady-Shanley, D. Denning, M. Hintz, N. Kelly, M. Ruzbason, T. Sandonato, B. Stratford, S. Vaill, S. Carter

III. Public Comment - No public comment

IV. New Business

a)  Review Bids - Committee took 10 minutes to review the submitted bid questions.

S. Carter shared his concerns that he thought the bids did not have a final number. Clarity was provided by the committee to explain the purpose of this process (phase 1) in preparation for a referendum with at cost and scope of work that would most accurately reflect the bottom line.

Frazier - stated that the purpose is to come up with a cost estimate to renovate Hinsdale. The committee felt the architects did answer the clarifying questions.

Took an additional 5 minutes to review

Tecton - Committee felt Tecton did not present a strong support plan regarding hydrology and remediation. Dismissed from process

Motion made by Frazier - Carter - 1st, Sandonato 2nd - 8-0

QA and M - Will be invited for an interview

Silver, Petrucelli, and Associates - Will be invited for an interview

Friar - Will be invited for an interview

Perkins Eastman - Will be invited for an interview

Sevigny - Will be invited for an interview

b)  Develop Interview Questions - October 4, 2018, at 6 PM

Interviews will be held on: October 11, 2018 - 5:30 PM Friar, 6:30 PM Perkins Eastman, 7:30 PM QA and M

October 15, 2018 - 6:00 PM Sevigny and 7:00 PM Silver

V. Adjournment - 7:00 PM

September 17, 2018 Minutes

Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Minutes
Date: September 17, 2018 @ 6:00 p.m.
Location: Town Hall – Blue Room

Meeting Facilitator: Steven Frazier - Chair, Dave Carter - Vice Chair
Invitees: M. Bird, M. Brady-Shanley, D. Denning, R. Geiger, M. Hintz, N. Kelly, N.
O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill

I. Call to order - 6:00 p.m. Carter - Motion, Sandonato 2nd
   Pledge of Allegiance

II. Roll call - Brady-Shanley, O’Dea-Wyrick, Hintz, Carter, Denning, Kelly, Perez, Sandonato, Vaill, Stratford, Bird.

III. Public Comment - Two members were present in the audience, however, did not speak during official public comment but asked questions during the meeting that were addressed.

IV. New Business
a) Review Bids
Nancy distributed the spreadsheet with information about the Cost of Referendum. She reviewed the titles and what each column means. Committee took time to review the summary sheet that Nancy developed. Nancy noted that fewer exclusions were better for purchase. Importance of flood certification was noted.

I. Friar - Need to clarify what the phase 1 services are. Will attend meetings with the school. Need a price associated with their work beyond the initial amount of $45,000.

II. Perkins Eastman - In phase 2 and 3 credit would be given back assuming a successful referendum. Listed all the other consulting firms associated with their work. Their phase 1 work includes facilities assessment, education program development, community forums, and information session. Develop specific assist with Office of School Construction and Grants, Prepare conceptual designs, develop a project schedule, estimate costs and budget, provide town meeting and referendum support.

III. QA and M - Excluded hazmat and environmental testing and geotechnical services. They have a group of support staff to support the project. They also did not specify what services were included in Phase 1. No numerics presented on phase 2 and 3.

V. Sevigny - Exclusions included mailing, and their documents are for their sole use in this process. They did provide a list of consultants; specific information was provided regarding phase 1 proposal. That included: project management, inventory of existing conditions, field measurements, code study, HVAC, bathroom renovations, water drainage, exterior security, structural engineering, roof, solar panels, ADA requirements, construction costs, schematic design report, a community presentation, referendum package.

VI. Silver Petrucelli and Associates - Costs were associated in addition to work in phase 1. Did not specify phase 1 services. They did provide phase 2 and 3 numbers. They have a full staff of project support team members.

VII. Tecton - Exclusions included: Hazmat, geotechnical, environmental, hazardous material, investigation, analysis, demographic projections. Have a team of support members. Did not provide Phase 2 and 3 numbers. Did not include a list of phase 1 services.

b) Develop Interview Questions
The committee needs to forward interview questions to Melony by Wednesday, September 19, 2018. Melony will develop a question sheet and forward to the Chair and Vice Chair for approval. Following the approval, Melony will send out to the six firms. The six firms will have until 12 PM on September 27, 2018, to respond. Interviews with selected firms will be October 4, 2018

c) Next Meeting will be on September 27, 2018, in the Hicks Room at 6 PM.

V. Adjournment - 8:07 PM

October 11, 2018 Minutes

Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Minutes
Date:  October 11, 2018 @ 5:30 p.m.
Location:  Town Hall – Blue Room

Meeting Facilitators:  Steven Frazier - Chair, Dave Carter - Vice Chair     

Committee Members: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, D. Carter, and S. Vaill

Present:

I. Call to order at 5:30 PM

II. Roll call - M. Brady-Shanley, N. O’Dea-Wyrick, M. Bird, D. Denning, D. Carter, M. Ruzbason, S. Frazier, D. Pfenninger, N. Kelly, T. Sandonato,

III. New Business

The Interview Process was read before all interview was started.

  1. 5:30 PM - Friar Interview/Presentation
    1. Exterior Updates - Theme of “clock building” not expanding the square footage. Shared renderings of exterior options.
    2. Construction Estimate Approach - All “yellow” will not be reimbursed by the state. “White” believed to be reimbursed through the state. Looked at an apply price based on recent construction bids, apply soft costs, grants, etc.
    3. Site Analysis - Flood Plain Analysis - A survey has been completed from the Mad River to Hinsdale. Stone lined tunnels, large chambers, Preliminary analysis of hydrology has been done. Suggesting a pre-referendum flood management strategy. Work with the state before the referendum. This firm feels this is imperative to this process. Study alternative solutions to control water flow. This would be in partnership with DEEP and School Construction. Grant funding through FEMA will be investigated.
    4. Traffic Flow - Bus Drop-off and Pickup at Main School Entrance. Move the playground to the side of the building and move parking into the field. This will also play into the flood proofing process.
    5. Mechanical Engineers - Energy efficient, looking at perimeter radiation and Variable Air Volume and reheat boxes. Investigate all systems.
    6. Community Outreach - Work with parents/leaders, community events, educate the community, develop a message, polling, building consensus.
    7. OSCGR - input begins early, site analysis/design, renovation cost analysis - All completed pre-referendum.
    8. Single bond vs. Multiple projects - Analyzed to see which way will save us more money in reimbursable costs.
    9. Referendum - complete conceptual design, finalize the budget, fine-tune marketing material, align message.
    10. Client Portal - to access for school leaders and community.
    11. Why Friar - 40 years of experience, focused on Connecticut Schools, recent referendum success. 1.5 million sq. ft. of design work - 98% have been public schools.
    12. Directly Answered the questions
      1. Confident to bring in cost estimate within 10%.
      2. Engineering/construction support - have experience in this particular area.
      3. Value engineering - After the referendum, will provide alternate projects/materials. Cost reduction - through the way of alternative options. Cost estimator is experienced and accurate. June 30, 2019 application to the OSCGR (priority project).
         
