Present: PBC Members: S. Heinrich, B. Triolo, D. Miller, T. Koenig, M. Morrison and W. Morrison. School Board (SB) Members: K. Coleman, R. Rung, J. Balcom, P. McGrath and J. Flis. Student Representative to SB: J. Weaver, Administrators: J. O'Neil and S. Isabelle, members of the press and the public.

S. Heinrich called the meeting to order at 7:30 P.M. All members introduced themselves. S. Heinrich thanked the SB for coming to the meeting and B. Triolo for providing water and mints. He noted that the meeting would be informal and that public participation would take place as the end of the meeting.

S. Heinrich began the meeting by explaining the purpose of the PBC was to look into the short, medium and long range needs of the school district. He indicated that the PBC was an independently elected body. He referenced the PBC's recent projects including the lower field, space utilization inventory, master plan, athletic field expansion and parking recommendations.

S. Heinrich said that B. Triolo had asked that the SB come to a joint PBC/SB work session to improve communication and initiate a dialogue regarding the relationship in general between the two bodies as well as specifically in regard to the SB charge on high school space needs. He asked B. Triolo to comment further.

B. Triolo explained the he was the new member of the PBC and he wanted to correct the flow of misinformation. He wanted to talk about what the PBC was trying to accomplish, the issues involved, and the June 1 deadline. He wanted to know what the SB charge wanted and how specific the PBC should be with its recommendations. He noted that various PBC members had did not feel they understood what the SB was looking for and wondered whether the PBC had done too much background research. He stated that he hoped that, after they issued a preliminary report on June 1, the PBC would not be put aside. He also noted his personal opinion that space is a problem for the entire district, not just the high school. He felt that space problems will be soon be appearing elsewhere in the district.

W. Morrison asked the SB to explain exactly what they expected the PBC to present in a preliminary report. He noted his opinion that the charge was vague. He indicated that many members know what they would like to produce, but that may not be what the SB is looking for.

K. Coleman answered for the SB and explained that they expected a proposal that could be presented at School District Meeting in March, 1999 which would deal with the immediate high school space issues. He indicated that there was strong support on the SB to propose a modest addition to the high school. He also noted that there are long term space issues and that a graded plan would be appropriate. He said that the current space situation is almost critical. He feels it is necessary to present something that will pass, even if it only meets short term needs. He noted that the district has a history of fixing each crisis as it comes up rather than preparing for long term needs.

D. Miller told the SB that the PBC had thought that the charge was just asking them to define the space problem rather then make specific recommendations regarding solutions.

K. Coleman answered that the SB wants specific recommendations. He again noted that the SB anticipates that an addition will be proposed. They are looking for specifics about the addition. He stated that if the recommendations appear workable, the SB will task the PBC to work with the administration to work out specific plans.

S. Heinrich asked the SB to define "preliminary". He noted that the PBC has been trying to do a detailed, competent job and has had problems getting some information. He stated that, if the PBC only looks at current needs, they are doing a dis-service to the community. He noted that the space problem goes far beyond a few classrooms. He said the PBC is having difficulty deciding how many years into the future they should try to plan for.

K. Coleman suggested that the PBC look at the problem in two stages: Immediate and Several Years Out. He hopes the immediate solution will address needs for 3 - 4 years after the addition is complete. He noted that the June 1 date is not a definitive date. However, he felt the SB needs specifics during the summer so that they will have time to prepare plans and financial information to present with next year's budget. He also said it would be appropriate for the PBC to prepare an additional plan to look at district needs for the next 10 - 15 years.

Mike Morrison stated that what the PBC is doing is only the first step. He felt the PBC could come up with a fairly general preliminary report by June 1 but they would need more time to prepare a more concrete plan. Further he suggested that, in the future, when the SB has a charge for the PBC, there should be an informal meeting attended by both to explain, discuss and clarify issues regarding the charge.

R. Rung said that there were two different issues. This first issue is to specifically identify areas of need to be addressed in one year. She indicated a concern about short-changing the students currently enrolled in the high school. The second issue is looking toward kindergarten. She would like to see a program designed to accommodate to goals of the district which include kindergarten, vocational issues and technology.

