Madison Metropolitan School District
Madison, Wisconsin

Art Rainwater, Superintendent
Minutes for Long Range Planning
June 14, 2004
Doyle Administration Building
545 West Dayton Street, Room 103
Madison, Wisconsin

The Long Range Planning Committee meeting was called to order by Chair Ruth Robarts at 5:18 p.m.

MEMBERS PRESENT: Carol Carstensen, Ruth Robarts, Johnny Winston, Jr.



STAFF PRESENT: Jane Belmore, Valencia Douglas, Mary Gulbrandsen, Doug Pearson, Roger Price, Joe Quick, Art Rainwater, Ann Wilson - Recording Secretary

1. Approval of Minutes

It was moved by Carol Carstensen and seconded by Juan José López to approve the minutes of the Long Range Planning Committee meeting dated April 26, 2004. Motion unanimously carried.

2. Public Appearances

There were no public appearances.

3. Announcements

There were no announcements.

4. Charge and Goals of Long Range Planning Committee

Ruth Robarts distributed a written draft that included the charge to the Long Range Planning Committee and current members and staff and the goals for 2004-05 (attached to the original of these minutes).

It is planned to have one meeting per month (the second Monday) primarily for information and discussion and a second meeting (fourth Monday) that would be action/decision oriented. Work will be done ahead of time and sent in written form to the committee and board members so that meeting time can be used for questions/answers and discussion. There was a review of the goals.

Ruth Robarts proposed a standard ad hoc advisory committee for the year of nine members that would attend the informational/discussion meetings. Each Long Range Planning Committee member would suggest three persons to serve on the advisory committee.

DISCUSSION: Advisory committee is a good idea, but represents significant change that should be discussed; need to be clearer about role and how members are chosen. Every committee member should suggest at least one person; other board members should also be involved. Needs to be a representative group, nine members is too large - five is perhaps a better number, need diversity. Need clarification of charge, how often the group will meet.

Ruth Robarts indicated she would take these suggestions under advisement and asked for suggestions for committee members. She will bring a revised recommendation to the next meeting.

5. Guidelines to Determine the Need for Additional Space at the Elementary School Level

Mary Gulbrandsen presented documents and recommended revisions (Memorandum to the Long Range Planning Committee, attached to the original of these minutes).

It was moved by Carol Carstensen and seconded by Juan José López that the documents as presented be adopted as the criteria that staff will use to analyze the existing school buildings in regard to future needs for new schools, additions to schools or decisions regarding maximum use of buildings through attendance area boundaries, school closings or other actions. The documents are Definitions and Purposes of Enrollment Calculations, maximum Physical Plant Capacity Worksheet, Considerations When Redrawing Boundary Lines, Process for Dealing with Overcrowded Schools, and the Process for Dealing with Elementary Schools with Declining Enrollment. Motion unanimously carried.

6. Timetable for the Completion of the Madison School District Elementary Building Use Study

A timeline was presented for annual review of building space usage and board decisions (attached to the original of these minutes). There was discussion about the need to develop a process and procedure for selecting an architectural firm - perhaps selecting a firm for all projects that arise within a certain timeframe. There was also discussion about revising the timeline to speed up the response to critical need situations. Both items will be placed on the next committee meeting agenda.

7. Timeline for Planning a Referendum for the 2004-05 School Year Relative to New Construction, Operations, and Maintenance

A timeline was presented for actions that need to be taken in planning for three potential referendums - new construction, operations, and maintenance (attached to the original of these minutes). The administration will present information at the next meeting about what could be done to speed up the timeline and how that would affect decision making.

8. Status Report on the Five-Year Maintenance Referendum

Doug Pearson reviewed the status of projects, which is listed on the Building Services website. He noted that the lack of TEACH funding and an increase in materials costs has forced decisions about postponing or scaling down projects. He will provide a list of those projects. The first five years focused on projects identified as most important seven years ago and those that arose in the interim. Projects in the next group reflect poor condition but are not health and safety issues, although such issues could arise at any time.

There was discussion about the appropriate committee for discussion of issues related to the maintenance referendum, with consensus that it should be the Long Range Planning Committee.

9. Process and Procedure for Selecting an Architectural Firm

There was additional discussion about selecting an architectural and engineering consultant that could assist with construction plans for the next twelve months. (Memo from Doug Pearson re: Architectural/Engineering Services attached to the original of these minutes.) An administrative recommendation will be reviewed at the next committee meeting.

10. Other Business

There was no other business.

11. Adjournment

It was moved by Carol Carstensen and seconded by Johnny Winston, Jr. to adjourn the meeting at 6:26 p.m. Motion unanimously carried.