  2. 6:30 PM - Perkins Eastman Interview/Presentation
    1. The statement was read to the committee.
    2. The firm focuses on school design. In the past 15 years, completed 22 elementary schools in excess of 15 billion. Shared local projects that have been completed. The firm has written several white papers and books on school design and concepts.
    3. Introductions - Perkins Eastman team was introduced.
    4. Project Understanding - Shared main concerns with the site and what the team would like to see addressed. Establish a solution to address remediation needs. Mechanical systems will be addressed (ventilation and air condition). Reviewed the available area for construction. Mechanical and building upgrades.
    5. Visioning Process - Core Educational Leadership Team, design working group, and community groups.  Next move into goals and best practices, design and guiding principle become an educational specification. They shared “who” we are designing for.
    6. Safe, secure, and scaled - scale studies, welcoming entries, identity, interactive walls, numbered stairs, talking tubes, natural light, reflection, imagination, exploration, manipulation, experimentation. Will be provided with an educational program and space summary.
    7. OSGR - starting the conversation early and how we can get the most reimbursed costs.
    8. Following the development of the Educational Specification - Ensuring that students have inspiring spaces for scale, strength, cognitive, and problem-solving. Students would have access to neighborhoods in the school building, connections to the outdoors, security, building zones in classrooms. In 1st and 2nd grade, lockers would be in the hallway; students will foster pride, teamwork, collaboration, and manipulation in the space. All spaces would be “flexible.”
    9. Neighborhood Context - Site design, neighborhood “look” - church, Main Street, residential housing, commercial. Has a constrained space.
    10. Traffic Flow - will be addressed through a circulation analysis. Defining campus edges, exterior security would be addressed, accessibility would be addressed, and the physical condition would be addressed. Drainage and stream remediation.
    11. Remediation - Options would include - reroute culvert, remove the second floor of the building and open a corridor between the two. Drainage issues would be addressed in this model. Culvert - close the door off and waterproof the area. Move drainage away from the curb line. Flooding has two issue
    12. Energy Usage - looking at getting the energy costs to 1.21 per square foot
    13. Mold - Humidity causes mold, 30-50% humidity is the goal, looking into an ultraviolet light and cooling coils.
    14. Schedule and Cost - Development meetings begin immediately with the state. Estimated completion of January 2021. ED049 submission before June 2019. Estimating construction to be about 12 months.
    15. Budget - Never had a project exceed a proposed budget within 1%. Never missed a project opening date.
    16. Community Outreach - Did not present, ran out of time

 

  1. 7:30 PM - QA & M Interview/Presentation
    1. The interview process was read to the team.
    2. Introduction of team members
    3. 30 years working with K 12 schools. As a team, they have worked together for 15 years on more than 30 different projects. Full-service firm 34 full-time employees, specialized in academic and elementary projects, and some educators on staff. Transparent approach to the process - building committee, town management, WBOE, the flow of information would be shared with all stakeholders. Weekly meetings would be required.
    4. OSCGR - work collaboratively with state, work with cost buckets, the goal would be the highest reimbursement possible. Allowable square footage would be 30,132 sq. ft. Entertain - Renovate as New. There is three different ways to look at reimbursement - guidelines (formula for sq. ft), grant application, law.
    5. Approach to the project - Address site issues (drainage, parking, circulation), Hazmat, environmental, security, ADA, HVAC, Building systems, technology, roof, finishes, etc. Key issues are flooding management, drainage, parking, student drop off, site accessibility, neighboring properties. Presented a drainage map that effects Hinsdale. Looked at liabilities to the building - Need to ensure that the building is the right size for the enrollment. Address Hazmat preconstruction. One idea would be to remove the older section of the building. Add a new section of the building on the right side. One level building that would not need an elevator.
    6. Mechanical - Identify system options, possible reuse of current systems, energy efficient, need to build system to control humidity coming into the building.
    7. Presented renderings.
    8. Budget Management - Cost estimate professional, within 10% of the estimate. The Educational Specification is part of the scope of work. Looking at renovating as new vs. alteration project costs.
    9. Cost Reductions - Ensure project comes in on budget. Work with the building committee on cost estimate, cost budgeting, and cost control.
    10. Referendum Support - Communication, establish a vision, community engagement, informational campaign, deliver the project to approval. Inclusive, transparent, compelling, easily understood, etc. Material support for visioning.
    11. Schedule - QA & M - they can meet their schedule.

IV. Adjournment at 8:55 PM

October 15, 2018 Minutes

HINSDALE SCHOOL RENOVATION COMMITTEE MEETING MINUTES
OCTOBER 15, 2018 AT 6:00 – 8:00 p.m.
BLUE ROOM – TOWN HALL
Opened at 6:05 PM

1. ROLL CALL - Tony S., David F. Melony B.S., Doug P., Michelle H., David C, Nancy O, Steve V., Dale D., Norman K.

2. INTERVIEW OF ARCHITECTURE FIRMS

A. Sevigny @ 6:00 p.m.

  1. One presenter tonight. The team has prepared a package to share tonight. Established in 1986. Philosophy to act as the client’s advocate. A team approach to design. 32 years in business. The team will include Sevigny, mechanical, landscape, structural, construction estimator, civil engineering. Previous projects - Kent Center School Project, Housatonic Valley Regional High School, Warner Theatre Renovations all projects of Sevigny Architects.
  2. Project Approach - Three Phases - Phase 1 - To get approvals and referendum. Phase 2 - Get to construction, Phase 3 - Construction Administration to completion (We are only considering Phase 1 at this point).
  3. Process - New roof/electrical/plumbing and air conditioning, ADA Compliance, New Security, New Site Improvement (pacing, drainage, bus drop off and pick up), New Interior Finishes, New Exterior Entrance Identity. Six main areas to address in the project.
  4. The scope of Work - Accessibility, Elevator (exterior, not necessary for ADA), Interior Finishes (painting of existing, ceiling tiles, accent colors), Cabinet Finishes (configuration), Signage (wayfinding throughout the building), Emergency Generator (cost but necessary, need to find an appropriate location)
  5. Challenges - Site Surface Drainage (waterproof boiler room) need to address the pitch of the roadway, new catch basins, security, air conditioning (not just ducted, piped, will need to address ceiling height), Solar panels (structural capacity may need to be addressed)
  6. Response to questions - A2 survey needed, will present at community meetings, etc.
  7. Project Cost Estimate will guarantee within 10%+-.
  8. Engineering and Construction Support Team will be in place
  9. Cost Reduction Opportunities - Bring to the building committee alternatives, recommendations, and will follow the direction of the building committee.
  10. Reductions/Efficiencies - Alternatives will be presented to the committee.
  11. Monitor Costs/Budget - Project cost associated with the referendum
  12. Time and Budget - Can commence work immediately with Sevigny
  13. Why Sevigny - Trust, confidence, listen, and solve concerns.
  14. Q and A - Solar potential to supplement electric (but there is a significant weight load that would need to be addressed with the roof). Consider Geothermal Wells rather than solar.

