Windham Southeast School District
Finance Committee Meeting – Tuesday, September 14, 2021
5:00pm Meeting @ WRCC Cusick Conference Room
Members: Shaun Murphy – Chairperson, Michelle Luetjen Green, Jaci Reynolds
Board Recorder: Wendy Levy
1. Approval of Minutes
2. Academy School Addition project
Bid process update, Bid opening scheduled for 9/21/21
3. Backup heating fuel bid award
4. Food service program fiscal review
5. Elementary and Secondary School Emergency Relief Funds
6. Recommendation to Board to Approve Warrants and Payrolls
Cc.SM, BN 9.9.21
Note: These proposed minutes should be considered preliminary until they are approved by the board at a future meeting.
WINDHAM SOUTHEAST SCHOOL DISTRICT (WSESD) FINANCE COMMITTEE
TUESDAY, AUGUST 10, 2021
REGULAR MEETING – 5PM
WRCC CUSICK CONFERENCE ROOM
WSESD Finance Committee Members Present: Chairperson Shaun Murphy (SM), Jaci Reynolds (JR)
WSESD Finance Committee Members Absent: Michelle Luetjen Green
WSESU Administrators Present: Frank Rucker (Finance Director)
Media Present: none
Others Present: Kerry Amidon, Wendy M. Levy (Board Recorder), Nancy Weise
CALL TO ORDER:
SM called the meeting to order at 5:03pm.
I. APPROVAL OF MINUTES
MOTION BY JR TO APPROVE THE JUNE 8, 2021 MINUTES. SM SECONDED. MOTION CARRIED UNANIMOUSLY.
There was no discussion.
II. ACADEMY SCHOOL ADDITION PROJECT
a. Bid Process Update
Frank Rucker gave an update. Highlights included:
• The process is moving along, with a recent update to Frank from the project coordinators at Stevens & Associates.
• The project is on-schedule for the preparations for the bidding process, and the anticipated bidopening date is September 15. This will be right before the second WSESD Board meeting for the month.
• The five firms are eager to see the project specifications.
b. Construction Funding Update
Frank gave an update on the project’s funding process. Highlights included:
• The challenges with the ESSER requirements, which mostly center on the Agency of Education’s delays in getting federal approval information on ESSER III.
• A federal requirement for ensuring contractors pay prevailing wages.
• The state’s new software for school business managers to upload information the state requests.
• There is currently $1.3 million in the ESSER grant for which Frank is applying. A need remains for $1 million in funding, and Frank is seeking sources, which he said could be local, or through Efficiency Vermont.
• JR asked about the federal prevailing wages requirement. A discussion ensued.
• JR asked about the new state software. A discussion ensued.
• SM asked about the remaining $1 million that is needed for the project. A discussion ensued.
• Frank noted there is no foreseeable delays in the project, but the weather is always a variable in construction projects.
III. HVAC PROJECT UPDATES: GUILFORD, BUHS
Frank gave updates on the District’s HVAC projects, including those for the Guilford, Academy, and BUHS campuses. Highlights included:
• The first step of the process was doing an analysis of all classrooms in the buildings.
• Work has already begun on the rooms that were the furthest from recommended standards.
• Most of the funding came from a grant for indoor air quality through the state and administered by Efficiency Vermont.
• There was limited statewide funding for this project, and the District received just under $700,000.
• So far, half of the Guilford and one-third of the Academy school HVAC projects are complete, and the rest remain. Frank will pursue funding for this.
• At BUHS, there are eight major heat and ventilation units that need more horsepower to provide a range of adjustments to air changes. Although they meet the minimum requirements in general, it may not be enough for COVID.
• Frank is working with Robert Clark on this project.
• This project is included in the Capital Plan.
• The ultimate goal is to replace the entire control systems on the BUHS campus. This is a much needed project, as the parts are obsolete.
• Although the three schools have been identified as priorities, all of the WSESU/WSESD schools must be upgraded in the next two or three years, and this includes Vernon. Frank is starting the planning, but funding is necessary before engaging a bidder. A discussion ensued on possible funding sources.
IV. WRCC WHETSTONE VILLAGE PROPERTY DISPOSITION
Frank provided background on the history of how WSESD/WRCC acquired these three parcels.
Nancy Weise provided further details on the three properties. She recommended the Finance Committee, and then the Board, approve of her plan to sell these parcels, and she explained why.
A discussion ensued on the properties’ association dues, which WRCC pays.
SM noted he and Frank successfully petitioned the Town Assessor to reduce their assessed value by half.
SM reviewed a favorable discussion he had recently with a realtor who is interested in listing the properties.
Frank mentioned his meeting with an advisory committee about the state Board of Education’s shared use of the WRCC space by the BUHS Transitions program. Frank said he will ask this subject to be placed on the agenda at the next WSESD Board meeting.
V. FISCAL YEAR END FY21 PRELIMINARY FISCAL RESULTS
Frank distributed copies of the WSESD “Fiscal Year: 2020-2021 Summary Financial Statement” to members of the Finance Committee. He reviewed the documents. Highlights included:
• The year-end fiscal situation is very favorable.
• The year ends with a surplus.
• The figures on the statement are preliminary, and once the final data is entered, they may slightly change.
• There is an audit at the end of the month, and then at the end of October.
• Funds will be transferred from “surplus” to “Capital Plan,” which is routine.
• A discussion on the surplus/deficit figures.
• A review of the balance sheet, which is the measure of the District’s solvency.
A discussion ensued on the scholarship funds.
VI. RECOMMENDATION TO BOARD TO APPROVE WARRANTS AND PAYROLLS
SM said he had reviewed the warrants prior to the meeting. A discussion on the warrants ensued.
MOTION BY JR TO APPROVE THE WARRANTS AS LISTED ON THE EMAIL. SM SECONDED. MOTION CARRIED UNANIMOUSLY.
MOTION BY JR TO ADJOURN. SM SECONDED. MOTION CARRIED UNANIMOUSLY.
The meeting adjourned at 6pm.
Respectfully submitted by Wendy M. Levy from minutes taken by Wendy M. Levy.
This represents my understanding of the above dated meeting. If you have any changes, please submit
them at the next Finance Committee meeting.