Belmont Readies For Schools Reopening As District Defends Restart Process; A Question of Whose Mandate

By Leave a Comment

Photo: The elementary schools will be open for business on April 5 … if not sooner.

Days after the state’s education set dates for reopening of elementary schools, the Belmont School District revealed on Tuesday, March 9 its plan that will allow the district’s youngest students to return to full-time in-school classes on Monday, April 6.

Created from recommendations by the Return to In-Person Learning Working Group, the blueprint will provide an educational experience for children in Kindergarten to 4th grade lacking since exactly a year ago this week.

“Our administrators and administrative team at the central office have been working hard on this for over a month and a half and we’re glad we are making progress … and to let our families know that as we try to finish this year as strong as possible, that we are prepared to have a goal of opening [schools] in-person learning next year,” said John Phelan, superintendent of Belmont District Schools as he presented the plan to the School Committee at its regularly scheduled Tuesday meeting.

The new plan was being developed by the Working Group when the state’s Department of Elementary and Secondary Education (DESE) which oversees public education in Massachusetts, issued an edict requiring districts to replace their hybrid systems in elementary schools with full-day in-school classes.

The plan for in-person schooling at the town’s four elementary schools has been discussed for the past two weeks by the working group, school committee and district with the final recommendations released Tuesday:

  • Students in school 5 days/week with the same timing as our pre-Covid school schedule;
  • Offer academics, specials (art, physical education), lunch, and snacks as part of the school day. Lunch and some electives classes will be made possible by setting up large wedding tents at each elementary school and a pair at the Chenery Middle and Belmont High schools.
  • Include specialized instruction for students with disabilities and students who are English learners; 
  • Provide bus transportation to all student in accordance with DESE guidance;
  • Implement classroom capacity, individual distancing, and quarantining requirements from CDC and DESE guidance.

Parents who’ll choose to have their children attend classes remotely will also attend school five days per week. Yet one “trade-off” of moving to a full-time school day will be the end of live streaming that allowed for in-class and at-home students to learn together. This will likely require many remote students to “loss” their current teachers who will transition to in-class teaching, replaced by remote-only educators.

“These are some of the challenges that we are facing in order to be able to provide these two learning models,” said Phelan.

Parents were sent a survey last week on which learning model they would choose for their students which will, in turn, determine how many teachers would be in the classroom and those teaching online.

More specific information on in-school elementary education can be found in the form of a PowerPoint presentation at the Belmont Public School website which was presented at the Tuesday School Committee meeting.

You can see the March 9 Belmont School Committee meeting at Belmont Media Center here.

Phelan noted DESE is requiring middle schools to follow the elementary schools in full-time in-school learning by April 28. And even though the state has not made any time certain for high school students, Phelan said the Working Group will be moving forward on recommendations for reopening the middle and high school.

Tuesday also provided an opportunity for Phelan to defend the district and school committee’s deliberative approach to reopening the schools to the criticism from many residents who felt the superintendent and committee members were ignoring physical data compiled by parents indicating students could have safely returned to classrooms earlier in the school year.

“Why in person now versus earlier in the school year than in the winter,” Phelan asked as he spoke of the success of the Return to In-Person Learning Working Group in formulating the recommendations using data and information gathered internally. The superintendent pointed out that the following guidance from the United States Centers for Disease Control and Prevention (CDC) that only within the past few weeks had it become the optimum time “about bringing more students back to schools.”

“But back in February and January, that was not the case,” he said.

Whose mandate is it anyways?

In a sidebar to the meeting, a question of who has the mandate to speak for educating Belmont students could preview issues facing the Belmont School Committee after Town Election when new members come on board.

Committee member Mike Crowley chided the emergency mandate from DESE Commissioner (and Belmont High alum) Jeffrey Riley directing children back in the classroom either absent of any guidance on a number of issues including the social distancing for unmasked activities and conflicts with union bargaining agreements or “that “DESE guidance seems to be updated about every five minutes,” said Andrea Prestwich, school committee chair.

“I do not like that DESE has usurped the authority of the school committee to make decisions about these planning efforts. This is work that we asked for,” said Crowley, a sentiment seconded by Prestwich, saying she was “holding my tongue about my feelings about DESE, but you did say it nicely.”