S. Heinrich told her that the PBC still needs some details in order to quantify the specifics of the immediate space needs. He said that many of the short term needs will have to be re-addressed as long term needs as well.

T. Koenig said he felt that a demographic study would be a key factor in determining any proposed solution. He wants to update the 1995 Space Needs Committee Report with the most current population projections figures. He noted that Merrimack population figures seem to be tracking well in relation to the weighted three year population projections put of by the Office of State Planning.

J. Weaver said he felt that a quick fix at the high school should be the first step in a larger reconstruction effort for which the next steps are already planned ahead.

J. Balcom felt the district should take a "salami" approach to the problem: Bite off what it can chew now while planning to finish the rest later. He had three questions he felt any proposed solution should answer: 1. Does it address the actual number of students? 2. Is it responsive to the educational requirements of the district? 3. Will it be the first step in a long term solution?

P. McGrath said he felt there was a significant need at the high school. He liked the idea of a multi-phased process. He saw a lot of work for both the SB and the PBC. He noted that the PBC has done multi-phased planning before. He wanted to be sure that there are facts to support any recommendations, that curriculum issues are addressed and that the district is meeting the students needs from an educational standpoint.

R. Rung said that if long range planning had been done in the past, the district would not be facing the problem of playing catch up now.

K. Coleman said the PBC should come up with a long range plan with many small steps. He noted that the district has a long record of only meeting short term needs. He felt that there should be a well laid out long term plan, but the short term plan should center on the high school. Further, he said that Merrimack High School has the most predictable enrollment of all district schools. He would hope that an addition would open September, 2000 and be planned to meet the high school needs for three years beyond that. He suggested looking at the birth rate and adding a small factor for town growth. He felt the job would be easier if the PBC was not trying to predict population figures many years out. He also wanted to see designs which look beyond just a few years or some other type of master plan. He noted that, in the past, proposal after proposal has failed that offered long term planning. He said the district has a good chance at passage of a building proposal as long as the proposal is a modest one because the problem is here and the need is now. If nothing is done now, there will be significant curriculum impact within two years.

M. Morrison said that the PBC wants to look to the future, using the best previous knowledge and that they can see the errors of the past. He felt it was the SB's job was to make decisions about projects or part of projects would be presented to voters.

K. Coleman suggested that the PBC put together a long range plan that can be accomplished in short intervals. He said there is a need to recognize the dynamics of the town, i.e., because of taxes an addition has a better chance to pass than a new school.

M. Morrison noted that the PBC had not been given strong representation on the 1995 Space Needs Committee. He wanted to know if the SB was planning to put together a Space Needs Committee after the PBC preliminary report. If so, he wanted to be sure that the PBC had strong representation.

R. Rung suggested that a broad base committee could help educate the public, but that she was not planning on turning this project over to a broad base committee. She noted that the 1995 Space Needs Committee had been a politically appointed committee.

K. Coleman noted that having a broad base committee made sense in helping to have the community better buy-in to any space proposal. He felt this type of committee might be needed if it seemed like the SB needs help in educating the public.

W. Morrison wanted to be sure that the SB was aware that the PBC had received exemplary support from the administrative staff at the high school and he wanted to be sure their efforts were recognized. He also was concerned that the PBC may be trying to accomplish too much. He suggested that the PBC focus on Merrimack High and put Kindergarten on the back burner. However, he was also concerned that the committee would be so short sighted that they actually create long term problems. He liked the idea of a modular approach, but wondered if this would cost more in the long run. He wanted to present a plan to indicate this is what we need now and this is what we will need in the long term. He felt the district does well with making proposals that meet needs but has not done a good job of presenting the facts behind why these proposals are needed.

K. Coleman stated that the problem is that population projections show growth but the town is building at twice the rate predicted. He felt that a modular approach to the problem may cost more in the long run but may be the most cost effective way to get space for the long run. He thinks the district should plan for growth and have a plan to meet the needs of that growth. He suggested that the district present what is needed now while planning for what will be needed later.

B. Triolo said he felt that more publicity and public education regarding the space problem at the high school is needed. He suggested walk-through or a video tours of the building might give the public a chance to view and better understand the problem.