B.  Silver Petrucelli @ 7:00 p.m.

  1. 47 architects, six engineers, designers, all in-house work, no subcontractors. Don Smith will be the civil engineer on the project.
  2. In-House Services - Architecture, electrical, plumbing, security, code work, etc.
  3. Previously worked on Hinsdale - gym and cafe floor issues, completed the roof project at Pearson (have done six projects at Pearson).
  4. Completed jobs - Fairfield (with students occupied), Stratfield Elementary School, Chatfield-LoPresti School, Crystal Lake School, Gallup Hill Elementary School, Enfield High School
  5. Programming design work would be part of the scope - color and finish selection completed by committee.
  6. Engineering - review current systems, the capacity of utilities, develop a baseline. MEP options, specialized ventilation. Review of code. LEED knowledge to integrate green concepts.
  7. State reimbursement process and analysis. We will need to meet high-performance codes for SDE reimbursement. Energy models will be completed.
  8. Options - review different heating, cooling, and energy systems.
  9. Project Understanding - Site Improvements (parking, walking, and drainage), Site Access (busses, emergency, and parent pick up/drop off), Building Improvements - security, communication, roof, paint, HVAC improvement (boilers, fuel tank removal, backup generator), Hazardous materials, etc.
  10. Design concepts - integrated learning, clusters, pods, extended learning areas, STEAM, natural light, etc.
  11. Estimating will be done in-house. Usually with 2-7% accurate. The average of all projects has come in at .8% of the original bid. 
  12. Value Engineering - budget review, and then pick what makes the most for your project.

3. ADJOURNMENT - 7:54 PM

Next meeting scheduled for Tuesday, October 23, 2018, at 6 PM in the Blue Room at Town Hall.

October 23, 2018 Minutes

Winchester Board of Education
Type of Meeting: Hinsdale Renovation Committee Meeting Minutes
Date:  October 23, 2018 @ 6:00 p.m.
Location:  Town Hall – Blue Room
Meeting Facilitator:  Steven Frazier, Chair
                                Dave Carter, Vice Chair      

Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill

I.         Call to order – 6:04 PM

II.         Roll Call - M. Bird, M. Shanley-Brady, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, D.   Pfenninger, T. Sandonato, B. Stratford, D. Carter, M. Ruzbason, D. Denning, and S. Vaill

III.       New Business
           1)     Possible selection of pre-referendum selection of Architecture service.

2)     Michelle Hintz made a motion to rate the top firms – Tony Sandonato 2nd.        Silver Petrucelli and Associates, and QA & M were the top two

Committee decided there was no need to consider a third firm. 

QA and M

  • Critical Path
  • Could not meet current schedule
  • Relocation – Project Costs
  • Exclusions are a concern – HAZMAT Testing, Environmental, Geotechnical
  • Concerned about square footage allowance and removing part of the building as a solution.
  • Student’s involvement in the process and decision-making.
  • Within 10% of costs historically.
  • Addressed parking and traffic patterns.
  • More focused on the program versus the scope of work.

Silver Petrucelli

  • All services in-house. 47 Engineers
  • Proof of final costs come in between 2-7% of actual costs.
  • They provided their average square foot cost.
  • Solution to address smaller square footage allowance for grants.
  • History of completing projects in town.
  • Connection to town/presence in the community.
  • Addressed parking and traffic patterns.
  • Will work within the parameters of the project funds.
  • Silver had a strong presentation.
  • Strong track record, 30 projects of the state, 80% of the work in schools. High-performance grants experience.
  • Cost focused presentation.

3)  Motion made by David Carter to perform a vote for Silver Petrucelli and Associates for the Hinsdale Pre-Referendum Services. 2nd Motion Michelle Hintz

Yes – 8, No – 0, Abstain – 0

4. Friendly Amendment to the motion to confirm the scope and costs that our vote is contingent upon verification of scope and cost ($38,500). Amendment was made by Michelle Hintz, 2nd David Carter – 8-0 approved. Melony Brady-Shanley following the meeting confirmed the price in the presence of Doug Pfenninger, Michelle Hintz, and Nancy O’Dea-Wyrick.

5. Next meeting date will be Monday, October 29, 2018, at 6:00 PM.


IV. Adjournment at 7:05 PM

October 30, 2018 Minutes

HINSDALE SCHOOL RENOVATION COMMITTEE MEETING- MINUTES
OCTOBER 29, 2018 AT 6:00 PM
BLUE ROOM – TOWN HALL

Meeting Facilitator:  Steven Frazier, Chair
                                Dave Carter, Vice Chair     

Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill

1.            Roll Call at 6:00 PM

Present: S., Frazier, S. Vaill, M. Brady-Shanley, T. Sandonato, M. Ruzbason, N. O’Dea-Wyrick, D. Carter, N. Kelly, M. Bird, D. Pfenning, B. Stratford, D. Denning, and M. Hintz

2.            Public Comment – None

3.            Business
               Initial planning meeting with Silver, Petrucelli, and Associates

               a.  Introduction - Dean Petrucelli - Project Manager, Bill Silver - Principal

               b.  Opening goal would be August 2020

               c.  Schedule of work was presented to the group for consideration

               d.  Program team needs to be developed. Committee decided that Melony and Nancy will
                    be the educational team to determine the programmatic needs of the building. Building                                principal will also be involved in this meeting along with select staff members.

               e.  Informal conversations will take place with the state grant office routinely throughout the                              process.

               f.  Architects will develop multiple scenarios and present to the team. The team will then have to                     decide on options and move toward a selected scenario.

