The Town of Northwood, New Hampshire - Budget Committee Minutes 01/09/07

PRESENT: Chairman Daniel McNally, Vice-Chairman Shelley Bobowski, School Board Representative Bill Tappan, Water District Representative John Jacobsmeyer, Nona Holmes, Robert Bailey, Ben Edwards, Colleen Pingree, Cindy Jones Bryer, Herb Johnson, Robert Jean, Mark Edwards, Board Administrator Linda Smith, and Board Secretary Lisa Fellows-Weaver. Selectmen Representative Scott Bryer and Kate McNally arrived later in the meeting.

ABSENT: Douglas Briggs.

SCHOOL BOARD MEMBERS PRESENT:
Principal Esther Asbell, Superintendent Judy McGann, Financial Assistant Betsy Colburn, and School Board Vice Chair Bernice Raffaele.

SCHOOL~WORK SESSION:
Page 11: Dept. 2700~Transportation Services:
New materials are provided relative to the continued discussion of transportation services. Mr. Tappan explains that the final figures have been provided from the vendor and are $13,000 less than what was budgeted. The new total for line 2721/519/1 is $562,300.14. Mr. Bailey makes a motion, second by Ms. Bobowski, to recommend the school board amount of $562,300.14. Mr. Tappan adds that no other bids have been received. Mark Edwards states that doubling the transportation costs with only one company makes no sense. Mr. Tappan replies that 10 bids were put out and only one was received. Mr. Bryer asks for clarification of the bid process. Mr. Tappan explains that the school board did one bid and contacted 10 companies and only one responded. Mr. Bryer asks if there has been any additional follow up through phone calls. Ms. McGann states that there has been follow up through phone calls and adds that there is a legal process and documentation that must be followed as well. Further discussion is held regarding the legal requirements that must be met for the bid process. Mr. Bryer requests a list of the 10 companies that the bids were sent out to.

Mr. Tappan explains that this is a three year bid. Ms. McGann states that the first year is the increase that is seen in the budget. The next two years is an increase of $12,000 per year. She adds that there are no fuel acceleration costs and the first year is also for the purchase of busses. Ms. McGann states that the fuel cost provided was $3. per gallon. Mr. Bryer explains that there are refunds of approximately $0.40 on the fuel. Mr. Bryer asks if the school board considered removing the fuel from the contract. He adds that the town has contracts through Irving.

Ms. Pingree asks if this is a unanimously supported budget by all school board members. Mr. McNally explains that that request for information is out of the realm of the budget committee.
Mr. Jacobsmeyer states that he would have resent the bids again. He feels that this is an awful price to pay to save some time. Ms. McGann refers to a document prepared by the administration that provides some insight into the impact that the school community has had with the different bus schedules and why the school board is proposing this plan. She explains the handout regarding time, efficiencies with the structure for homework, bullying, staff time, etc. Ms. Asbell explains that there was a survey conducted with the third and fourth graders. The survey based bullying on teasing, pushing, and shoving. The results were 48% of grade three reported that bullying occurred outside during the time before and after school. 34% of the fourth grade reported the same. Ms. Asbell states that the survey was anonymous, self reported information, in which the data was obtained in December. She further explains that there are 4-5 staff members as monitors for 200 kids.

Ms. McGann states that the bus set up and schedule that they presently have works well for 300 kids. The school has since grown to 500 students and the additional students make a difference for the second round of busses. The bid received was comparable with other bus companies with the same scenario. Mr. Bailey asks if the surrounding towns run two bus runs. Ms. McGann replies no due to safety issues. Mr. Bailey states that with a bus company in town, it is hard to compete with a price. Ms. McGann notes that the price in this year’s budget line is the last of the five year contract and does not reflect the inflation of the fuel cost that the vendor must overcome.

Mr. Bryer asks if there is a way to break out the fuels costs with the possibility of having the school pay directly for the fuel. He explains that the town has a contract with Irving, which exempts the state and federal tax. Ms. McGann replies that that has been done before when it has been clearer as to the actual routes that the busses are taking. There were fewer busses involved. It is now hard to separate the different runs that are coming in and what they are used for. Mr. Bryer explains that there is a set route daily and it can then be figured by the miles per gallon per bus.

