Loading...
HomeMy WebLinkAboutSchool Comm. 10/25/2022Approved 11-15-22 Mansfield School Committee Meeting Minutes for Tuesday, October 25, 202�RECEIVE0 In Person & Virtual Meeting using GT' tLngt�Ks OFFICE loll NOV Ib A il', 50 An Open Meeting of the Mansfield School Committee was held in person and vir u lly on Tuesday, October 25, 2022. The open meeting session was called to order by V u �xicchi at 6:15p.m. HAS..ACHI J Members Present: Administration Present: Lynn Cavicchi, Vice Chair Teresa Murphy, Superintendent of Schools Lauren Scher Ed Donoghue, Assistant Superintendent (Finance/ Operations) Vivian Webster Jenn Walsh Members Absent: Kiera O'Neil, Chair *** Vivian Webster arrived at 6:19 pm as a remote phone participant *** Roll call vote required *** Upon Vivian's arrival, roll call taken: Vivian Webster: Aye Lauren Scher: Aye Jenn Walsh: Aye Lynn Cavicchi: Aye New Business: Playground Update for CIP Meeting: Since the prior CIP vote, more information has been gathered on the playground development. We have received some donations and Representative Adam Scanlon has been able to secure us some grant money. Superintendent Murphy, Assistant Superintendent Donoghue met with Town Manager Dumas and Assistant Town Manager LaCasse to discuss financing options. Tonight, we are bringing a revision to our CIP request. The district will request from the CIP Committee $228,503 for the initial prep work. The remaining balance will be brought to the 2023 Spring Town Meeting. Initial effort includes removal of underground storage tank, asphalt, fencing and existing structures. Questions/Answers: Lauren Scher asked if requesting money over two periods of time is wise. Can't we request it all now? Both Ed Donoghue and Teresa Murphy explained that we do not yet have a design schematic. As such, Town Manager Kevin Dumas recommended we split the request over two town meetings. By requesting the second portion in the spring, we are looking at a likely early fall installation. Are we using the same vendor as the Plymouth Street Playground? Yes, so we are working with a vendor with whom we have a good relationship. How do we present a partial commitment to the town? What if we start and then in the spring the town votes no? Ed noted that there is risk but it is unlikely for this to occur and we need to move forward in the manner that the town recommends. Jenn Walsh: If we dig up the tank and equipment this fall, does this mean that the area will not be accessible next year? That is correct. Page 1 of 6 Approved 11-15-22 Mansfield School Committee Meeting Minutes for Tuesday, October 25, 2022 In Person & Virtual Meeting using GoToWebinar Lynn Cavicchi: Did we factor in contingency funds? Yes, we have tried to account for the current construction labor and supply market. Do we need to vote on this? Teresa Murphy felt it was important to update the Committee. A vote is not required but may be a good idea. Lynn also asked that we go back to Kevin Dumas and Barry LaCasse to make sure we are not at risk by splitting this into two town meetings. Motion to Revise the Fall 2022 CIP requested amount for the Robinson Playground to preliminary work of $228,503 by jenn Walsh / Lauren Scher. Roll Call: Vivian Webster: Aye Lauren Scher: Aye jenn Walsh: Aye Lynn Cavicchi: Aye Motion Carries 4 - 0. Consideration of New Digital Scoreboard on Alumni Field: Ed Donoghue reviewed project and requested approval from the Committee. Ed noted that Mansfield was approached by the scoreboard company to provide no cost digitial scoreboards to us. One will be placed at Alumni field. A second scoreboard and timers table will be installed in the gyrn. Scoreboard Media recoups their cost in three years by selling high priced advertising. Starting in year four, Mansfield would receive 25% of all advertising profits. The estimated annual revenue will be $25-$30 for the district. This is a 10 year contractual agreement but if we continue beyond 10 years, Mansfield would receive 50% of the annual profits. The project will start with Scoreboard media obtaining sponsors over the next 8 weeks. This is the first entrance into MA with the closest scoreboard in PA. Ed noted that the district does not currently receive any advertising funds today. Funds will benefit performing arts and athletics. There is some impact to booster organizations. For example, Gridiron Club and Band Parents seek sponsors for printed programs. This can no longer occur but the company will help offset these losses. The MA Attorney General has approved this effort and Mansfield Town Counsel has worked on a contract that has been accepted by the media company. Ads will not target vaping, tobacco, or alcohol. The district has final say in advertising and can audit their books at any time. We would like to kick this off as soon as possible so that Scoreboard Media can begin advertising and we can look