4.            Scheduling of next meeting November 20, 2018, at 6 PM Blue Room of Town Hall

5.            Adjournment at 7:02 PM 

November 20, 2018 Minutes

HINSDALE SCHOOL RENOVATION COMMITTEE MEETING - MINUTES
November 20, 2018, AT 6:00 PM
BLUE ROOM – TOWN HALL

Meeting Facilitator: Steven Frazier, Chair
                               Dave Carter, Vice Chair     

Invitees: M. Bird, M. Shanley-Brady, D. Denning, R. Geiger, M. Hintz, N. Kelly, N. O’Dea, C. Perez, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, and S. Vaill

1.      Roll Call at M. Bird, M. Shanley-Brady, D. Denning, M. Hintz, Steve Frazier,  N. O’Dea, D. Pfenninger, M. Ruzbason, T. Sandonato, B. Stratford, Steve Frazier, Dave Carter, N. Kelley, D. Denning, and S. Vaill

Order at 6:01 PM

Pledge

2.      Public Comment

John Wiarda - 16 Superior Street Winsted, CT
Chairman of the Energy Commission for Winsted. Look at different energy planning opportunities schools and net-zero refurbishment. Cost is involved. The end product is lower due to energy savings. Flooring that inhibits mold like in a surgery room. Energy efficient lighting, geothermal heating/cooling. Electric charging stations for the vehicle. White Plains New York is adding electric school buses. They are more expensive but save energy. Utility company did provide some of the grant monies.

3.      Business - Audience and committee members encouraged to ask questions throughout the presentation.
       a)       Update from Design Team - Over the last two weeks, met with the superintendent, business office, and principal.
       1)    Update Schedule - Schedule remains on target.
       2)    Meeting minutes & first pass floor plan based on programming meeting/goals.

The floor plan tonight represents base/initial information and can be altered at any point due to function/cost/etc. All physical walls have been verified in the building. All specialty engineers have begun their facility analysis. Tonight, we will hand out preliminary findings. We are not done updating our fact-finding; this process will continue. This is the first reiteration of the floor plan, and certainly not the last. Not proposing significant alterations to the existing structure equals economic savings. They suggested moving the main office to the new main entrance of the building, and elevator access to the second floor (exterior to the building). ADA requires elevator access to all areas of the building to ensure equal accommodations. An elevator is recommended to be outside the building to keep costs in check. Outside elevators tend to be less expensive. No changes to the second floor of the building, structurally or design-wise. Adult offices have been strategically placed to assist with monitoring entrances and exits to the building. Once the estimating happens we can reconfigure the plans to ensure value engineering. Steven Frazier asked if anyone had questions regarding the plans.

Michelle H. - Question - Are all programmatic needs being met in this design. What are we getting extra?

Answer - All current programming is being accommodated in the current proposal. The design does allow for better operation/programmatic design given the layout of the proposal.

Steve F. - Question - What conversations with the state have taken place regarding the overage of square footage?

Answer - The overage of square footage is being investigated by the State and architects will be in communication at our next meeting. They look for the overage to be aligned with programmatic needs. We will work to prepare a statement of justification for space overage.

Audience Member - Question - Going forward there will be options for different design options?

Answer - Yes, as a requirement of the grant office, multiple options will need to be considered including to renovate as new, new construction, and project-based.

      3)    Facility conditions update based on initial architects/engineer’s field visits.

Notes provided by the architecture firm. See document at end of minutes.

      4)    Initial site plan options based on civil engineer’s discussion with town engineer.

Donald Smith presented the civil plan options. New bus drop off entrance in the main entry, a parent pick up and drop off loop would be developed. New play area in front of building for Pre-K and K. Currently play structure would remain in same space but updated. Reviewed the Hinsdale School Culvert and Flooding information (see PDF report from Donald W. Smith, Jr., P.E. Consulting Engineer).

      5)    Next steps. Finalize findings and begin estimate costs.

Comment - Norman Kelly - General concern regarding flooding and mold remediation plan is a requirement of the project, and wanted to ensure that this is non-negotiable in the site plan. Committee agreed with this request and acknowledged that this is a required element.

4.      Adjournment at 8:26 PM

 

Winsted Hinsdale School Architectural Observations & Recommendations

Provided by Silver, Petrucelli, and Associates on 11/20/2018

Exterior Building Conditions:

Roof: All roofs, on both first and second floor, are older and near the end of their useful lives.  Full replacement is recommended.  Membranes, flashings, insulation and stone ballast should be removed back to the structural deck.  Pitch of roof, drainage calculations and insulation levels will be reviewed designed to meet current codes.

Brick masonry:  Overall, the exterior masonry is in fair to good condition.  There are several areas where patching and replacement of broken masonry units will be needed.  Staining, mildew and minor areas of mold were observed on the exterior.  It is recommended to acid wash the exterior masonry as well as replace all soft joints, control and expansion joints.  The new entrance soffit is in poor condition and should be renovated.

Windows: Overall, the existing windows are in fair to poor condition.  They are 30 years old and with repairs could last another 10 or so.  Some of the frames, operable and fixed, are deteriorated and physically falling apart.  The glazing appears sound, with only minor replacement of failing insulated units.  Caulking around all windows should be removed and replaced.  To achieve security upgrades for the windows the choices are to add a security film or consider replacing the windows for a long-term solution.  It was noted that the character of the gym windows is important to the image and feel of the school.  If considered for replacement, the appearance of those windows would be maintained as closely as possible to the existing.    

Exterior doors:  Some of the exterior doors and frames are deteriorating and require replacement, others may require hardware upgrades and refinishing/painting.  All exterior doors will be reviewed for accessibility, with no steps or approach problems.

Interior Building Conditions:

Floors and ceilings: The existing ceiling tiles are sagging significantly due to moisture and/or humidity within the building and should be replaced.  There may be areas which can be reused on a room by room basis.  Upgrades to ceilings at both former and new lobbies are being considered.  This will also help accommodate above ceiling utility work.  Floors are in fair to poor condition.  Some flooring is deteriorating and needs to be replaced, other areas could be replaced to help brighten up the spaces.  The wood floor in the gym is in need of repair and refinishing.  Due to moisture/humidity concerns, it is recommended to replace the floor with a synthetic, poured sports floor.

Painting:  The interior of the building should be considered for a full repainting to freshen the spaces.

Casework:  The existing casework is generally in poor condition with significant damage.  Much of the existing casework does not meet current accessibility standards.  It is recommended to replace, rather than try to reuse or repair the existing casework.

Interior doors:  The doors are in fair to poor condition.  Some of the doors, exact quantity to be determined, can continue to be used with upgrades to hardware.  The large movable partition separating the gym and cafeteria needs to be replaced.  A new motorized partition has been requested.

