TENTATIVE MINUTES

BOARD OF EDUCATION OF BALTIMORE COUNTY, MARYLAND

Tuesday, December 19, 2000

The Board of Education of Baltimore County, Maryland, met in open session at 3:04 p.m. at Greenwood. President Donald L. Arnold and the following Board members were present: Ms. Erica A. Cohn, Ms. Phyllis E. Ettinger, Ms. Jean M. H. Jung, Mr. Michael P. Kennedy, Ms. Carolyn Ross-Holmes, and Mr. James E. Walker. In addition, Dr. Joe A. Hairston, Superintendent of Schools; staff members; members of various civic, employee, and community organizations were present.

PLEDGE OF ALLEGIANCE

The open session commenced with the Pledge of Allegiance to the Flag, which was led by Dr. Ronald Thomas, Assistant to the Superintendent for Educational Accountability, who is retiring from Baltimore County Public Schools after 23 years, and a period of silent meditation for those who have served education in the Baltimore County Public Schools.

MINUTES

Hearing no additions or corrections to the Report of the Board Retreat, November 19, 2000, and to the open and closed session minutes of December 5, 2000, Mr. Arnold declared the minutes approved as presented.

Mr. Arnold thanked the audience for coming in early to attend the rescheduled Board meeting.

REPORT

The Board received the following report:

Comprehensive Annual Financial Report&emdash;On behalf of Budget and Audit Committee Chair Sanford Teplitzky, Mr. Kennedy commented that the Committee had reviewed the Annual Report and were satisfied with the findings.

On motion of Mr. Kennedy, seconded by Ms. Cohn, the Board adopted the Comprehensive Annual Financial Report for the year ending June 30, 2000.

Dr. Hayman entered the room at 3:09 p.m.

PERSONNEL MATTERS

On motion of Mr. Kennedy, seconded by Ms. Cohn, the Board approved the personnel matters as presented on Exhibits C, D, E, F, and G. (Copies of the exhibits are attached to the formal minutes.)

CONTRACT AWARDS

Ms. Ross-Holmes pulled items 7, 8, and 9. On motion of Mr. Walker, seconded by Ms. Jung, the Board approved items 1-6.

• 1. Audio-Visual Equipment
  
  
• 2. Contracted Services: Security Guard Services
  
  
• 3. Electrical Supplies
  
  
• 4. Hand Tools and Associated Parts (Extension)
  
  
• 5. HVAC Repair and Replacement Parts
  
  
• 6. Paper: Dual Purpose

Item 7

Ms. Ross-Holmes asked for clarification of language in the exhibit with regard to "pre-defined installer." Ms. Cook responded that the software companies on the West Coast evaluated the installers in the Baltimore area and selected Kunz, which has an excellent reputation.

Ms. Cohn asked if all the software was in the schools. Ms. Cook responded that these programs on the new computers are yet to be installed. This particular package has yet to be ordered.

On motion of Mr. Walker, seconded by Mr. Kennedy, the Board approved contract awards for Software: PC Programs.

Item 8

Ms. Ross-Holmes asked about the length of the prior contract and why it was decided to extend the contract rather than re-bid. Ms. Cook responded that based upon an evaluation of the effectiveness of the suppliers and whether the price was within the market range, it was decided to extend the contract. Extension of this contract would not be considered if there was a significant price fluctuation or if the vendor's performance was unsatisfactory. Ms. Churchill noted that a re-bid would be in order if prices were going down.

On motion of Mr. Kennedy, seconded by Ms. Jung, the Board approved contract awards for Supplies Contract: Purchasing Sod (Extension).

Item 9

On motion of Ms. Ross-Holmes, seconded by Mr. Kennedy, the Board approved a contract award for Tennis Court and Running Track Repair Supplies (Extension).

Ms. Ettinger asked to revisit item 7 for clarification of an earlier comment from Ms. Churchill regarding funding this fiscal year for software applications.

Mr. Hayden entered the room at 3:18 p.m.

Ms. Churchill stated that the school system is providing funding overall in terms of having the same software available this year. Ms. Ettinger suggested being proactive by getting information to the community and staff to avoid confusion about the process being used. Ms. Johns stated she would work with Mr. Rust and Mr. Herndon to communicate with the public about this process. Mr. Arnold suggested use of our web site in communicating this information.

CONSTRUCTION PROJECTS

Mr. Krempel summarized the work described in Exhibits I-M, Major Maintenance Renovations at Lutherville, Berkshire, Dundalk, Edmondson Heights, Riverview, and Middlesex Elementary Schools. Ms. Ross-Holmes asked that future exhibits include work to be performed in the base bid.

Mr. Sasiadek entered the room at 3:27 p.m.