S. Heinrich indicated that, if the district spends money to make a video, they will be accused of wasting taxpayer money to promote an issue they want to pass. He suggested that the PBC put out a white paper to show the facts behind any proposal. He also brought up the impact of having too long, too short or no presentations at School District Meeting. He suggested any presentation be accurate and concise.

P. McGrath said he thought this work session had "re-energized the charge." He felt, if the PBC needed additional expertise, they had the flexibility and latitude to get it. He also noted a potential population increase within the district.

S. Heinrich asked SB members if they still wanted a report of some type on June 1. K. Coleman said if the PBC wanted to present something that would be fine. S. Heinrich asked PBC members if they wanted to present a report on June 1. M. Morrison said the PBC could present a good summary of what has been done thus far and suggest where the PBC expects to be . B. Triolo agreed and added that the PBC should have some solid recommendations for July. D. Miller felt that a preliminary report could be given on June 1, but final recommendations would take longer.

T. Koenig brought up needs vs. wants. He said he has been trying to determine how the educational priorities of the district have been affected by the space situation, what things have been given up or might be given up without affecting the quality of the education the students receive. He believes that, despite the space problems, the high school is still providing a quality education and will continue to do so even if no additional space provided. He noted that there could be a preliminary report on June 1.

K. Coleman said that needs vs. wants always brings up the debate over the need for fine arts subjects such as art and music. He said that the SB wants the space solution proposed to put lab courses at or below the recommended state standards for class size, have enough course sections so that only a "reasonable" number of students gets turned away from choosing that course rather than entire grade level, and eliminate the need for cutting programs or class time in certain subjects. He envisioned an addition of about 12 classrooms. He suggested that the PBC see what the educational situation was at the high school three years ago and see what has been added, changed, eliminated, or become overcrowded since then.

S. Heinrich asked for final comments from each members present.

J. Flis said he was pleased with the discussion so far and felt that the SB had emphasized what he had been telling the PBC in his role as liaison.

S. Isabelle told the PBC make a plan and the administration would implement it.

J. O'Neil suggested that the PBC might also want to consider needs of Industrial/Vocational Arts and upgrading technology as well as looking at the building interior for possible renovation. He also suggested that the PBC might want to include suggestions regarding what an architect should put into any design.

R. Rung stated that she disagreed with the comment that, if the district does nothing, it will still provide a quality education.

S. Heinrich asked for clarification that the proposed solution should address space needs for three years from the date of the completion of the additional space. He also suggested that the SB go on a tour similar to the one the PBC had. K. Coleman confirmed three years from the date of completion and noted that most SB members have toured the high school.

M. Morrison asked for information regarding a baseline number of students in each class. J. O'Neil informed him that state standard is 30 students in most classes except for various lab and speciality classes where there is a need for fewer students per class and additional space for equipment and safety concerns. He suggested that the PBC go to the building administration for help determining recommended class sizes.

R. Rung noted that student numbers affect education and create a situation where courses offered are discipline driven.

K. Coleman noted that the district has been losing or giving up things that they have always had or given. He felt the district has had to compromise what it should be offering with what is has space to offer.

J. Balcom suggested that everyone tour the high during the day as they would quickly see the seriousness of the space problem. He also noted that he appreciated the informality of the PBC meetings.

W. Morrison stated he was struggling with how to do long range planning when the district is continually forced to focus only on short term solutions.

D. Miller suggested that, if several short term projects were going to suggested to solve long term needs, possibly the district should consider a building capital reserve fund.

T. Koenig noted that there had been good discussion and the PBC will continue to move forward now that they have some more specific details about what the SB wants.

M. Morrison noted that he thought the discussion had been helpful and hoped the two bodies could meet again.

J. Weaver said he hoped the short term fix would be a part of a ideal long term solution which would involve adding re-planned parts as the need arose.

S. Heinrich thanked all parties for attending and asked for public comments.

Roseann Moore said she was tired of hearing about offering the minimums. She felt that the children of Merrimack deserve more. She wants the education offered to be more than just adequate; she wants excellent.

Pam Triolo noted that the district should try to avoid a situation where every two years they are proposing a building project. She felt that, after awhile, even small projects would fail.

On a motion from M. Morrison, seconded by T. Koenig, the PBC voted unanimously to adjourn at 9:45 P.M.

Last Updated: August 16, 1998 by Wayne Morrison