Accessibility Upgrades:  Elevator, etc:  Should essential programs be located on the second floor of the building, it would require elevator access.  An elevator could be added to the interior or exterior of the building, depending on the best practical location for the school.  The stage lift will be reviewed for repair or upgrade if required.  Several of the interior doors do not have code compliant access space or approach on the push or pull sides.  Reconfiguration of walls or adding automatic openers where required would be recommended.  The nurse’s toilet room is not accessible, requiring a full redesign.  The kitchen workspaces and equipment will require a full accessibility assessment.

Moisture concerns:  The building has experienced past moisture related and flooding problems due to the culverted stream under the building.  These conditions will be reviewed further by the design team in coordination with the civil engineer.  Options will be formulated to mitigate or reduce the likelihood of future problems.

Addition of K/pre-K toilet rooms:  One of the program additions to the existing floor plan is dedicated and or shared toilet rooms for the K and pre-K rooms.

Winchester Hinsdale School Electrical observations                                                       11/9/18

  • Classroom PA system needs to be replaced. In the classrooms, the existing equipment was damaged or was missing completely. The clock/speaker units appear to be in good shape and the Simplex Time Control Center panel is located in the Main Office.
  • Toilet Room Call for Aid systems will need to be installed in single toilet rooms. Only two toilet rooms currently have a system and both toilet rooms were missing the corridor light/buzzer units.
  • Occupancy sensors will need to be installed in the classrooms in the old portion of the school. The new classrooms have occupancy sensors already.
  • Daylight harvesting controls for all classrooms will be required. Currently, the row of lights closest to the windows is on a separate switch from the other two rows.
  • Electrical panel infrastructure will need to be upgraded. With the exception of the Kitchen panel, the panels throughout the building are in fair condition at best and should be replaced with new. There are two panels that are old and in poor condition with one panel having exposed lugs. The main 600A building switch located in the Basement Boiler Room should be replaced. Only one utility meter was observed. It is assumed that the distribution panels in the new addition are fed from the equipment in the Boiler Room.
  • Fire Alarm system is a combination of a zoned and an addressable system. The systems are also by two separate manufacturers (Simplex (zoned) and FireLites (addressable)). Areas of the school are lacking protection and there are corridors that are non-compliant with horn/strobe coverage being within 15 from the end of the corridor. Classrooms and Toilet Rooms do not have notification devices. The existing control panels are located in the Vestibule by the Gymnasium. If the new main entrance for the school is going to be the Vestibule in the 1988 addition, the control panels should be relocated to that location.  All wiring will need to be extended or replaced with new from the new location.
  • Exterior site lighting is sparse. There are pole mounted light fixtures at the 1988 Vestibule entrance and in the East parking area that only serve that area. The fixtures have been retrofit with replacement corncob LED lamps that are not specifically designed for the performance of the fixtures. The Vestibule entries have inefficient recessed PAR lamp downlights that illuminate the area in front of the doors and there is no building mounted lighting in those areas that illuminate the sidewalk or driveway areas. One large HID floodlight is mounted at the top corner of the existing building and lights the parking area between the two sections. There are HID wallpacks that light the areas by the Gymnasium and the back of the Kitchen area. There is no building lighting anywhere else on the building. Emergency egress lighting was not observed at any of the exterior exit doors.
  • Interior emergency lighting will need to be replaced throughout. The battery operated ceiling mounted units are old and inefficient and the batteries could most likely have reached the end of useful life. Numerous units were damaged and were hanging from the ceilings. The units were not tested to see if they were operational.
  • Existing interior lighting was mostly T8 fluorescent lamps in recessed fixtures; 2x4, 3 lamp fixtures in the Offices and Media, 1x4, 2 lamp pendant mounted wraparound fixtures in the classrooms and 1x4, 2 lamp recessed fixtures along the walls in the corridors. It is our understanding that the interior lighting will be replaced completely by the utility company with more energy efficient LED light fixtures and should not be considered as part of this report.

Winsted Hinsdale Plumbing Observations & Recommendations

Basement Boiler Room: Due to damp conditions in the boiler room, corrosion is visible on metallic piping and equipment.  Basement boiler room finish floor is in an area prone to flooding due to its elevation in comparison to a large storm culvert located under the building.  It is recommended to locate all equipment above the anticipated flood level elevation.  A sump pump in the basement boiler room was not observed operating but should be replaced based on visible condition.

Domestic Water:  A 3” domestic water service with pressure reducing valve is provided and is adequately sized to handle the building’s water demands.  Main shut off valves should be cycled to determine proper operation.  Backflow preventers, which protect against cross contamination between the municipal water system and the building’s devices, have been provided on all required equipment (boilers, kitchen equipment, etc.), additionally on Water Heater #1, which technically is not required by code.  Portions of the existing supply piping were likely joined with lead solder based on the age of the building and past renovations.  The water supply should be tested for lead content and if found to be unacceptably high action will be required.  Mandatory flushing of the lines each day may be permitted to reduce levels of lead, but replacement of piping would be more desirable. 

Water heater #1: (in basement boiler room) non-condensing, gas fired, 100-gallon capacity water heater is adequate for the anticipated demand, installed in 2008 and is in fair serviceable condition, currently set to deliver 120 deg F hot water, with a 5-7 year life expectancy.  Hot water recirculation pump and aquastat are in fair operating condition, 3-5 year life expectancy.  System will require a new NSF 61  compliant 1017 Thermostatic Mixing Valve (TMV) . 

Water heater #2:  (in mechanical room) non-condensing, gas fired, 80-gallon capacity, which is adequate for the anticipated demand, installed in 2009 and is in good serviceable condition, currently set to deliver 150 deg F hot water, with a 10 year life expectancy.  Hot water recirculation pump is in poor operating condition and was observed leaking, replacement is recommended immediately.  Currently the system is not provided with a thermostatic mixing valve, a new NSF 61 compliant 1017 thermostatic mixing valve is required to prevent the delivery of water capable of scalding the end user.

It is recommended to store hot water at 140 deg F (to avoid the growth of Legionella), then to prevent the delivery of scalding water distribute 120 deg F hot water to all plumbing fixtures via 1017 TMV throughout the building, all handwashing lavatories / sink’s hot water temperature shall be limited to 85 – 110 deg F via 1070 TMV per code.

Plumbing Fixtures: Fixtures in the original building consisting of floor mounted water closets are operational but should be replaced with compliant ADA and low flow/water saving types.   Existing floor mounted urinals shall be replaced with wall hung type with partitions per code.   Fixtures in the addition are comparatively modern consisting of wall hung urinals and water closets.  All urinals and water closets are commercial grade flush valve type.  Some bathrooms are provided with non-ADA compliant wash stations, these should be replaced.  All lavatories shall be provided with ADA compliant insulation on drain and supply lines per code and are required to have provisions to limit hot water delivery temperature between 80 to 110 deg F via 1070 thermostatic mixing valve.  Each classroom is provided with a sink and drinking fountain.