Dr. Hayman asked for clarification on the verbiage used in exhibits having "delete" or "deduct" alternates. He also asked how the determination is made in exercising the alternates and if they come back to the Board. Mr. Krempel responded, in the example of Exhibit J, all the alternates listed using the word "delete" are included in the base bid. Due to the way current bids are coming in, Facilities had to make some discretionary selections to do systemic operational systems inherent to each school to be consistent (HVAC, plumbing, etc.). The decision to add alternates to a project would always be brought back to the Board for its consideration. Ms. Ettinger noted that the language in this exhibit is not typical, and the confusion surrounding it is not surprising.

She also asked about venetian blind alternates that won't be included in the base bid. While understanding the fiscal constraints, she stated there are schools with blinds in poor condition, and in some situations, there are old blinds being put back over new windows. This could create a problem in the way communities feel about the work we are doing. Mr. Krempel responded it is Facilities' intent to request funding for all the windows, including blinds, in the out fiscal years. Ms. Ettinger suggested this information be shared with the community.

Ms. Ross-Holmes underscored the importance of communicating in a timely fashion about renovation projects underway. She referenced a packet distributed earlier in the year providing sample letters for communicating with parents about construction work. Mr. Krempel indicated that a number of bids for Phase I schools would be coming in during January. When those bids are in and a schedule is in place, Facilities will meet with each area superintendent and principal to apprise them of specific parameters. Ms. Ross-Holmes urged area superintendents and principals to share this information with PTA presidents.

Mr. Hayden shared his concern about principals being informed about projects so they can adequately communicate with the parents and school community. Mr. Krempel reiterated that at this point only preliminary information could be given to principals. More specific information will be provided to them next month.

Mr. Arnold shared his concern that communication with principals about the progress of their schools' projects may not be occurring. Mr. Krempel stated that Ms. Bowden of 3D/I has met with schools and their administrative staffs where there are current construction projects, such as the Quick Start schools. There is also an active web site that provides up-to-date information on projects. Mr. Thomas from 3D/I noted that their firm communicates with school staffs almost every week. There are weekly meetings during construction where the principal is invited, and principals are sent minutes from those weekly meetings. At the request of principals, Ms. Bowden speaks to PTAs to inform them of the status of projects. Ms. Ettinger expressed interest in receiving copies of these minutes.

Dr. Hayman expressed his concern about communicating, in a standardized way, with everyone affected by the construction projects and suggested construction updates could be included in the schools' newsletters.

Dr. Mohler will send Ms. Zepp copies of sample letters/memos developed earlier in the year for principals, PTAs, etc., for distribution to Board members.

On motion of Mr. Hayden, seconded by Ms. Cohn, the Board approved items 1-5.

• 1.Major Maintenance Renovations &endash; Lutherville Elementary School
  
  
• 2. Major Maintenance Renovations &endash; Berkshire Elementary School
  
  
• 3. Major Maintenance Renovations &endash; Dundalk Elementary School
  
  
• 4. Major Maintenance Renovations &endash; Edmondson Heights and Riverview Elementary Schools
  
  
• 5. Major Maintenance Renovations &endash; Middlesex Elementary School

After describing the work for the reproofing project at Padonia International Elementary School, Ms. Ross-Holmes asked about any warranty and life expectancy for the roof. Mr. Krempel responded there is a standard one-year warranty from the contractor, and there is a 20-year life expectancy for the roof.

Dr. Hayman questioned why the previous contracts contained 5% change order allocations and not 10% as in this contract. Mr. Krempel explained the 5% change order allocation was a result of the negotiations between 3D/I, Baltimore County Government, and Baltimore County Public Schools. The standard Baltimore County construction contracts include a 10% allocation.

On motion of Mr. Hayden, seconded by Mr. Kennedy, the Board approved item 6.

• 6. Reroofing Project &endash; Padonia International Elementary School

After describing the new gas service for Baltimore Highlands and Perry Hall Elementary Schools, Mr. Krempel responded to a question from Ms. Ross-Holmes about how the cost for the work was determined. Ms. Ross-Holmes asked Mr. Krempel to provide a breakdown of the BGE charges.

On motion of Ms. Ettinger, seconded by Mr. Walker, the Board approved items 7 and 8.

• 7. New Gas Service &endash; Baltimore Highlands Elementary School
• 8. New Gas Service &endash; Perry Hall Elementary School

After Mr. Krempel summarized Exhibit Q, Ms. Ross-Holmes asked why this type of service is not bid. Mr. Krempel responded that we are piggybacking on the Baltimore County Government bid, noting their bid is very competitive.

On motion of Mr. Kennedy, seconded by Ms. Ettinger, the Board approved item 9.

• 9. Fee Acceptance &endash; Roofing Inspection Services &endash; Padonia International Elementary School

Mr. Krempel summarized Exhibit R. On motion of Ms. Ettinger, seconded by Ms. Cohn, the Board approved item 10.