Crowley’s statement is hardly a lone voice in the wilderness as many school committees, teacher unions and associations came out to pan Riley’s seeming overreach into local governance. Phelan joined a large group of nearby superintendents in signing a letter asking DESE to work with school districts to come up with a more concrete plan for a return to school, including joining the effort to vaccinate school staff.

While current members were expressing disappointment with the state, School Committee candidate Jamal Saeh, whose run for office is fueled by a growing populism among a segment of the community critical of what they perceive as unwarranted delays in reopening schools, wasted little time in castigating Crowley for his critical take on the state’s intrusion in the running of local government.

“When I hear a school committee member say that DESE usurped the authority of the school committee, I feel compelled to amplify the voice of those parents’ opinion of the school committee [that it] is not the mandate of the community,” said Saeh.

Saeh’s apparently offhand comment was interesting in so much that an elected school board, by state law, was provided a mandate by voters to run the municipality’s schools including managing its own budget, independent hiring practices, and creating policies on how to educate its students.

Breaking: Belmont Preparing For April Return Of Full-Time In-Person Classes For Elementary Students

By Leave a Comment

Photo: Belmont will offer full-time learning for K-5 in April

The Belmont School District will announce next month two learning options for its youngest students one of which will be full-time, in-person learning beginning in April, according to a press release from Belmont Superintendent John Phelan released on Friday, Feb. 26.

The statement marks the first time the district has announced it would move to all-day in-person learning during the current school year.

Yet still to be answered as the district heads to a return of “normal” school days are issues that have existed since the summer: the existing space limitations at the four elementary schools and the need to negotiate all changes of staffing levels and scheduling with the teachers union.

The impetus for the move came as the state is forcing Belmont’s – and many other school districts – hand when Department of Elementary and Secondary Education (DESE) Commissioner Jeff Riley announced Tuesday, Feb. 23 he will ask the DESE Board to vote on March 22 on giving him the authority to eliminate all hybrid learning options in the elementary grades statewide.

Belmont is currently working in separate hybrid programs for elementary, middle and high schools.

“With COVID cases and hospitalizations continuing to decline and vaccines well underway, it is time to set our sights on eliminating remote learning by April, starting with elementary schools,” said Gov. Charlie Baker at a news conference on Tuesday.

If the board OKs the authorization, Phelan said Riley will then direct districts to provide elementary school students with one of two learning models: full in-person or a return to or continuation of remote learning. 

Riley said his goal is to require all districts starting on Monday, April 5 to have an in-person, full-time option for students in kindergarten through 5th grade.

In his response to Riley’s announcement, Phelan said Belmont is ahead of where the state stands in moving towards in-person reopening for all students, pointing to the recently formed Return to In-Person Learning Working Group (RIPLWG) with its “goal of providing more in-school time for students who want it.”

“Because Commissioner Riley’s goal of increasing live instructional time for students is very much in line with our own goals, we will not wait until March 22 to begin the important work of considering the implications of this change,” said Phelan.

“We will continue to plan thoughtfully and thoroughly so that we are ready to adjust to any changes that may be mandated,” said Phelan. “We await the Commissioner’s plan and updated guidance to ensure our work is directed toward the intended goal.”

As soon as the district gets a clearer picture of what the two models will look like in Belmont, it will survey families “so you can make an informed decision” on which plan to accept. The survey will also be determining staffing levels in the schools and remote.

“It is important that families have a full picture of what either model will be before committing,” said Phelan.

That process begins next week as “[w]e intend to be very public and transparent about our work, and will share all of the materials and data we are using with the entire community,” said Phelan. Those resources will include classroom enrollment data, room capacity measurements, and other information, most of which can be found on the Return to In-Person Learning webpage.

Phelan said the next communication with the community will be on Tuesday, March 1, after the next RIPLWG meeting.

“There will be many details to come in the weeks to follow that we will need to discuss and operationalize for this next step to take place successfully,” said Phelan.

But there remain several questions that have been left unanswered. The first that has plagued the district is the lack of space in the four elementary schools to provide 6-feet social distancing to allow the full capacity of students to attend. There is also the issue of incorporating one grade at the Chenery Middle School into the full-time schedule. Along with expected expenses is the knowledge that all significant changes the district will need to put forth to accomplish the mandate are required to take to collective bargaining with the Belmont Education Association, the local teachers union. It is not known if Riley has the ability to waive state labor laws when he sets forth his agenda.

At this time, Phelan said he is moving towards the goal of in-class learning.

