February 7, 2018 at 7:00 PM - Regular Board of Education Meeting

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

Please take note of the February enrollment report. We have a total of 1,285 students (in-house) enrolled.

We do not have official word from the state yet but believe we have received a grant of approximately 91K dollars for reimbursements for security upgrades that we have done going back as far as 2013.  These include door lock systems, locks, cameras, radios and other items that have been purchased as a part of our ongoing security reviews and upgrades.

The FIRST robotics team is seeking to go to the World Championship in Detroit in April 2018. The team would leave early in the morning on Wednesday, April 25, as teams are allowed to unpack their robots and go through tech inspection that evening. The competition continues on Thursday, April 27, through Saturday, April 29. The team departs on Sunday, April 29. A total of 3 school days are missed.

The cost for airfare, hotel, mass transit to/from the airport and dinners with the team is usually between $900-$1000. Students share accommodations in order to keep the costs down, and there are usually four in each room. They have held two fundraisers to lower the cost of the trip. The percentage of savings will depend on the number of students that attend.

Many of the students are preparing to take multiple AP classes in late April, and the students bring their review packets with them on the trip and work on them while traveling or during down-time when it’s available.

Usually about 20-25 students attend this event, and the adults who go usually include Mr. Derry, Mr. Goss and Mr. Gentry from our staff, as well as at least 6 additional adult mentors. These adults include parents and mentors who have been with the team for many years.

As this is the World Championship for FIRST robotics, the opportunities available to our students are numerous. They collaborate and compete alongside students and adults on teams representing many countries. The students also visit tables at the convention center staffed by representatives from highly-competitive colleges and high-tech companies.

In addition, the students experience representing themselves in a trade-show setting by staffing a team “pit” and a Hall Of Fame booth. The handful of teams who have been Championship Chairman’s Award winners in previous years are expected to have a presence in the Hall Of Fame and automatically qualify to attend the Championship each year based on that accomplishment.

The Team is also requesting that the trip be approved for the next two years as the dates are already set and the cost and details should be about the same. So, they are seeking approval for the following dates:

2018: Detroit, MI April 25-29

2019: Detroit, MI April 24-28

2020: Detroit, MI April 29-May 3

Background:  As part of the multi-year technology infrastructure upgrade plan, we publicly advertised for upgraded wireless access points and switches. This equipment is eligible for 40% federal ERATE grant funding. This equipment is budgeted in the 2018-2019 fiscal year. Bid results are listed below:

Background: During the extreme cold period in early January, the high school ERU-9 chill water coil froze and failed. This ERU-9 serves the high school kitchen.  Because this is specialty HVAC work requiring familiarity with Aaon HVAC equipment, this repair was not publicly bid. However, the school district attempted to obtain competitive bids from other qualified contractors. These included New England Mechanical Services and F&S Mechanical. Neither contractor responded to the request for quotation.

Background: As part of the five year facilities capital projects program, the east wing roof is scheduled to be replaced. The current roof was installed in 1998.

Architectural bids were obtained through a public bidding process. The selection of Hibbard and Rosa Architects was a unanimous decision of the Facilities Committee based on previous roof replacement experience, reference checks and price. Listed below is a list of all bidders for this project.

Total estimated value of the architectural and engineering services will be $22,425 based on a $695,960 construction project.

See attached Building Committee Charter, Educational Specifications and Resolution for the LOLMS Roof Replacement Project .

As part of the five year facilities capital projects program, the Mile Creek fuel oil tank is to be replaced. The current fuel oil tank was installed in 1988 and is at end of life.

Engineering bids were obtained through a public bidding process. The selection of RZ Design Associates was a unanimous decision of the Facilities Committee based on previous fuel oil tank replacement experience, reference checks, past work for Lyme–Old Lyme Schools as well as being the only bid received.

Total estimated value of the engineering services will be $18,000.

See attached Building Committee Charter, Educational Specifications and Resolution for the Mile Creek  Fuel Oil Tank Replacement Project.

This requires Board action: to approve the Building Committee Charter and Educational Specifications and to also approve the resolution (as detailed below in recommended motion).

Following the capacity testing of the Middle School cistern and pond behind the High School, we have contractied Millone and McBroom Engineers to produce conceptual designs and estimates for three irrigation water supply options. These include cistern only, pond only and combination of cistern and pond. John Rhodes will speak to this subject.