DWV system:  The building is provided with a gravity sanitary system which drains to the municipal sewer system.  All vents terminate to atmosphere accordingly.

Roof drainage:  Primary roof drains are provided on flat roofs and should be regularly cleared of debris as a precaution.  Secondary or emergency roof drainage is provided in some areas but was not apparent in other areas.  Means of secondary roof drainage should be provided to comply with code and to ensure the roof’s structural integrity is intact in the event of excessive ponding or water accumulation caused by primary drain obstructions.  The culvert which has most likely been provided to act as a buffer for the Mad River’s 100-year flood plain level has now become a source of humidity and water / infiltration and has caused basement flooding in the past.  All storm drains in the addition are routed to the municipal storm system via gravity while storm in the original building appears to be routed to the culvert. 

Gas service: A 2 PSI gas service and meter assembly is provided, the current meter is rated at 5,000 CFH while building demand is approximately 6,250 CFH, this is adequately sized after considering load diversity.  It is additionally beneficial to have a 2 PSI service in the event new or additional gas fired equipment will be installed, at which point a new meter assembly rated at a higher capacity maybe required.

Kitchen: Two Automatic Grease Recovery Units (AGRU) have been provided to serve grease producing equipment (3 bay sink & dish washer) per code.  It is recommended to maintain AGRU’s per manufacturer’s requirements.  Point of use thermostatic mixing valves have been provided on all hand washing sinks per code.  All prep sinks spill to floor sinks with air gaps accordingly.  Gas appliances located under the range hood are provided with a remote emergency gas shut off system and automatic chemical fire suppression system.

Winsted Hinsdale Mechanical Observations & Recommendations

Existing

  • Steam boiler is serving the original portion of the school
  • She rooms are served are served with a combination of unit ventilators with baseboard radiation
  • No steam boiler chemical treatment was seen in this boiler room. The school has 2 boiler rooms.
  • Boiler room #2 is a hot water boiler that delivers hot water to the combination of unit ventilators with baseboard radiation.
  • No boiler water chemical treatment was seen in this boiler room as well.
  • The heating in the rooms, that are hot water, are controlled by individual thermostats that are mounted on the wall.
  • The roof mounted exhaust fans, as well has the existing fan room fans on the roof, are past their service life and need to be replaced.
  • Some toilet rooms do not have transfer air ducts.
  • No central Building Management Control System.  Control system is the pneumatic control type. System is old, antiquated and very difficult to get parts and not supported by anyone.


Proposed System

  • Remove all the existing mechanical systems in its entirety.
  • Provide new Rooftop units that are gas fired with DX cooling and hot gas re-heat, 100% economizer, VFD drives. Hot gas re-heat is used for humidity control.
  • Provide shut-off VAV boxes with dedicated controls in all interior spaces.
  • Provide fan power VAV boxes with electric re-heat for all rooms that have an outside exposure including the roof.
  • Provide dedicated units for the cafeteria areas that will see various usage.
  • Provide an Energy Management System (EMS) provides a building owner with the ability to monitor, control, and adjust all HVAC (along with plumbing and electrical if desired) systems from a central location.  An operator workstation consisting of a personal computer and printer can be located  in the building, and this station can be accessed remotely via the internet.  The building owner can set occupancy schedules, adjust set points, and monitor trouble/alarm conditions in an efficient manner with this tool.  Features such as night setback, holiday scheduling and weekend scheduling will be included to allow the system to minimize energy expenditure during unoccupied periods.  An alarm feature will be added which can remotely notify facilities staff of any pre-determined, alarm conditions.

Curriculum Committee Minutes

September 25, 2018 Minutes

Winchester Board Education
Type of Meeting: Curriculum Committee Meeting Minutes
Date: Tuesday, September 25, 2018
Location: Town Hall, Blue Room

Committee Members: Nora Mocarski, Alexandria Propfe, and Jamie Duffy, Melony Brady-Shanley, Superintendent of Schools, Barbara Silverio, Principal, Rosanne Field, Principal, Seamus Cullinan, Director of Student Services

Call to Order - 6:35 pm

Roll Call:

Committee Members in Attendance: Nora Mocarski, Alexandra Propfe, Rosanne Field, Barb Silverio, Melony Brady-Shanley, Seamus Cullinan

Committee Members Not in Attendance: Jamie Duffy (unexcused)

Also in Attendance: Christine Royer, Ruthann Horvay        

Meeting Facilitator: Nora Mocarski

  1. Open Issues
    1. Informational: Discussion on how the Little Owls Program, School Readiness, and Head Start programs all work together.
      1. Ruth-Ann Horvay discussed the collaboration in place and on how preschool is doing.
      2. History of the program was discussed. Highlights: Initial start was in 1996 FRC came into our district. Seven components. Approached by the state to qualify for school readiness money. Collaborated with Torrington, Ed Connection. Only providing for a full day, full spaces. YMCA pulled out, and 15 spaces went to Winsted Area Child Care.  We received Discovery money for providing preschool experiences. The collaboration started with this grant.
      3. This past year: Discovery Grant led to community plans to provide equity for children. Half-day program for at-risk & three full-day programs.
      4. The 3, full-day programs have not impacted this community as had initially worried.

a)      We guide parents to a  program that best fits child

b)      Ed Advance has waived their fee to full-time program

c)      School readiness liaison = Ruth reports to the state on meeting the components of the grant.

      1. Friday’s meeting discussed prescreening. Varying degrees of support in integrating this program. Ruth wants to solidify the process, so all are operating with the same information.

a)      BOE Question: Is there sharing of curricula with all pre-school programs? Answer: We cannot prescribe for other programs. They are required to meet their accreditation requirements. Head Start has federal guidelines to follow. On the other hand, they have been very receptive to ideas.

      1. BOE Question: Are these programs tracking progress? At Kindergarten registration time, we look at screening. We found our half-day program students were coming less prepared.

a)      We must be careful and be sure to measure growth, not necessarily achievement. Must look at baseline information. We now have 3 and 4 years in programming. We are getting kids enrolled earlier. Peer models are critical.

      1. Current partnership - Melony and Ruth meet every two weeks. Meet with Ed Advance - very open meetings.

a)      Transportation is an issue. Creating a little inequity. Meeting with community members to troubleshoot.

(1)   Jodi and Mel agreed to transport Little Owls. The option was offered. About 12-15 families use free transportation (without IEPs). Some parents are resistant to putting their child into a five day, a full-day program in school readiness program at Batcheller.

(2)   Ed Advance and Winsted Area Childcare might be feeling the pain that Little Owls can offer transportation.