“The Belmont Public Schools is committed to more in-person learning for students, whether the mandate is handed down or not. We will continue working to provide greater in-school time to those students who want it, while also maintaining a remote option,” said Phelan.

“We will do this work as we always do: thoroughly, thoughtfully, and in conjunction with all stakeholders – students, families, and educators,” said Phelan.

With The Pressure On, School District Introduces Group To Lead Belmont Back To In-Person Learning

By Leave a Comment

Photo: A working group has been created to facilitate to return students back to school full time.

With pressure increasing to bring back students to the classroom, the Belmont Schools District announced this week the formation of a working group whose charge is to create a roadmap to quickly reopen the district to in-school learning.

“It is our full intention. as a district, to identify the challenges and … to see where we can look for opportunities and also anticipate some updated guidance,” said Belmont Superintendent John Phelan before the Belmont School Committee on Tuesday, Feb. 2 as he introduced the “Return to In-Person Learning Group” which will hold its first meeting on Monday, Feb. 22.

The district is running under a hybrid school day which provides a limited amount of in-school instruction.

Unlike past committees and groups that produced a final summery that “lies gathering dust,” Phelan said this group is committed to producing “rolling recommendations” where breakthroughs and solutions can be rapidly implemented.

“This committee is really charged with identifying those challenges and giving us a roadmap for when those challenges [become] opportunities … and how we can move forward,” he said.

The new working group, introduced by Phelan on Jan. 19, is established just as the district and school committee is feeling the pushback from national and state governments and local groups and residents to find some way to put kids back in schools full-time, which hasn’t occurred since mid-March of last year.

The day after the superintendent’s announcement, newly-appointed Centers for Disease Control and Prevention Director Rochelle Walensky said “[t]here is increasing data to suggest that schools can safely reopen” without the need for teachers to be vaccinated. She also said schools would need to meet a myriad of safety protocols – masks, distancing, ventilation and surveillance testing – to open safely.

Massachusetts Gov. Charlie Baker has been advocating for the return of in-person learning whether it is hybrid or full time instruction since the school year began in September, providing incentives such as testing . Locally, the frustration of parents on the slow roll out in September of the hybrid plan and no indication of a date certain for person to person instruction has led some to run for the two school committee seats

The district is also feeling the push from the local teachers union. While silent throughout the COVID crisis, it is clear the Belmont Education Association has emphasized safety of its members during the nearly-year long pandemic.

The state union, the Massachusetts Teachers Association has asked been adamant that districts wait until all teachers are vaccines before educators back into classrooms.

On Tuesday, the School Committee voted to join a letter signed by 42 superintendents and 23 union presidents endorsing the calling for teachers to be given preference in receiving the COVID-19 vaccine. Currently, Massachusetts teachers are part of the third group in Phase 2 of the state’s vaccine timeline which start later in February.

“In order to do our jobs at the level desired by [the state], the professionals working in our field should be vaccinated as quickly as possible so they can continue to work with the children they come in contact daily,” said Prestwich reading from the letter.

The working group will be led by independent veteran educators with connections to the Harvard Graduate School of Education; Michelle Rinehart and Dr. Drew Echelson,

“The purpose … for this working group is to develop specific and actionable tools that will support Belmont public schools in determining when and how to bring more students back to in-person learning,” said Rinehart.

The group’s charge is three fold: Discover the conditions which will allow the schools to increase the level of in-person learning, determine the current conditions and what are the “roadblocks” impeding students return to the classroom and finally submit draft rolling recommendations to the superintendent that will outline the path to person-to-person learning.

The working group will be divided into subgroups which will focus on critical areas for a safe return such as social distancing, vaccination, testing, classroom capacity, PPE and health supplies and transmission rates.

The working group will also pay attention to changes in and emerging guidance and regulations from national and state government entities – the CDC, the Massachusetts departments of Elementary and Secondary Education and of Public Health – on opening schools, follow COVID cases and trends as well as focusing on possible additional funding available from the Biden administration which will be in line with his initiative of ramping up the opening of a majority of K-8 schools in the first 100 days of the Biden presidency.

The group will be one of the largest in town history: 27 members – represented by teachers, students, residents, health officials and the school committee – meeting weekly with biweekly public gatherings to provide updates and receive feedback and insight from the public and other stakeholders. The members will be selected Feb. 9.