Ms. McGann explains that presently there are two high school bus runs and the proposal includes another bus for the high school. This will lessen the amount of time the students are on the bus by ½ hour. She explains that this is a total of 3 more busses based on the number of students and the way the bus routes are put in place.

Ms. Pingree asks if there is a way to compare figures. She feels that somehow the figures need to be explained to the public and adds that it will be hard to present what she feels is a positive change to what appears to be doubling of a line item. Ms. McGann replies that they will have comparative figures for school district meeting.

Mr. Jean understands the long day and asks about other options relative to the bullying. Ms. Asbell replies that the school has added more monitors and there are no more bodies to add due to the teacher’s contract limiting the amount of duties that they can work. All staff has been utilized to the maximum including the principal and vice principal. She further explains that they began lining students up while waiting for the bus in the afternoon due to concerns noted from the bus company. Further explanation is provided relative to times the busses arrive for the second route and contractual obligations with the teachers.

7:35 p.m. Kate McNally arrives.

Mr. Tappan states that the material is to provide an explanation as to why the administration supports the change in bus runs. He adds that the board needs to remember that there is a substantial increase; however, this is the end of the 5 year contract. He explains that five years ago prices were not what they are today so even if there was no bus route switch proposed there is going to be a substantial increase due to fuel costs. Mr. Tappan states that this information is a courtesy for the board. He adds that this is a very important issue to the administration and it will happen; therefore, other items will be cut if necessary.

Mr. Johnson states that there is no idea of what a new contract would cost as it is prior versus what the new contract would be with adding the three busses. He adds that he does not feel comfortable voting on this without having additional information. Mr. Tappan replies that a bid was put out based on the new scenario for bus runs. He adds that he has asked if a secondary bid may be done and they may end up doing that if necessary. Mr. Johnson feels that that should have been done. Mr. Tappan states in the opinion of the school board and administration, this is something that needs to change. Mr. Johnson states that the board needs to make a rational decision and cannot do that without all of the facts.

Mr. Jean states that it was just stated that this transportation proposal will occur anyway and asks what other parts of the budget are not necessary and will be cut, as he would like to address those items. Mr. Tappan replies that there are other items within the budget that are a lower priority to the administration. Ms. McGann states what helps with the change in transportation is the safety factor for the high school students being picked up at 7 instead of 6:30, at which time it is still dark out. She further explains that there are other differences between the high school and elementary students than just the ages. The high school students are not door to door pick ups and are walking to their bus stops in the dark. At 7 a.m. it is a little lighter out and is safer for the students.

Ms. Raffaele adds that there were other options checked into one year ago. She explains that the school board had Northwood Transportation do all of the info for them as far as a fuel tank on site and being filled and was not cost effective for the vendor. She explains that it is less expensive to drive the busses to Irving and fill there. They checked into paying the fuel contract directly. Ms. McGann adds that she could get the analysis information for the board.

Ms. Raffaele explains that the school board does not want to cut anything. The list is done by priority and everything in the narrative is important. She adds that a lot has been put on hold throughout the years. The school board would like to see all of the items pass and all board members agree that all of the items are important.

Ms. McNally states that she does not want to see the increase; however, she has seen many efforts over the past 12 years with trying not to increase the budget by much. She notes that driving the students to school ends up in a different problem. She explains that they have tried to divide the runs, save money, and make it easier for the kids. She states that there doesn’t seem to be another option at this point. She feels that by using staff with master degrees and such for something other than the area of their expertise, there is no choice.

Ms. McGann adds that one of the initiatives of the SAU board was to increase instructional time. How all three districts do this was to take all of the individual educational planned meetings for students that were occurring during the day and having them occur during the morning or afternoon, not during the day. She explains that what was happening was that the teachers were being removed from the class room and direct instructional time was being affected. However, she adds that it is difficult to have meetings scheduled in the morning and afternoon when the staff is spread out doing recess duties. It is an escalading affect, impacting something else. There is a lot of complexity in this thought out process in trying to increase the instructional time within the time that is allotted for the students.

