BETHLEHEM AREA SCHOOL DISTRICT
BOARD FACILITIES COMMITTEE
MEETING MINUTES
MONDAY, FEBRUARY 4, 2008
Mr. Rosario Amato, chairman, called the meeting of the Board Facilities Committee to order at 6:05 p.m. on Monday, February 4, 2008, in the Dining Room of the Education Center. Present were School Board Members Dr. Craig Haytmanek, Judith Dexter, Loretta Leeson, Rosario Amato, Michele Cann, Irene Follweiler, and Eugene McKeon. Also present were Dr. Joseph Lewis, superintendent of schools; Scott T. Gilliland, director of facilities and operations; Arif Fazil and Mike Spadafora, district engineers (DÕHuy Engineering, Inc.); Robert Gross, associate superintendent; Stanley Majewski, assistant to the superintendent for finance and administration; Thomas Washington, director of student services; Deborah Campanella, coordinator of public relations; Donald Spry II, solicitor; and representatives from the press.
The following items were discussed:
DISCUSSION ITEMS Ð
Mr. Gilliland explained agenda item A, memorandums of understanding with local police departments. He stated that as of today, Bethlehem Township police department and Colonial Regional police department were the only two memorandums that have been completed. This plan was encouraged by the Northampton County School Emergency Preparedness Committee and can be found in the districtÕs emergency management plan. The purpose for the memorandums of understanding is to foster a relationship of cooperation, mutual support, and the sharing of information and resources between parties as they work together to maintain the physical security and safety of schools in the district. He further stated that all police departments have been cooperative in the process and the memorandums that have not been returned are still in the process of being reviewed by council of the departments.
Mrs. Cann asked who is authorized to sign the memorandum of understanding for the Colonial Regional police department as the department is currently undergoing changes.
Mr. Gilliland stated that the current chief of police has signed it, and if needed, the memorandum could be resigned, if a new chief were to be named.
Dr. Lewis said that typically the memorandum would transfer even if a change were to take place.
Mr. Gilliland said that he will also bring to the board new policies for bus accidents and pandemic flu soon as they are finished being revised. He then outlined agenda item B, Summer Projects. He asked the board for permission to proceed with the steps necessary to have the East Hills Middle School roof replaced. He told them that a copy of the self certification was attached for their review.
Mrs. Leeson asked if this project would mean putting a hold on the other summer projects previously approved by the board. She asked for confirmation that the funds for the project would come out of the capital reserve fund, not the general budget.
Dr. Lewis stated that the previously approved summer project bid results would require board approval. Once bids are received, the board could make a final decision.
Mrs. Leeson said that she wanted to get into the details of the projects now and agreed that the East Hills roof replacement is a project that must be done this summer.
Dr. Lewis agreed that the roof is critical to have done.
Mrs. Leeson asked if the board could just move on the roof replacement project for now and not the rest of the summer projects.
Mr. Amato said that it would not be in the districtÕs best interest for the board to set the other summer projects aside. He then asked Mr. Fazil to confirm that construction in the Lehigh Valley is low and also suggested that the cost of materials may be down due to this. He also asked if the district might find the same trend with the bids. Would they come in low as well?
Mr. Fazil answered that there is limited work available for construction companies at this time, and that it is possible that the companies bidding will bid competitively. Mark-ups on materials and labor may be lower, but commodity material prices have not dropped. He reminded the board that the previously approved summer projects were currently out for bid. All results from the bids, including the East Hills roof project, would be brought before the board for review at the March 3rd meeting. At that time, the real project costs would be able to be reviewed. He then said the only projects he would recommend deferring would be numbers three [Spring Garden Elementary School, re-coating single-ply roof] and four [Transportation Department, re-coating single-ply roof], but not for too much longer. Number five [providing monitoring cameras at Freedom High School] was a safety issue and number six [installing Liebert AC system and emergency generator at the District Data Center located at Freedom High School] was critical district-wide.
Mrs. Leeson asked Mr. Fazil for confirmation that all the projects being discussed were currently out for bid.
Mr. Fazil said that yes, they were all out to bid. The self certifications that were included in the agenda packet for tonightÕs meeting were for informational purposes (as they had appeared in the November 19, 2007, Regular Board Meeting agenda packet) to remind the board of the projects that were previously approved.
Dr. Lewis added that just because the projects were out for bid did not necessarily mean that they had to be awarded to anyone or that the board was committed to anything. He said that they may be re-evaluated later once bids are received. East Hills should be done now.
Mr. Gilliland then explained agenda item C, authorization for the demolition and site work of the old Northeast Middle School. The plan was to move the ninth grade students from the Liberty Freshman Campus (old Northeast Middle School) back to Liberty High School which would then allow demolition of the old Northeast to take place and for site work to proceed.
Mrs. Leeson asked when the district intended on moving the ninth grade students back to Liberty Main Campus.
Dr. Lewis answered that we are currently planning to move them back for August 2008, and the final decision will be made sometime late spring. The decision will be made once the construction progress is evaluated to make sure the Klein Classroom Center and Student Activity Center will be completed. The anticipated move was being worked on by various staff and departments.
CONSTRUCTION UPDATES Ð
Dr. Lewis showed the board a PowerPoint presentation of the status of the Liberty High School and Broughal Middle School building projects. LibertyÕs pictures outlined the sheet metal ductwork, preparation of the concrete for installation of terrazzo flooring, mechanical systems, the new pool area, windows in the Klein Classroom Center, and the finishes and mechanical devices being installed. BroughalÕs pictures showed the steel erection in area B, concrete flooring in area A, the main entrance steel, acid neutralization tank, and the electrical work installed under the street. Dr. Lewis added that the City of Bethlehem has been great to work with. He also said that DÕHuy Engineering, Inc. did all of the coordination between the districtÕs project and the city to be the least disruptive. With all of the construction going on, everything has been very positive.