Phelan sees the working group laboring through February and March with its final recommendations submitted to him by late March/Early April.

“There’s going to be a lot of work to do with the context of the work ever changing,” Phelan said on Jan. 19.

School Committee OKs 2021-2022 Calendar; Late Start on Sept. 9 Due To Construction, Religious Concerns

By Leave a Comment

Photo: The calendar for the 2021-22 school year

It will be a later start than anticipated for the next school year as the Belmont School Committee unanimously approved the 2021-2022 school calendar, one which nearly all in the committee and district is hoping is a return to “normal.”

The delay of more than a week in the start date for the nearly 4,800 students is due to a pair of events; the opening of the high school wing of the new Belmont Middle and High School and observance of a Jewish High Holiday.

While existing district policy calls for the school year to start the Wednesday before the holiday when Labor Day occurs later than Sept. 3, Superintendent John Phelan told the committee the first day of classroom study for students – COVID variants pending – will move from Sept. 1 to Sept. 8, as “we need to consider starting after Labor Day for the construction project.”

The committee also voted unanimously to push the start back an extra day to Thursday, Sept. 9 in deference to the final day of Rosh Hosannah, the Jewish New Year. The vote runs counter to School Committee policy passed in 2016 after a contentious debate to no longer celebrate Christian and Jewish religious observances as official district holidays.

But Committee member Amy Checkoway, who sought the extra day delay, the holiday comes on the important first day of school in what she hopes is “a normal-ish year.”

Committee Chair Andrea Prestwich noted that the collision of one of the “most important Jewish holidays” and the opening of the school year creates “a perfect storm” of competing pressures on many families in Belmont.

While she supported the existing language not to favor religions over others on the calendar, Prestwich said she changed her mind because it is the very first day of school. Taking time off on that day would be more disruptive than any other day of the year, she said.

Committee member Michael Crowley said because a significant number of teachers and students when they all are needed to be in the classroom.

“It’s just not the best choice for a first day of school,” said Crowley, one of the five votes in favor of starting schools two days further down the calendar.

Highlights of the ’21-’22 calendar are:

  • The start of school for grades 1-12 takes place on Thursday, Sept. 9 with kindergarten half days on Friday, Sept. 10 and Monday, Sept. 13.
  • Winter recess will begin on Friday, Dec. 24 with a return to school on Jan. 3, 2022.
  • The week long February recess will take place the week of Feb. 21 and
  • Spring recess April 18 – 22
  • The last day (which includes the five snow days) will be tentatively Monday, June 27.

Emergency Parking Ban Starts At 6 PM; No School Tuesday; Trash Pickup Delayed One Day

By Leave a Comment

Photo:

Town officials have announced a snow emergency parking ban on all roadways, municipal parking lots and Belmont Public School parking lots, effective at 6 p.m. Monday, Feb. 1 and will continue into Tuesday, February 2, 2021 until further notice.  All vehicles parked in violation of the ban will be towed at the owner’s expense.

The Belmont School District has also announced there will be no school Tuesday, Feb. 2, due to the impending snow storm. Please know that all classes, hybrid and remote-only, are cancelled.

All scheduled public meetings scheduled for tonight will be held virtually. 

There will be no trash pickup on Tuesday, Feb. 2.  The trash, recycling and yard waste pickup schedule will be delayed by a day through the end of the week.

Belmont Schools Name Ruane Interim Athletic Director

By Leave a Comment

Photo: Matt Ruane

Matthew Ruane, a Belmont High School counselor and assistant baseball coach, was named Belmont Schools interim athletic director for the next four months on Friday, Dec. 4. Ruane will fill in until the first week in March for long-time AD and Director of Physical Education Jim Davis who is expected to return at that time. Belmont Superintendent John Phelan did not provide a reason for Davis’ temporary departure.

Ruane will be responsible for managing the athletic department during the Winter Sports season and what is being called Fall II beginning in February during which football is to take place. He will be facing sports which will be playing a limited schedule and possibly without spectators due to the COVID-19 pandemic, all the while promoting participation and the health and safety of students.

While Davis is away, his physical education duties will be split between three “lead” teachers.

  • Ted Trodden: elementary students
  • Dena Cocchiola: Chenery Middle School
  • Stacie Marino: Belmont High School

Before Davis left, he took care of the team’s schedules, transportation needs, and gym registrations.

