MINUTES
JOINT SPECIAL CHARTER-MANDATED CONSOLIDATION EFFORTS MEETING BOARD OF DIRECTORS AND BOARD OF EDUCATION Tuesday, September 20, 2005 6:00 P.M.
PRESENT:
Chairman Cassano, Vice-Chairman Howroyd, Secretary Hachey, Directors Sheridan, Spadaccini, Nye, Becker and Naab Director Zingler
ABSENT: BOARD OF EDUCATION:
Chairman Robinson, Rizzo, O’Neill, Hackett, Lok, Golas and Thresher General Manager Werbner and Superintendent Ouellette
ALSO:
The meeting was called to order at 6:06 p.m. All in attendance participated in the Pledge of Allegiance to the Flag, led by the Mayor. Superintendent Ouellette remarked, during her last ten months as new Superintendent of Schools, she has been very pleased working with General Manager Werbner and his administrative team. Since the retreat on January 29, through some joint recommendations by both the Board of Directors and the Board of Education, they have been able to look at some proactive measures to work together. One significant issue is forming a subcommittee of Directors Naab and Sheridan, and Board of Education members Mrs. Hackett and Mr. Rizzo to work on budget format. Mrs. Brooks has spent a great deal of time working with the General Manager’s financial team to address this format. They have produced a document that they feel will be user friendly. The Board of Education has also put out a monthly publication to share the goings on throughout the school system. They have been fortunate to have the services of Louise Guarnaccia, Director of Operations and Keith Epstein, Project Facilities Manager in working through the school projects. They are also working with the District Fire Marshals and Town Fire Marshals to provide a safe environment in getting schools up and running. They are still in the process of having ongoing conversations with regard to the facilities maintenance function and the capital improvement plan. General Manager Werbner stated they have had a good year in working together at a variety of different levels and functions. Louise Guarnaccia and Pat Brooks have established a good working relationship with facilities management. Julian Fruend, Pat Brooks and Rob Huestis had fruitful discussions regarding the budget. General Manager
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SPECIAL MEETING Joint Meeting of the BOD/BOE September 20, 2005
Werbner echoed what Superintendent Ouellette said that communication has improved over the last year and they continue to look forward to improving their relationship. Chairman Robinson highlighted the comments the Superintendent and General Manager mentioned. He explained this is a meeting called for annually under the new charter provision to look at possible consolidation of functions between the two respective Boards. He wanted to “hit” on three items which have become working issues over the last year, (1) the budget format, (2) the facilities management progress, and (3) the efficiency study. He commented that this year has marked tremendous progress in bipartisan partnership and the Boards working together. With the budget format, both Boards have fashioned a document that is useful in that it is transparent, the numbers are readily accessible, understandable and in a format that Rob Huestis, Pat Brooks, the Superintendent, the General Manager and bipartisan representation from Boards have reviewed. This product is workable and less of a source of strain. With regard to facilities management, last year they were looking at a series of different documents and agreements, and to get eighteen people to agree is a cumbersome process. Through the efforts of Mr. Epstein and the facilities unit, they have been making tremendous strides in terms of responsiveness to emergencies at facilities in Town. The Board of Education is prepared to embark on the route of conducting an efficiency study. The two steps that need to happen are to determine the scope of the project and to determine the vendor to provide the service. Director Becker said we have selected a very competent consultant. There was a concern by Board of Education members that they did not have a specific expertise in doing boards of education studies. Director Becker thinks the Board of Education could select a consultant that works specifically on how education is delivered and the Town’s consultant could look strictly at business management functions. Director Naab commented that the proposed new Board of Education budget format appeared to be all-positive in nature. The primary focus of the changes is designed to make it easier for two constituencies to understand the Board of Education budget, one is the Board of Directors and the other is the public. These are excellent changes, but no effort is going to produce perfect results. Director Sheridan also echoed Director Naab’s comments. It is a remarkable effort and the Board of Education deserves a measure of credit in meeting us more than half way. Secretary Hachey commented that the Town has been very satisfied with studies done by Management Partners. He said the Board of Education budget document is very difficult to understand. Director Becker touched on the issue of grounds maintenance. He would like to hear from Board of Education members on how to go forward. It is only natural to consolidate and become more efficient.
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SPECIAL MEETING Joint Meeting of the BOD/BOE September 20, 2005
Chairman Robinson said if we could consolidate and get the right expertise dedicated to the task that would be great. We need checks and balances of the Board of Directors input, the Board of Education input and the Building Committee’s input. That’s really the framework to work in. Board Member Rizzo said the main concern in consolidating these services is very simple. When one of their administrators needs to have something done on the grounds or in their building, they need to have the assurance that it will be done and that the priority will not be misplaced by somebody who is not familiar with their needs. Chairman Cassano said the answer is already in place. The high school has never looked better. This is the first example and it has been a priority for the Town. Board Member Rizzo said the extent we cooperate on the grounds issue is the extent that we can extend that into other operations. General Manager Werbner commented that as soon as the Town takes over a particular function, expectations rise considerably and demands increase. The Town has shown through the high school that there is a tremendous ability to cooperate in grounds maintenance to improve the facility and its appearance. Chairman Cassano said the Town has had a great track record of success over the last couple of years. We have all kinds of success stories of working together. This image of the rivalry between the two Boards is somewhat exaggerated. Secretary Hachey moved and Chairman Rizzo seconded the motion to adjourn. All Voted in Favor Adjournment: 6:40 p.m.
APPROVED:
ATTEST:
___________________________________ Secretary, Manchester Board of Directors