Mr. Edwards states that it is rude to talk out of turn. He adds that he has listened to the issues with getting the lowest bid, heard about the rebate, heard staff regarding issues of bullying and time wasted and the school bus company is doing what they can with the best price they can give. Ben Edwards makes a motion to accept the transportation line, as recommended. Mr. McNally explains that there is a motion and second on the floor already. Ben Edwards makes a motion to move the question, and Bill Tappan seconds. NO: NH, RB, SBobowski, BT, SBryer, RJ, ME, JJ, HJ, CP, BE, CJB, KM, DM. Motion fails; 0/14. Discussion continues.

Mr. Bailey states that the school board needs to learn from the budget committee on what the voters will discuss. He states that this will be a big discussion topic. He adds that the school board has got to get the bid price back to where it was five years ago. The figures must be comparable. He feels that the committee probably agrees that this bus route issue should be changed and agrees with the school board. However, the committee needs the figures and information in order to explain it. He adds that the contract is 5 years old and the new proposal is only a 3 year bid.

Ms. Pingree agrees and feels that this is a reasonable amount. She states that the committee needs to know what the costs are and it will then be easier to rationalize. Mr. Tappan states that this was discussed last night to get the vendor to do an analysis; however, it was not possible to get the information for this meeting.

Mark Edwards states that this is not a contingent contract. He states that the school board should find another place to cut down the total amount. There needs to be a compromise. Ms. Bobowski states that she understands the impact of the 48% of the students that have been bullied and how that affects moral in the school. She feels that there are other methods of dealing with that that would not cause the appearance of doubling the transportation. She would like to recess the meeting.

Mr. McNally states that there are still many questions and concerns. Further discussion is held regarding putting the proposal back out to bid if the criteria were changed. Mr. Jean states that the vendor needs to just calculate new figures. The bid process is discussed and Ms. McGann states that the process takes 60 days and is set by law. She explains that with the time component, there would not be enough time to purchase the busses, get them ready for August for the beginning of school. Ms. McGann states that the school district does hear the concern of the budget committee. She will speak with counsel and the vendor about the proposal.

Further discussion is held regarding the options that the budget committee has for recommending the section or deleting it. Regarding the vote, Mr. McNally refers to the committee’s rules of procedure and explains that one member from the prevailing side and any other member of the committee can second the motion, to bring up discussion again.

Vote on motion for transportation line as recommended by the school board for $562,300.14: VOTE: YES: NH, RB, SBobowski, BT, CP, BE, KM. NO: SBryer, RJ, ME, JJ, HJ, CJB, DM. VOTE: 7/7. Motion does not prevail. Mr. McNally states that any member can bring this issue up again for discussion.

Warrant Article:
7. Repairing Blocks to the 1988 Wing: Mr. Bryer makes a motion, second by Ms. McNally, to recommend article 7. Ms. McNally states that she thought the issues with the exterior blocks were addressed with the renovations and the new addition. Ms. McGann replies that the exterior walls were repaired in 1997. Ms. Asbell adds that in 1997 the substance that was used for the protective coating does not have sunscreen in it and the ultra violet rays have eaten away the protective coating. This new proposal has the sunscreen and a warranty for 5 years. She adds that there was no warranty with the 1997 product. Mr. Bryer notes that this is a $.25 tax impact. VOTE: YES: NH, RB, SBobowski, BT, SBryer, ME, JJ, HJ, CP, BE, CJB, KM, DM. NO: RJ. VOTE: 13/1.

Mr. Bryer asks if the tax impacts will be shown with the warrant articles. Ms. McGann replies yes. Mr. Bryer states that there appears to be a $672,000 increase to the school’s operating budget.
Ms. Bobowski confirms the request for a cost estimate of what the two phased route will cost the school this year, even if it is not a hard bid. Ms. McGann replies yes. Mr. Bailey notes that the bus company that the town does business with is a reputable company. They have done very well in the town over the past years. There have been no accidents and the town has never had a problem with the company.

At 8:30 p.m. Ms. McNally makes a motion, second by Mr. Johnson, to recess until Saturday, January 13, at 9:00 a.m. at the Northwood Town Hall. Motion passes unanimously; 14/0.

Respectfully submitted,

Lisa Fellows-Weaver
Board Secretary

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