Ruane is no stranger to Belmont High athletics. As a student (Class of 2007), Ruane was named Boston Globe Division 2 Baseball Player of the Year (going 7-0 as a pitcher and batting .521 to lead the Marauders to a sectional title) and was named a Middlesex League’s first-team all-star at quarterback. He played baseball for four years at Bowdoin College compiling a .324 average with 12 home runs.

Ruane has been a high school counselor in Belmont since April 2016. He holds a Master of Education from Cambridge College and earned an economics degree from Bowdoin.

Breaking: Belmont Schools Return To Remote Learning For The Week After Thanksgiving

By Leave a Comment

Photo: Belmont School District headquarters on Pleasant Street.

Saying the Belmont School District was “making a decision regarding the safety of students, educators, and families,” Belmont Schools Superintendent John Phelan announced that all Belmont students will transition to the remote schedule for the week following Thanksgiving, Nov. 30 to Dec. 4.

“It is not a decision we take lightly,” said Phelan. “While we wish we did not have to make a decision, we are confident it is the safest choice during this time of increasing transmission rates, nationally, state-wide, and locally.”

Elementary and Middle School pupils will revert back to the remote plan from their current hybrid schedule and the introduction of the hybrid model for Belmont High School students scheduled for this week will be delayed.

Pre-K and LABBB will remain in-person for the week. Transportation for those programs will continue as regularly scheduled.

In an email to the Belmont community, Phelan noted the decision was based on six factors relating to the safety of students, educators and families.

“The decision for any school district cannot hinge on a single factor, but rather on a consideration of all factors taken together,” said Phelan.

Those factors include:

  1. Communication with families regarding their travel and hosting plans.
  2. Analyzing our staffing data to get a sense of educators’ travel and hosting plans.
  3. Coordinating with available substitutes.
  4. Seeking the advice of the Belmont Health Department
  5. Networking with other superintendents in the Middlesex League athletic league
  6. Discussing this topic publicly at our Nov. 24 School Committee meeting

“It is our hope that by being proactive and strategic in the short-term we will avoid difficulty in the long-term,” said Phelan.

Rink Sinks: New Skating Facility Proposal ‘Not Economically Viable’

By 3 Comments

Photo: The Skip has opened for the season.

On the day the town opened the 40-year-old plus Viglirolo Skating Rink for the season, the Select Board heard that a long sought after replacement for the current dilapidated facility came to a close after the only candidate to reply to the ambitious proposal could not make the project financially feasible.

“I wish I had better news to report,” said Tom Caputo who was the Select Board’s liaison to the town’s effort to create a one-and-a-half ice sheet rink to the west of the current facility known as the “Skip.”

“But the consensus of the group [of town and school officials] who worked on this is we don’t have an economically viable public/private partnership at this point,” said Caputo during the board’s ultramarathon of a meeting [four hours and 26 minutes] held Monday, Nov. 9

This comes as Recreation Department personnel who run the rink state that it is only a matter of time before a catastrophic mechanical failure involving the pipes and compressors – some original underground equipment from the 1970s that are no longer being manufactured – will require the facility to be closed for good.

“It’s running. That’s the key every year, we just hope it gets up and going,” said Recreation Director and Assistant Town Administrator Jon Marshall.

“But in the near future, we’re not going to be lucky. That’s the challenge,” said Marshal.

First proposed in September 2015, a long sought-after new rink was envisioned to be private/public partnership in which the school department would lease a portion of its land west of Harris Field to a private developer/rink manager at not cost for at least 25 years. In exchange, the Belmont High ice hockey teams would practice and hold games for free as well as allow for free recreational skating while the rink manager would rent the space to hockey leagues and private functions.

A detailed request for proposal was developed with input from the school committee and district, the town and neighbors during at times laborious negotiations. While there was some interest in the proposal, only one team headed by Belmont Youth Hockey put their hat in the ring to move to more substantial discussions with the town.

A tall order that failed

According to Caputo, what doomed the talks directed at replacing the ancient rink was how the RFP “was pretty highly constrained” to the developer. Not only was the town seeking for them to fund, construct and operate a multi-sheet facility, it required more than 100 parking spaces that would be linked to the high school and construct three high school playing and practice fields while providing aforementioned free playing and game time for varsity and junior varsity teams.

“That was a tall order, to say the least,” acknowledged Caputo.

