Madison Metropolitan School District
Madison, Wisconsin

Art Rainwater, Superintendent
Minutes for Long Range Planning
December 8, 2003
Doyle Administration Building
545 West Dayton Street, Room 103
Madison, Wisconsin

The meeting of the Long Range Planning Committee was called to order by Chair Bill Clingan at 5:08 p.m.

MEMBERS PRESENT: Bill Clingan, Juan José López, Shwaw Vang (arrived 5:23 p.m.)


STAFF PRESENT: Jane Belmore, Mary Gulbrandsen, Doug Pearson, Roger Price, Art Rainwater, Ken Syke, Barbara Lehman-Recording Secretary


MEMBERS PRESENT: Ray Allen, Carol Carstensen, Bill Keys, Ruth Robarts

1. Approval of Minutes

It was moved by Juan José López and seconded by Bill Clingan that the minutes of the Long Range Planning Committee dated August 11, 2003 be approved as distributed. Motion unanimously carried by those present.

2. Public Appearances

Don Severson, representing Active Citizens for Education, hoped that the district was not planning a maintenance referendum. Requested specific information related to Item #8 of the agenda: 1) five-year performance history of the existing maintenance referendum; 2) an outline of maintenance needs for 2004-05 and the specific needs for future years (items and cost); 3) what budget allocations have been over the last five years apart from the referendum; and 4) what has been done with the "reserve fund."

It was clarified that there is no "reserve fund" but that there were additions to the budget. Mr. Severson then asked for what has been added to the line item over the last five years over and above the referendum, annual revenues and expenditures for each of the five years, and what, if any, costs have been incurred with respect to that revenue in terms of lost state aids or other costs, e.g., debt retirement, etc. He also asked for costs for managing this referendum initiative in dollars and amount of work, in the field and administratively, contractors, etc.; a cost analysis for the completed items for the referendum; and a breakout between replacement, retrofit, rebuilding, or upgrades and expansion or increased capacity (HVAC, electrical, etc.); and any allocation of simple maintenance. He commented that the Board should look critically and intelligently at a possible referendum. To the organization he represents, this would not be acceptable nor to borrow money for maintenance. He stated that the Board should be focusing on the core mission of the district of curriculum and instruction and looking at all allocations that do not fit that priority. He acknowledged having to take care of utilities and salaries, but felt the Board should find other alternatives through consolidation, collaboration, and elimination. ACE did not agree with raising the revenue cap or raising taxes, etc., but having the district live within its means.

Mr. López asked that the list be e-mailed to the Board members. As an example of something the system does that does not fall into the core mission, Mr. Severson indicated that the district provides some social services beyond minimum standards. Mr. Severson asked that the project list distributed by the administration tonight include breakdowns building-by-building and more breakouts in terms of replacement, retrofit, expansion, etc.

3. Announcements

There were no announcements.

4. Update on New Housing Construction in the District

(Packets included information listing developments and their status for the MMSD and a map of the six larger developments (12/4/03). Copies are attached to the original of these minutes.)

Discussion: Verified that the Meadowlands development is mostly in the Sun Prairie district.

Shwaw Vang arrived at 5:23 p.m.

The committee continued to review the maps and listings. The district is continuing to monitor the developments for the impact and look for those things that will be different from what has been experienced in the past. Survival ratios are measured. It was the district's position that these things being presented are not different and would not require an adjustment to the survival ratios. Reviewed what the process involves--neighborhood city plans, getting an idea of how many homes will be built, and getting specific plans from a developer. He verified that Chavez will be of sufficient size if the attendance area stays the same. Further west of Chavez will need a site in the future. Verified that Leopold will need planning within the next two years. Another building can be built on the same Leopold. Projections will be updated within the next six months.

FOLLOW UP: It was suggested that the district speak specifically with the City regarding inclusionary zoning and how that will affect district planning.

5. MMSD Student Enrollment Projections for the 2004-05 School Year

(Packets included short-term enrollment projections, including enrollment history, City of Madison birth history, survival ratios, enrollment history and forecast, and the K-12 enrollment forecast. Copies are attached to the original of these minutes.)

Mr. Price reviewed the written information. He reported that the next step would be to take these recommended ratios and use that to project by grade, by building, at all levels to be used for next year's budget planning. There is not a lot of variance and little reduction is projected.

Discussion: Recent arrivals are the ones most affected by budget cuts. Projections have been very close; ethnic groups have been underestimated.

FOLLOW UP: Develop a recruitment plan for those Latino youth not enrolled.

6. Accessibility of District Buildings for Physically Disabled Adults

Mary Gulbrandsen distributed a report relative to the Americans with Disabilities Act as it relates to the physical plant of the MMSD (a copy is attached to the original of these minutes). She noted a correction to the chart making the blue Xs red.

Discussion: ADA does not require making specific classrooms accessible for parents. Could create a policy in the MMSD. Hard to split up grade levels. District does not have information about the parents' accessibility and it does not remain stable. Could try to anticipate need but would probably mean additional resources.

FOLLOW UP: Report back to the committee on the schools where there is no access and talk about possible solutions.

7. Report on the 1999 Maintenance Referendum

(Packets included a maintenance referendum project list (10/24/03). A copy is attached to the original of these minutes.)

Roger Price demonstrated the changes to the web site format relative to the referendum project list, by school, for the full five years. Doug Pearson described the completed projects list as a working document. If a system failed, other projects had to be moved, but it did not happen that often. Some of the TEACH projects cost way over budget; the amount included the TEACH money. All the items addressed in the referendum discussion in 1999 will have been completed by the end of 2004-05 and more.

Discussion: Clarify the totals for each year on the web site. Clearly contains maintenance items and no frills. February through April 2004 will have a lot of bid items. Creating jobs that may increase the tax base.

8. Planning for the 2004 Maintenance Referendum

Roger Price briefly noted that the 1999 referendum came through lower interest and principal payments and a flat taxing amount. Administration felt they had met the district goals. Doug Pearson stated that every system in the district has received a classification and a new project priorities list has been established. He presented a working document that showed a replacement budget and the assignment of a maintenance value depending on the age and condition of the item. He then reviewed the assumptions and described their approach. Mr. Price stated that they hope to come back in April with a plan for the next phase to maintain over 4,000 systems that have been analyzed. There would be over $28 million if the items were replaced tomorrow that are in poor condition. The recommendation may include consideration of a referendum to be held in November of 2004 or February of 2005.

Discussion: Debt reduction savings goes away in 2005-06. Paying down debt every year is a potential tax reduction every year; $100,000 per year at most. Paying off bonds; does not happen again until 2011.

9. Other Business

No discussion.

10. Adjournment

It was moved by Juan José López and seconded by Bill Clingan that the meeting adjourn at 6:11 p.m. Motion unanimously carried.