Madison Metropolitan School District
Madison, Wisconsin

Art Rainwater, Superintendent
Minutes for Long Range Planning
June 21, 2004
Doyle Administration Building
545 West Dayton Street, Room 103
Madison, Wisconsin

Long Range Planning Committee meeting was called to order by Chair Ruth Robarts at 6:32 p.m.

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


OTHER BOARD MEMBERS PRESENT: Bill Clingan, Bill Keys, Shwaw Vang

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

1. Approval of Minutes

It was moved by Carol Carstensen and seconded by Johnny Winston, Jr. to approve the minutes of the Long Range Planning Committee meeting dated June 14, 2004. Motion unanimously carried.

2. Public Appearances

There were no public appearances.

3. Announcements

There were no announcements.

Mary Gulbrandsen distributed a priority listing of referendum projects slated for completion dated June 21, 2004 (a copy is attached to the original of these minutes).

4. Creation of an Ad Hoc Long Range Planning Committee Advisory Committee

(Packets included committee focus, goals for 2004-05, information on the advisory committee, format and procedures for meetings, calendar/meeting schedule, and a meeting planner/record (copies are attached to the original of these minutes.)

Ms. Robarts noted that the original criteria and selection process for the advisory committee had been revised to take into account those comments made at the last meeting. She asked for feedback.

Discussion: Build in a reflection of geographical areas and diversity of the district. Deadline date for nominations moved up.

It was moved by Carol Carstensen and seconded by Johnny Winston, Jr. to create an ad hoc advisory committee with the charge described and to select members by having each board member nominate three individuals to the chair of the committee and the board president who will select 14 people to serve and that the current student representative and alternate represent students on the advisory committee.

Discussion: Clarified that the advisory committee would be looking at a range of issues over the school year as outlined in the written materials and does not include the issue of operational referenda. Any appointments would be voted on by the board. Concerns about size of the committee and how it will accomplish public involvement. Appreciation for being able to nominate individuals. Broad latitude for soliciting names; use for formal announcement. Advisory committee will meet with the Long Range Planning committee; not a standing committee. Brevity is a goal.

Johnny Winston, Jr. made an amendment, accepted as friendly by Ms. Carstensen, to have each board member nominate three people and have the chairperson and board president select 9 individuals to serve on the advisory committee that will go to the board for vote.

Motion as amended carried unanimously.

Discussion: Timeline is tight; action meetings will be followed by special meetings to finalize votes. Advisory committee needs to be finished before the deadline date on a referendum vote; calendar will be filled in.

FOLLOW UP: Send out letter to all parent groups that the Long Range Planning Committee is looking at a range of issues and have a contact person to notify regularly when meetings occur. Nominations will be due by August 1 instead of August 16 to start in September.

5. Process and Procedure for Selecting an Architectural Firm

(Packets included a written recommendation from the administration (6/17/04)-a copy is attached to the original of these minutes.)

It was moved by Carol Carstensen and seconded by Johnny Winston, Jr. that the administration be granted the authority to issue a Request for Qualifications (RFQ) for Architectural Engineering Services, following the Wisconsin QBS Manual published by the American Institute of Architects (AIA). Motion unanimously carried.

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

(Packets included a timeline (6/17/04)-a copy is attached to the original of these minutes.)

In response to an inquiry from the Board about whether a building could be completed for the fall of 2006, the Superintendent noted that November 9, 2006 was the earliest date on which a school could be opened. He added that it would involve a commitment of considerable money up front with nothing gained. Two and one-half years would be needed.

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

(Packets included timelines for referenda involving new building, operations, and maintenance for 2004-05. A copy is attached to the original of these minutes.)

Information was provided to help guide decisions as the committee progresses through the school year.

Discussion: Have to consider the April 2005 election date is February of 2006. In February the state budget will not be known. There are options to put different things on different times.

8. List of Maintenance Projects that will Not be Completed by the End of the 2004-05 School Year

(Packets included a list of postponed referendum projects (6/16/04). A copy is attached to the original of these minutes.)

Ms. Robarts indicated that this was an informational item due to increases in construction costs. Doug Pearson noted that the last two projects were not eligible for TEACH funding but that Building Services took advantage of those that were.

Discussion: In response to a question about the advisory committee taking on projects in addition to building or closing schools, it was noted that these things remain the responsibility of the committee and ideas would have to be responded to. The trade-off involving the advisory committee was an attempt to get people involved in the whole picture. Any referenda issues would still need a full board decision. It was hoped that the board would give the real weight to Doug Pearson and his group about where to put the money. The analysis and five-year-plan brings consistency in the decision-making process. The committee's charge and timelines are specific.

FOLLOW UP: Provide a list of those schools that will still need wiring upgrades.

9. Other Business

There was no other business.

10. Adjournment

It was moved by Johnny Winston, Jr. and seconded by Carol Carstensen to adjourn the meeting at 7:25 p.m. Motion unanimously carried.