While the two sides negotiated over the summer and resolved many conflicts facing the proposal, at the end of the day, the Youth Hockey team could not made their proposal work financially if it had to meet the space requirements in the RFP, especially the parking component, as well as providing a large chunk of no cost ice time to the school department.

“We just could not come up with an economically viable project that would work for the applicate that they could get funded and be confident to make payments on,” said Caputo. In fact, the town believes as currently written, the RFP as outlined and as constrained is such that there is not a viable project that will work.

Under the column titled Next Steps, Caputo said there is interest in adjusting the long list of town requirements for the project and modify the RFP.

“This is not unusual … to have a couple of rounds with the RFP before you get it right,” said Caputo. “There is creative ideas around parking and maybe not have free access to ice time that can be explored.”

But Caputo admitted that some of those creative adjustments that are “kicking around” is that “they are so far from the RFP that was created that they are probably outside the bounds of what we can reasonably negotiate.”

In addition, Marshall has begun the first steps in better understanding what it would take to renovate or rebuild the current location.

Select Board Member Adam Dash said that many of the required changes needed in the RFP to spark interest from a private developer would be “no gos” on the town side as the RFP required a great deal of negotiations with the school district and residents.

Dash also derided any thoughts of refurbishing the “Skip,” describing it as a “disaster.”

“What would it cost to build a one sheet of ice rink? God knows when we could get the money to do it,” said Dash. “This one is gonna die probably before we can get there. It’s not a good situation.”

As COVID Spikes In State, Belmont Remains In The ‘Green’; Four New School Cases In Past Week

By 1 Comment

Photo: Belmont stays on the safe side of the COVID-19 surge.

As the corona virus spikes for the third time across the nation, Belmont has seen the rate of COVID-19 infection over the past two weeks relatively steady as the community remains one of the few to retain a “green” designation from the state’s Department of Public Health.

Based on the average daily cases per 100,000 residents, each city or town is designated a color to indicate if they are a community with a higher risk (red), moderate risk (yellow), or lower risk (green).

The color map from the MDPH as of Oct. 21.

As of Wednesday, Oct. 21, Belmont’s average daily incidence rate per 100,000 was at 2.9. While that is slightly higher over the previous two weeks, Belmont remains in the “green” catagory reserved for municipalities with less than 4 cases per 100,000. The town has reported 11 new cases since Oct. 7 for a total case count of 282.

The total number of deaths caused by COVID-19 continues to hold steady at 60 with the last reported death in late May.

Statewide, the daily incidence rate has soared to 9.2 per 100,000 with nearly 9,000 new cases confirmed in the past fortnight. Many cities and towns close to Belmont has seen their average daily incidence rates skyrocket with neighboring Waltham reporting a rate of 13.9 as 130 positive cases in the past 14 days.

Belmont’s Health Department Director Wesley Chin told the Belmont Select Board that his department is advising all residents to continue to social distance and when out in public to wear a face mask that covers the mouth and nose and which has ear loops.

“We strongly discourage the use of neck gaiters and bandanas,” said Chin as they don’t stop virus filled droplets from escaping into the air and, in fact, the fabric appear to turn large droplets into smaller ones creating aerosols that can build up over time infecting an entire room or indoor space.

Four additional positive cases at the Chenery

Two seperate cases – reported on Oct. 15 and Oct. 19 – of a pair of positive COVID-19 cases at the Chenery Middle School were confirmed by the town’s Health Department.

The Belmont School District has now confirmed seven positive cases at three schools since early September: Winn Brook Elementary (1), Chenery Middle School (5) and Belmont High School (1).

Of the two individuals – either students or staff members – confirmed to have the virus on Oct. 19, both were in close contact with one of the positive cases reported on Oct. 15. The classroom which all the individuals were located has been closed and all students and staff who also used the room are now working and learning remotely.

In regards to one of the positive cases reported on Oct. 15, it was in close contact with a previously reported case identified on Oct. 14. The second positive case on Oct. 15 was independent of all other cases.

Air Flow Data ‘Discrepancies’ Sends Belmont Schools Back To Remote Learning

By 1 Comment

Photo: Descrepancies in an Excel spreadsheet caused Belmont schools to go remote this week

A critical report used to determine the safety of Belmont school buildings to reopen during the coronavirus pandemic was revealed this week to be riddled with miscalculations forcing the School District to shut down in-school hybrid learning for kindergarteners and elementary students and delay the start of the hybrid model for middle and high school students.