toward a spring installation. There is also a curriculum component. We currently have a spring media production class at MHS. This course can be enhanced to include scoreboard media. Students can produce video clips, etc. during games. It is possible that we also add this as one of our career pathways opportunities. The district would need approximately 6 students to manage the scoreboard. Page 2 of 6 Approved 11-15-22 Mansfield School Committee Meeting Minutes for Tuesday, October 25, 2022 In Person & Virtual Meeting using GoToWebinar Questions/Answers: Vivian Webster: What if someone wants to advertise a birthday: Would a parent be subject to a fee? No, this would be part of the student run program. The students will learn how to run productions and will be able to put various messages on the board. There is no cost for this type of activity. Is there a price estimate for the advertisements? There will be 5 different packages/price points that will run anywhere from $500 to $15,000. Lauren Scher: Who can advertise? Are there restrictions? Scoreboard Media does not approach any sensitive topics and will not advertise firearms, alcohol, tobacco products, adult entertainment, marijuana or CBD, etc. Will all ads be -run by MPS? Yes, we will review all ads for approval. Teresa noted that the company does not even consider sensitive subjects. Typically they target auto dealers, hospitals, etc. Does the district have the capacity/staffing/time to review and make determinations on these ads? Most ads will be sold for a 3 year term so there will not be many requests on a regular basis. This will be easy to manage. Who will maintain the board? Scoreboard Media or our facilities? Is there any anticipation of yearly cost or effort? There are warranties that cover the scoreboard. It is not expected that there will be much in the way of repairs or maintenance. We will be insured under our own insurance company if there is any damage for example by vandalism. Jenn Walsh: Has the school attorney reviewed the contract? Ed- No, our attorney's do not typically work with procurement law. Town Counsel did a thorough review and approved. Lynn Cavicchi: Does use of our electronic sign in front violate the contract with the new company? Are we prepared to make a 10 year commitment? What about money raised by band parents through sponsorship advertising? Ed- We feel comfortable with the 10 year commitment. Scoreboard Media understands that groups do use sponsorship for fundraising and since they will no longer be able to do so, Social Media will work with us to compensate for any loss revenue. Lauren Scher asked if this compensation is part of the contract or a verbal agreement. Ed noted that is just verbal but this company is trying to expand into New England and want to do right by us. They are willing to work with us. The 25 / 75 split ratio for year 4 seems very low for Mansfield when you deduct $10,000 of annual software fees we need to pay Scoreboard Media. If we are the New England test district we should have asked for more. Ed noted that we do not receive any advertising funds now so 25% is good. The warranty does not seem to match the length of the contract. Ed does not foresee any extensive costs so he is comfortable with the warranty. Any sense of the maintenance costs? There has been very little maintenance to the old board and we do not anticipate much on this one either. Page 3 of 6 Approved I I-15-22 Mansfield School Committee Meeting Minutes for Tuesday, October 25, 2022 In Person & Virtual Meeting using GoToWebinar Can the media company assign ownership of the scoreboard to another company without our consent? Are we ok with that? In what state is the contract held? Ed did not see ally issue with transferring ownership. The company is out of Chicago so that is likely where the contract is held. What effort is required of the school district to get sponsors? All Mansfield needs to do is provide a letter stating that we have a signed agreement with Scoreboard Media so that sponsors know that it is a legitimate effort. Mansfield will also do a press release and will provide a list of potential sponsors to Scoreboard Media who will spend the next 8 weeks gathering sponsorship. At that time, we will know if there is enough sponsor interest to move forward. Teresa Murphy noted that the district tries to maintain and upkeep our buildings and grounds but we recognize the need for community support. The first meeting with Scoreboard Media occurred in November, 2021. There have been many meetings and reviews regarding this agreement; we have not taken this process lightly. We wanted to make sure that everything was all set before coming to School Committee. There is no cost to the district or taxpayers. We believe we have found a good source of revenue to help us with equipment replacement. Ed is currently working with Lori