(3)   Families that didn’t switch are not unhappy. It is parent choice. Obligated in offering parents options.

(4)   Consider a shorter day to get more in...see success and then eventually send more a more time.

(5)   Little Owls Program is full at the moment. There is a waitlist.

(6)   School readiness requires classrooms have a % of special needs equal to % IEP kids in the district.

(7)   50% have to be a full day, full year (12 months) who go to Winsted Area Child Care for us to keep the 275K 8:30-3pm ish = full day.

(8)   Parent as Teachers Program as the feeder to the Little Owls program.

      1. Soups on” Pre-K families 23-24 families were there today. The purpose is to have students and parents socialize/network. Reading was the focus. One hour. Every month. Teachers were present, the social worker, coaches, and Chicken noodle soup was served.

(1)   Brainstormed “Soup Kits” for next Soups-on event.

(2)   School-based health program has been helpful - can get appointment and appointments are in the same building.

  1. Adjourn, 7:13 pm
    1. MOTION: First: Alexander Propfe. - Second: Chris Royer

October 30, 2018 Minutes

Winchester Board Education
Type of Meeting: Curriculum Committee Meeting - Minutes
Date: Tuesday, October 30, 2018, 6:30 pm.
Location: Town Hall, Blue Room

Meeting Facilitator: Nora Mocarski

Invitees: Melony Brady-Shanley, Douglas Pfenninger, Alexandra Propfe, Christine Royer, Nancy O’Dea Wyrick, Barb Silverio, Rosanne Field, Seamus Cullinan

Quorum - Curriculum Committee - Quorum needed: 3.

  1. Call to Order – 6:30 PM
     
  2. Roll Call – A. Propfe, K. Peterson, D. Dutton, S. Cullinan, N. Mocarski, D. Pfenninger, C. Royer, R. Field, R. Manzer, M. Brady-Shanley
     
  3. Open Issues
    a)  Presentation - Year 2 Science Roll Out
    1. Rachael provided a detailed explanation of NGSS roll out. NGSS State Assessment – This year will be our baseline year. Equal weight will be given in science like math and reading. An NGSS Overview was provided to the committee, 3D Assessment and Design was provided as a reference for the team. Cross-Cutting Concepts are expected across all content areas. Application of concepts is the goal, no longer memorizing facts. How science is taught is the biggest shift with NGSS. You should see more critical thinking skills, solving real-world problems, etc. Science planning will take a long-term plan not a short-term plan. Our plan will build the capacity of teacher leaders. Professional learning will be targeted. There is no current publication that has adequate NGSS curriculum.
       
    2. Presented the 6 Pillars in design the transition plan. All the pillars leading to the 3-D Implementation Plan.
       
    1. Presented the Overview of the NGSS Transition Plan. Entire Administration Team attended the NGSS Overview Training. Attended Transition Planning workshops – Teams of teachers and administrators attended. The Transition Plan has had teacher input. Attended the 3D Assessment Workshop. Participated in the CONCEPT Grant and taught them how to write curriculum. We are nearly almost 100% of staff being inquiry trained. NGX standards training were attended to help teachers understand the new methodology of teaching. This year (2nd year), training continues, specialized PD is being offered for curriculum writing. NGSX2 focused on classroom application. Rachael and Dave will be trained in chemical hygiene next week.
       
    1. Reviewed the NGSS Curriculum Template. Crosscutting Concepts and connections are highlighted across multiple subject areas. Unit Storylines are the different lessons that need to be introduced. All storylines have a question that needs to be addressed. All units have a keystone text (reading always involved). Differentiated is purposefully integrated into the unit plan.
       
    1.  All grade levels are required to teach science at least 4x per week.

b) Report out on October 5 PD - How did it go? Cover during BOE Meeting

  1. Future collaborative plans with Gilbert?
    c)  Walkthroughs including BOE? November 29, 2018, 8 AM -1 PM
    d)  First impressions on SRBI Data – Next Curriculum Committee Agenda
     
  2. Adjourn at 7:20 PM

Finance Committee Minutes

September 25, 2018 Minutes

Finance Committee Meeting Minutes
September 25, 2018
Town Hall, Blue Room

Committee Members: Michelle Hintz, Nora Mocarski (Secretary), Cheryl Heffernan, Doug Pfenninger (Chair), Jamie Duffy, Melony Brady-Shanley, Superintendent of Schools, Nancy O’Dea-Wyrick, Director of Finance, Seamus Cullinan, Director of Student Services.

Call to Order: 8:00 pm

Roll Call:

Committee Members in Attendance: Michelle Hintz, Nora Mocarski, Cheryl Heffernan, Melony Brady-Shanley, Seamus Cullinan

Committee Members Not in Attendance: Jamie Duffy (unexcused), Doug Pfenninger, Chair (excused), Nancy O’Dea-Wyrick (excused)

Also in attendance: Christine Royer, Barb Silverio, Rosanne Field, and Richard Dutton

Agenda:

            Motion: Approval of agenda: First: Cheryl Heffernan, Second: Michelle Hintz

Tuition - out of town.

    1. At this time, we are not accepting requests for out of district tuition students. But this will be revisited at a later time.

1% fund - Clarification of what we are doing with this money [handout]:

    1. $155,025 left over at the beginning of the FY2018 to put into the non-lapsing fund.
      1. The BOS approved for the BOE to use this non-lapsing fund ($155,025).
        1. To be used for TBD.

Alliance Building Grant to Alliance School Districts to clarify what it was spent on:

    1. Grant came from Administrative Services, not from the Department of Education
    2. Given to schools for construction not covered under town funds
      1. $338,000 was given to the BOE for repairs that don’t typically get covered by local funds. If this grant were available, repairs would have had to come out of local funds. These items include 11 to 12 things (ex. staircases, chimneys)
      2. We used 95% of grant at Pearson
        1. Examples include replacing broken sinks in the bathrooms, hairdryers, handles, faucets, resurfaced the parking lot, created a walkway, replaced a 31-year-old walk-in cooler, exterior gym doors, exterior receiving entries at loading docks, dishwasher...
      3. Used 5% to Hinsdale steps.
        1. We were approved to use the 5% to repair/replace steps at Hinsdale
        2. All the work had to be invoiced by Oct. 31st, and we are on target to be invoiced by October 31st.
  1. Motion to adjourn at 8:24 - First: Cheryl Heffernan, Second: Michelle Hintz.

October 30, 2018 Minutes

Winchester Board of Education
Type of Meeting: Finance Committee Meeting - Minutes
Location:  Town Hall, 338 Main Street Winsted, CT - Blue Room
Date:  Tuesday, October 30, 2018 @ 8:00 p.m.