Mrs. Leeson asked if there have been any problems with LibertyÕs pool. She heard a rumor that it was sinking.
Mr. Fazil said the pool was not sinking, and he would not confirm that rumor.
Mrs. Follweiler said she heard a rumor of a pool sinking as well, but it was not LibertyÕs. She believed problems at the local YMCA pool may have been the cause for the rumors.
Mrs. Leeson asked Mr. Fazil how many people the spectator area at Liberty would be able to be seat and where it would be located.
Mr. Fazil said that the spectator area was located above the locker room in the style of pre-cast concrete with plastic benches.
Mrs. Leeson again asked how many people the area would seat and if there would be glass under the spectator area on the lower level for people to see through.
Mr. Fazil referred back to the PowerPoint presentation to show her exactly where the spectator area was located. He showed the board that the pool will actually sit an entire level below the spectator area. There would be no glass for viewing below that area.
Dr. Haytmanek asked Mr. Fazil what the acid neutralization tank at Broughal Middle School was for as he was not familiar with them.
Mr. Fazil answered that the tank is required for science labs to discard used chemicals. He explained that chemicals from science lab sinks must be neutralized before being released in the cityÕs waste line. Untreated chemicals could adversely affect the microbes and other organisms at the cityÕs treatment facilities.
AGENDA ITEMS FOR THE FEBRUARY 25, 2008, REGULAR BOARD MEETING Ð
After discussion, the board committee agreed to bring the following agenda items to the February 25, 2008, Regular Board Meeting:
COURTSEY OF THE FLOOR TO VISITORS Ð
No discussion.
OPEN FORUM Ð
Mr. Amato asked the solicitor about the sunshine act; what constitutes a violation the act? He said, ÒSuppose a group of three board members were to get together at a restaurant or one of their homes to discuss board issues. Would that be a violation of the sunshine act?Ó
Mr. Spry answered it would not be a violation if it was not pre-determined as they were not a committee.
Mr. Amato asked what proof you would need to have of this and who would you take it to? What happens if it was a group of five members?
Mr. Spry said that you could bring it to the board committee or file a complaint with the court of common pleas or the magistrate. Again, it had to be pre-determined. A group of five members could be constituted as a committee.
Mr. Amato questioned what rights do we have as an officer or chair member of the school board? Could I call up a contractor currently working on a school project and ask [him] for figures for projects?
Mr. Spry said that he would have to review the districtÕs policies. He told Mr. Amato that you [any member of the school board] can in a limited way act on behalf of the board. You have a right to seek information. From his experience within some school districts, the standard rule is if there is no policy in place, only certain members can act.
Mr. Amato asked if he was required to go through the superintendent of schools. If he did not like something that was happening within the district, could he correct it as a board member? Do I have the right to tell someone to Òshape up or ship outÓ?
Mr. Spry stated that again, if there is no policy in place, then you have the right to tell someone that, but, you have no power as an individual.
Mr. Amato asked Mr. Spry to review the individual policy of the district to find out what Òwe as chairs and officersÓ of the board have the power to do and what constitutes a violation of the sunshine act.
Dr. Lewis told Mr. Spry to please review the PSBA Standards for Effective School Governance and the PSBA Code of Conduct for Members of Pennsylvania School Boards that were recently adopted by the district.
Mr. Amato said that he was gravely concerned with what he is hearing in the district from staff and administrators. He wants to clarify the protocol related to the conduct of elected members of the school board.
Mrs. Cann added that while they were on the topic of protocols and clarification of rights, who has the right to ask for solicitor opinions?
Mr. Amato said that in all his many years of being on the school board, he has never called a solicitorÕs office for his advice or opinion on any matters.
Mrs. Cann said that the solicitor will charge hours for what Mr. Amato is asking him to do. Who can set a solicitor in motion?
Dr. Lewis said historically the Bethlehem Area School District president of the school board having contact with the solicitor and the superintendent. He would like to know of any discussion so as to be in the know. There is no procedure spelled out in the schoolÕs policy, only past practice.
Mr. McKeon said that if is not defined in a policy, please define it.
Mrs. Dexter asked if it would be possible to direct district employees not to contact the board members directly. She felt that this overlapped with the issue of school board protocol.
Dr. Lewis said that he has asked employees to come to him in the past and they always have. He has never Ògagged anybodyÓ and is not about to.
Mr. Amato suggested that if a policy were to be put in place to keep staff from contacting the board members directly, it could ruin the relationship between the district and the bargaining unit.
Mrs. Leeson asked if an employee must contact a superior. She would like to see a policy in writing, possibly as a condition of employment.
Dr. Lewis stated that he has never required staff to come to him, he just asked and they [staff] did.
Mrs. Dexter added that this is not a current issue as she has brought it to his attention many times about a year ago in an email.
Mr. Amato said that if someone had approached him with a problem, he would ask them if they had reported it to anyone else. He continued to say that it should be protocol as the district could end up in chaos.
Mrs. Leeson suggested letting the solicitor do his research and then bring it back before the board. If further policies are needed, they can be put in place at that time.
Mr. Gilliland asked the board for their approval on the East Hills Middle School roof project. He said that he would like to see the self certifications appear on the February 25, 2008 Regular Board Meeting Agenda, but go out to bid now so the project can be started this summer. Mr. Amato polled the members on whether anyone had a concern with bidding the East Hills roof since Mr. Gilliland had noted that the project bidding could not wait until the February 25, 2008, Regular Board Meeting.
The meeting was adjourned at approximately 6:50 p.m.
Minutes prepared by:
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Kristen M. Snyder, Secretary to the Director of Facilities and Operations
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Scott T. Gilliland, Director of Facilities and Operations