October 2, 2019 at 6:30 PM - Regular Board of Education Meeting

Rationale: 

Please note the personnel report as you will find updated employee information reflected in it.  

Please take note of the enrollment report as we have had some changes in enrollment. In-house enrollment is now 1288 (same as last month). I have requested updated enrollment projections from both NESDEC and Peter Prowda. This new information will be examined as it relates to our official enrollment count of October 1. In addition, our October 2019 enrollment report indicates that 81.2% of our students are from Old Lyme, while 18.8% of our students are from Lyme. This is a similar percentage to what we saw last October when 19.5% were from Lyme and 80.5% were from Old Lyme. Our billings to the towns are based on an average of the October 1 and April 1 student counts. 

As a reminder, if you have not done so already, please contact Jeanne to sign up for the annual CABE-CAPSS convention on November 15-16, 2019.

Per policy 3280, I am reporting the gift of a set of fossils from a parent donor who would like to remain anonymous.  As well,  Bob Brubaker, a graduate of LOLHS, has left $2,000 to the school.  His story is attached. In working with the family, the high school has decided to use the $2,000 toward stand up desks in a number of classrooms.

Rationale:  Mrs. McCalla will provide a year to date budget and revenue status report as well as a contingency fund report.

Rationale: 

See attached background information. The high school administration is seeking permission for the mock trial students to attend the Harvard Mock Trial workshop this year on November 15, 2019. 

The Music Department is also seeking approval for the Chorus and Band students to travel to New Orleans in March for the Heritage Music Competition Festival.

These require Board approval.

Rationale:  Sec. 10-51(d)(2) allows regional Boards of Education to appropriate up to 1% of the current fiscal year’s budget to a reserve fund for capital and non-recurring expenditures. The unaudited budget balance for fiscal year 2018-2019 is $497,898. The Board of Education may appropriate up to $350,848 to the reserve fund.

Rationale:  Attached is the budget calendar for the development of the 2020-2021 budget. This requires Board approval.

Rationale: 

The existing high school tennis courts have reached the limit of their service life and are budgeted to be replaced starting June 2019. The Facilities and Finance Committee have evaluated replacement options and has selected a post tensioned concrete system. Bids for tennis court design services were publicly bid.  Below is a summary of bid results.

BSC Group                                $21,500

Gale Associates                         $89,490

Milone and MacBroom                $28,000

To Design                                 $36,000

WBA Group                               $20,000

Bids were evaluated, design agents interviewed by the Facilities and Finance Committee and references checked. The Facilities and Finance Committee recommends BSC Group be contracted for the design and construction administration of the replacement of the high school tennis courts.

Rationale: 

The 20/21 capital project plan is to replace the Lyme Consolidated School HVAC system. This project design work was publicly bid. We only received one bid and that was from RZ Design Associates for $23,500. We have worked on a number of previous projects successfully with RZ Design Associates. They are recommended for this project.

This project may be eligible for State of CT reimbursement.

Rationale: 

The 20/21 capital project plan is to replace the Lyme Consolidated School gymnasium flooring system. This project design work was not publicly bid as Jacunski Humes Architects was just recently selected to perform the Center School flooring project and did excellent and reasonably priced work for the successful completion of that project. In addition, we have had great experience with previous projects using Jacunski Humes Architects LLC.  Those include the Middle School media center redesign and Center School PreK classrooms. Therefore, they are being recommended for this project.

The Facilities and Finance Committee has recommended to the Board of Education that Jacunski Humes Architects be contracted for this design work.

Rationale: 

Milone and MacBroom was selected two years ago as the School District’s design agent to address installation of the supplemental irrigation system design, evaluate athletic field options to address program short falls and provide design agent services for design and construction administration for the selected athletic field option. During the conceptual design phase of this project, a decision was made to install a pumping system from the pond east of the Lyme Street Campus and install an artificial turf field on the existing practice field on the east side of the campus. This site was selected since it would satisfy the outstanding programming needs of soccer, lacrosse, baseball and softball.

The first priority was to obtain approvals, design and install a supplemental water supply for the irrigation system. This was completed in June 2019.

We are now in a position to complete the artificial field design development as well as obtain local Town of Old Lyme commission approvals. This next step will be completed during this fiscal year. Following this phase of the project, we will complete the construction documents, refine the project estimate and establish a project installation timeline for field installation.

The Facilities and Finance Committee has recommended the BOE award Milone and MacBroom the contract to perform the artificial turf field design development and obtain regulatory approvals.

 

Rationale: 

One of the two Middle School water heaters failed this past week.  Due to the urgency to replace, we elected to solicit quotes versus publicly advertise. The following contractors were contacted:

F&F Mechanical                              $45,500

Guys Oil                                        Declined the work

MJ Daly                                         $43,120

Speirs Plumbing                             No Response

We are recommending MJ Daly be contracted to perform this work. MJ Daly performs the school district heating and cooling mechanical work.