Meeting Facilitator: Melony Brady-Shanley, Superintendent, Nancy O’Dea-Wyrick, Director of Finance

Invitees: Michelle Hintz, Nora Mocarski, Doug Pfenninger, and Cheryl Heffernan.

  1. Call to order
     
  2. Roll call – Hintz, Peterson, Mocarski, Heffernan, Pfenninger, O’Dea-Wyrick, Cullinan, Field, Silverio
     
  3. Approval of Agenda
     
  4. New business
    1. Year to date budget update – Will send to Doug and Kristin
    2. Anticipated expense changes for special education – Budget is even and holding steady.
    3. Anticipated facilities projects – Rocks removed from playground need to be moved, Finishing the Alliance Projects at Pearson (Gym Doors and Freezer), Batcheller School – Two trees need to be removed. Discussion of traffic backup at Batcheller School.
       
  5. Teacher Negotiations update – Ratification next week.

Adjourn at 8:45 PM

Policy Meeting Minutes

September 25, 2018 Minutes

Winchester Board Education
Type of Meeting: Policy Committee Meeting Minutes
Date: Tuesday, September 25, 2018
Location: Town Hall, Blue Room

Committee Members: BOE Members: Cheryl Heffernan, Michelle Hintz, Alexandria Propfe, Jamie Duffy, and Richard Dutton.

Melony Brady-Shanley, Superintendent of Schools, Nancy O’Dea-Wyrick, Director of Finance, Barbara Silverio, Principal, Rosanne Field, Principal

Call to Order: 7:15 pm

Roll Call:

Committee Members in Attendance: Michelle Hintz, Alexandria Propfe, Richard Dutton, Melony Brady-Shanley, Barb Silverio, Rosanne Field

Committee Members Not in Attendance: Jamie Duffy (unexcused), Nancy O’Dea Wyrick (excused)

Also in attendance: Cheryl Heffernan, Christine Royer, Seamus Cullinan, Nora Mocarski

Meeting Facilitator: Michelle Hintz.

  1. Open Issues
    1. Superintendent Melony Brady-Shanley will contact Vin of CABE regarding the research into a bylaw to direct the BOE on social media etiquette/use. To ask CABE to consider “9327.1 Appendix.”
      1.  To discuss consideration for a bylaw (perhaps 9327.1 Appendix) in October.
      2. First read will be at the BOE meeting in November, the second read in December 2018.
    2. Regarding Policy 5114 -
      1. Question regarding the section of due process on Student Expulsion beginning on p. 15.

a)      To change language from “shall” to “may” under P5114(f) and

b)      to take out “mandatory” in the title on the same page.

      1. Policy committee to discuss in October. First read for BOE in November, Second read in December 2018.
    1. To redo Packet 3 for October.
  1. Adjourn at 8:00. Motion - First: Cheryl Heffernan, Second: Dr. Richard Dutton

October 30, 2018 Minutes

Winchester Board of Education
Type of Meeting: Policy Committee Meeting - Minutes
Location:  Town Hall – Blue Room
Date:  October 30, 2018 @ 7:15 p.m.

Meeting Facilitator: Michelle Hintz

Invitees: D. Pfenninger, N. O’Dea-Wyrick,  M. Brady-Shanley, N. Mocarski, S. DeVoux, C. Heffernan, A. Propfe, and C. Royer.

I.          Call to order at 7:26 pm

II.         Roll call

 M. Brady-Shanley, R. Dutton, R. Field, C. Heffernan, M. Hintz, D. Pfenninger, N. O’Dea-Wyrick, N. Mocarski, K. Peterson, A. Propfe, B. Silverio, S. Cullinan. C. Royer

Absent: S. DeVoux, Unexcused.

III.        Approval of minutes from the last meeting

                        MOTION: First: C. Heffernan, Second: N. Mocarski → Unanimous.

IV.       Open issues

          a)            None

V.         New business

          a)            Review policies P5114, P5141.3, P5141.4, and P5144.1

                                    P5114 (a-f) (Suspension and Expulsion/Due Process)

                                                “Shall” must remain “Shall” per state statute.

                                                MOTION to bring P5114 (a-f) to the next BOE meeting

                                                            First: N. Mocarski, Second: C. Heffernan → Unanimous.

          b)            Social Media

                                    Note that 9000 series are automatically part of our Bylaw Section of the BOE

9327.1 (a-d)  and Appendix (Social Media)

NOTE: Items # 13-24 as presented pertain to “...school district activities…”

Leave: # 23 and 24.

NOTE: Will renumber items # 13-24 under 9327.1(c).

NOTE: To add the following in BOLD into 9327.1 (b) “Board members or others, [while listed, not limited to], a personal, social, racial, and/or religious basis.”

NOTE: To adopt the two paragraphs under “OR” in 9327.1(b). The first paragraph starts with “Board members using social networking sites may inadvertently…” and the second paragraph which starts, “Board members will not have online conversations…”

NOTE: To add, “General Social Media Etiquette” to clarify that the Appendix section here is a “guideline” for BOE members.

                   MOTION to bring 9327.1 (a-d) and Appendix to the next BOE meeting 
                             First. C. Heffernan, Second: D. Pfenninger → Unanimous.

                                    Second read of 9000 series and social media will be in December.

          c)      Policy 4000.1 (Sex Discrimination & Sexual Harassment in the Workplace)

                                    Current Title IX policy is from 2001.

MOTION: Move to approve 4000.1 at the next BOE in November with the understanding to check with Shipman and Goodwin to expand the language to include, “sexual orientation - actual or perceived, gender identity, transgender status” in addition to “sex”

                    First: C. Heffernan, Second: D. Pfenninger → Unanimous.     

VI.       Adjournment

                        MOTION: To adjourn at 8:13pm

First: C. Heffernan, Second: D. Pfenninger. → Unanimous.

ARCHIVED AGENDAS & MINUTES

2017-2018 Agendas & Minutes

AGENDAS

Regular BOE Meeting Agendas 2017-2018

August 24, 2017 Agenda
September 12, 2017 Agenda
October 11, 2017 Agenda
November 14, 2017 Agenda
December 12, 2017 Agenda
January 9, 2018 Agenda
February 13, 2018 Agenda
March 13, 2018 Agenda Meeting Canceled
March 20, 2018 Agenda
April 10, 2018 Agenda

May 8, 2018 Agenda
June 12, 2018 Agenda

 

 

Special Meeting Agendas 2017-2018

Standing Committee Agendas 2017-2018

Minutes

Special Meeting Minutes 2017-2018

Regular BOE Meeting Minutes 2017-2018

Standing Committee Meeting Minutes 2017-2018