According to an email after the Tuesday, Oct. 20 School Committee meeting, Belmont Superintendent John Phelan announced that grades “PreK to 12 will remain home and pivot back to remote learning on Wednesday, Oct. 21 through Friday, Oct 23.”

During the three-day closure, the town’s Facilities Department will be “reallocating and reprogramming” as well as increasing the number of air exchange equipment so rooms will meet the minimum air flow standards set by the Harvard T.H. Chan School of Public Health to allow learning to safely take place, said Phelan.

Phelan said he will issue a progress report to the community at noon, Friday, Oct. 23. “We do not anticipate this pivot to remote learning will be extended past this week,” said Phelan.

The closure of Belmont schools has delayed the start of hybrid classes at the Chenery Middle School that was scheduled to start on Oct. 22. The start of the hybrid model for Belmont High School has been halted indefinately due to a vote of the School Committee later in the meeting.

Early in the summer when standards were being discussed during the creation of the four phased , air exchange was one of the pillars of the safety protocal – along with community level of COVID-19 infection determined by state data – the district would use to determine when to move from remote learning to hybrid and finally in-class instruction.

Initial airflow data collected and calculated in September by Bala Consulting Engineers – hired this summer to inform the Belmont School District on the air exchange rate in the district’s six school buildings – found that the majority of rooms had passed the standards set by the Chan School and guidelines from the state’s Department of Elementary and Secondary Education.

Steven Dorrance, director of facilities in Belmont, said Bala was hired by Belmont “on a rather urgent basis” in August when they were asked to produce air exchange assessments “under a very, very short time frame.”

An explanation of air exchange rate and how to calculate it from the Harvard T. H. Chan School can be found here.

With preliminary data in hand “which we believed in good faith was representative, accurate and through,” the decision was made to move forward in placing students in classrooms which were equiped with “wonderful air purification technology.”

But when a more detailed data report was released this week and reveiwed by school principals and the town, “we had some surprises,” said Dorrance, noting “discrepancies” between the first and second groups of figures.

Keith Parta, the mechanical department manager in Bala’s Boston office, acknowledged there were differences between the two data sets. Digging deeper into the numbers, Parta discovered there was a “cell problem in the Excel” referring to the Microsoft spreadsheet software, “and it was entirely on us.”

While calculating the air exchange rate is fairly easy to do – there are online air change calculators – Parta said the error resulted during the process of “layering in additional mitigation strategies” into the data cells. Those mitigation actions included changes to the air flow rate by, for example, opening a window three inches. This required introducing a multiplier to the data cell to calculate the new rate.

“I don’t believe we got the multiplier correct for the windows,” said Parta. With layers of incorrect mitigation data, the calculation for the number of fan filters required for each room to generate the correct air flow was flawed.

“It’s very easy for even a seasoned veteran to … look at [a spreadsheet] and say ‘hey, this data set looks consistant but upon further review you have to say to yourself with that inner voice … something is wrong here,” said Parta.

The error likely occurred during what Parta called his firm’s “mad dash” as it was conducting testing at 62 school districts during August. Just in analyzing the Belmont district, “there are hundreds if not thousands of cells” that need to be inputed.

In addition, Parta said a “major misstep” was what he discribed as neglecting to perform a “scrub” in which Bala and the town would review seperately the results before meeting for a combined appraisal of the data.

Saying that he has made a 1,000 mistakes in his lifetime, “the more important thing is that we catch [the mistake], we fix it and we move on because that is the only way we can proceed,” Parta said.

The result of the new data is “there are some rooms that clearly have to come offline because we really don’t have any incoming or free air to work with,” said Dorrance, with other rooms that will need to be “flagged” such as “tiny” interior rooms with just one door to obtain pass through air.

Andrea Prestwich, the school committee’s chair, noted that those newly identified rooms are not classrooms or spaces that children are taught.

Because there continues to be “some concerns about the report” the third district-wide analysis will be conducted over the three day shut down. Parta said there should be only minor improvements with the third reports over that of the second. Dorrance said the town’s confidence level in the coming “final” report will be at “110 percent” when it is released in a subsequant meeting.

“As we move through this process to continue to provide a safe environment for all students and staff, we thank you for patience for this unexpected schedule change. We understand the impact these changes have on families, work schedules, and childcare, and we regret the inconvenience,” said Phelan.