Letendre on getting fiber optics out to alumni field. Lauren asked if the company could back out at anytime if they lose advertising. Teresa noted that this has not been an issue in the past. Lynn noted the contract appears to indicate that Social Media can backout. Lynn Cavicchi appreciates the concept but would like to ask more questions regarding the contract. This is a 10 year commitment and we are giving away potential fundraising without a lot of concrete answers. Ed noted that we need to have confidence in out town counsel. Lauren asked if we have a current policy. Lynn noted that we do not. Vivian Webster: Can the scoreboard advertise political, religious or social issues? Mansfield will not approve any of these. Lauren asked for further clarification on how the advertising approval process works. Do we review all ads? The contract is not clear. Lauren Scher: Do we have any idea of the energy usage or cost to the district? No, the expectation is that the board will only run during events so electricity usage is low. Teresa and Ed both noted that the current scoreboard is nearing end of life as we can no longer get parts. Motion to enter into an agreement with Scoreboard Media to install a digital scoreboard by Jenn Walsh / Lauren Scher. Roll Call: Vivian Webster aye Jenn Walsh aye Before voting Lauren had some reservations on moving forward. She feels we need additional information and should put together a list of questions. Is it time sensitive? Page 4 of 6 Approved 11-15-22 Mansfield School Committee Meeting Minutes for Tuesday, October 25, 2022 In Person & Virtual Meeting using GoToWebinar Teresa cautioned that we do not want to be too specifically restricted on advertising types that are not allowed as there could be new sensitive subjects we do not want to advertise. It is better that it is open ended and we have veto say. We can also find out about the LED lights and maintenance costs. Lynn would like a better understanding on media rights. Does sponsorship limitations include all groups within the district or just those at Alumni field? Contract is not clear on this. Jenn notes that each individual group makes money from these sponsorships. Band parents were not consulted. Jenn Walsh is not comfortable shutting down the entire effort. It looks like a great opportunity but recognizes that there are open questions. Ed doesn't feel that the questions asked should hold this up. He has reviewed this for a long time and feels that we will benefit from these advertising dollars. Teresa noted that with upcoming replacements for the turf field, track and probably scoreboard, this is a good start to meet our needs. Other fund raisers will be going on. Banners around baseball fields would not be impacted since they do not have access to this scoreboard. Lynn noted the contract appears to say that sponsorship is not allowed anywhere in the district but we discussed it is only related to alumni field and the gym. Can we use the board for non profits? Ed does not see any issue with this. The students could do this is part of their free scoreboard section. Lynn emphasizes the vague wording and the open questions that still remain. Lauren Scher asked if we can postpone the vote to November 15th. This is been worked on by the district for some time, but all of this is new to the committee and there are genuine questions. Two weeks isn't too much to ask. Can town counsel meet with us? Ed noted that the head of Scoreboard Media is already scheduled to come out on Thursday of this week. Lauren Scher NO Jenn asked if we continue to vote NO then are we shutting this down permanently or should we defer? Lynn agrees with Lauren that it is the first we are seeing this and Scoreboard Media should understand we want some clarity before signing a 10 year agreement. Can we get some answers before the next meeting? Lauren emphasized there is definite interest. The Committee then discussed how to move forward. Lynn Cavicchi has not voted yet. Jenn asked if she can withdraw the motion. Vivian noted that she would like to change her vote. Vote cannot be changed. Jenn Walsh motions to withdraw the motion and postpone it to a future date. Lauren Scher seconded. Vivian Webster Aye Jenn Walsh Aye Lauren Scher Aye Lynn Cavicchi Aye Motion carries 4 - 0. Page 5 of 6 Approved 11-15-22 Mansfield School Committee Meeting Minutes for Tuesday, October 25, 2022 In Person & Virtual Meeting using GoToWebinar Other- Items not anticipated by the Chair 48 hours prior to this meeting: None Documents Referenced: Playground needs Motion to adjourn: At 7:32 p.m., Lynn Cavicchi asked for a motion to adjourn. Motion to adjourn by Jenn Walsh / Lauren Scher Vivian Webster: Aye Lauren Scher: Aye Jenn Walsh: Aye Lynn Cavicchi: Aye Motion Carries 4-0 Respectfully Submitted, Diane Nugent, Administrative Assistant to Superintendent & School Committee Page 6 of 6