• 10. Fee Acceptance &endash; Systemic Renovations Project &endash; Kingsville Elementary School

After a summary of Exhibit S, Ms. Ettinger asked when the air conditioning would be functional at White Oak, to which Mr. Krempel responded Spring 2002. He stated that Facilities would expedite the air conditioning portion of the contract. Ms. Ettinger emphasized the importance of communication with the staff and community regarding this project, particularly with respect to the air conditioning. Mr. Arnold expressed his support of expediting the air conditioning portion of the contract. Ms. Cohn asked that the parent who addressed the Board earlier in the year about the need for air conditioning at White Oak be informed about the inclusion of air conditioning at the school and of the Board's desire that the work be moved up on the schedule.

On motion of Mr. Kennedy, seconded by Mr. Sasiadek, the Board approved item 11.

• 11. Fee Acceptance &endash; Design Services for Major Maintenance Renovations &endash; Maiden Choice School

Mr. Krempel explained the work done at Essex Elementary School (Exhibit S-1) in recent weeks. Mr. Arnold noted that the air quality outside of the building is part of the current problem and asked what, if anything, we are doing to protect the work that's already been done so the same problem does not reoccur in the future. Mr. Stukes stated that the school's unit ventilators were cleaned to maximize trapping impurities from the air outside.

Ms. Ettinger noted that Essex Elementary School has been used as a prototype in recent years for other new construction and asked if we were investigating to determine if there is a flaw in the design or installation in that setting that might carry over in other buildings. Mr. Stukes responded that in buildings similar to Essex, unit ventilators were cleaned to make certain fresh air is getting into the building, but no problems similar to Essex were found.

On motion of Ms. Ettinger, seconded by Mr. Sasiadek, the Board approved item 12.

• 12. Essex Elementary School

Mr. Kennedy spoke about building conditions at Lansdowne High School and the unintentional negative message it sends to the students and the community. Mr. Stukes stated that Facilities has contacted Ms. Gilbert of the County Executive's Office about this situation and that Facilities is looking at the number of work orders from the school. Mr. Krempel noted that the driveway would be completed. Noting that there are funding constraints, Mr. Krempel stated that items crucial to aesthetics are taken care of by in-house staff. Ms. Ross-Holmes noted that Mr. Kennedy's recent visit to Lansdowne is a perfect example of why we need a process or mechanism in place to automatically alert Facilities about deteriorating building/grounds conditions and asked that this be discussed further in Building Committee.

Ms. Ettinger stated the Board needs to be equitable and fair in the way it makes decisions. It also has an obligation to recognize the needs of those communities that don't tend to speak out about their concerns or attend Board meetings. She stated when Board members visit schools and hear or see things that are of concern, it is their responsibility to inform staff.

Ms. Ettinger noted the attendance of several Board members at an IAC hearing earlier in the day. She commended Dr. Hairston, Mr. Krempel, and Ms. Roddy on their presentations.

INFORMATION

The Board received the following as information:

A. Minutes from the Central Area Educational Advisory Council meeting, August 16, 2000

B. Minutes from the Southeast Area Educational Advisory Council meeting, September 27, 2000.

ANNOUNCEMENTS

Mr. Arnold made the following announcements:

• Schools and offices will be closed from Monday, December 25, 2000, through Monday, January 1, 2001. Schools and offices will reopen on Tuesday, January 2, 2001.
• On Tuesday, January 2, 2001, the Southeast Area Educational Advisory Council will meet at Chase Elementary School at 7:30 p.m.
• The next regularly scheduled meeting of the Board of Education of Baltimore County will be held on Tuesday, January 9, 2001, at Greenwood. The meeting will begin with an open session at 4:30 p.m. After the Board adjourns to meet in closed session, followed by a brief dinner recess, the open meeting will reconvene at approximately 7:30 p.m. The public is welcome at all open sessions.

PUBLIC COMMENT

Ms. Maggie Kennedy, Coordinator of Area Advisory Councils, thanked Dr. Hairston, Ms. Johns, Mr. Arnold, Ms. Ettinger, and the Board members who attended the recent joint meeting of area advisory councils. She noted excellent presentations from Ms. Bailey and Dr. Poff. Ms. Kennedy stated the advisory councils are currently updating policies and procedures and hope to bring them to the Board in February. Ms. Kennedy stated the councils are eager to confirm a meeting date with the Board. She wished Dr. Thomas continued success in his retirement. Finally, Ms. Kennedy thanked Ms. Norman for notifying her of the change in time for the Board meeting, but expressed concern that the Board is changing its policy of canceling meetings when schools are closed or close early.

Mr. Arnold thanked everyone for coming out on short notice. He explained the time for today's Board meeting was changed in order to consider items before the end of the calendar year. Mr. Arnold extended Season's Greetings to all.

At 4:34 p.m., Mr. Walker moved to adjourn the open meeting. The motion was seconded by Ms. Cohn and approved by the Board.

Respectfully submitted,

____________________

Joe A. Hairston

Secretary-Treasurer

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