Board Work Session Agenda/Minutes 11-3-14

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November 3, 2014 Board Work Session
Board Room, 7:00 p.m.
131 W. Nittany Avenue
State College, PA 16801


I.     Call to Order

II.   District Goal Category: Facilities
         High School Project
            A. State High Project 30% Review
                  30% Comments (attachment II-A1)
                  30% Budget Review (attachment II-A2)
            B. PlanCon A and PlanCon B Review (attachment II-B)
            C. District Wide Feasibility Study Review (attachment II-C)
     
III.  Public Comment

IV.  Adjournment
Minutes

I. CALL TO ORDER AND PLEDGE OF ALLEGIANCE

Ms. Fishbaine called the Board Work Session of the State College Area School District Board of Directors to order at 7:01 p.m. She welcomed all attending and those viewing from home. She announced the Board held an executive session October 27, 2014 legal, student discipline, negotiations and personnel matters. Ms. Fishbaine noted that under the Reviews on the agenda, Budget would be done before the Comments. With the agenda before them, Ms. Fishbaine asked board members for any changes, there were no other changes.

A copy of all materials distributed to board members for discussion and/or action is included with the official minutes, unless otherwise indicated.

Board members present: Amber Concepcion, Penni Fishbaine, Scott Fozard, David Hutchinson, Jim Leous, Ann McGlaughlin, Jim Pawelczyk, Dorothea Stahl, Laurel Zydney

Board members absent:

Board Secretary: Mary Jenn Dorman

Solicitor: Scott Etter (arrived at 8:15 p.m.)

Superintendent: Robert O’Donnell

District Personnel: Sara Brennen, Randy Brown, Scott DeShong, Ed Poprik

Guests: John Beddia, Rich Fitzgerald, Matt Harlow, Eric Huth, Dan Kiefer, Kevin Nester, Jeff Straub, Paul Taylor

II. District Goal Category: Facilities

State High Project 30% Review

-Budget

Mr. Poprik noted they would begin with the 30% Budget Review. They have very little in presentation materials and a brief overview. They want comments, concerns, and questions from board members and hope to address all questions asked. Mr. Poprik introduced the team: John Beddia - CRA, Dan Kiefer - Massaro, Jeff Straub - CRA, Eric Huth, Matt Harlow  -ELA Group, Paul Taylor - CRA, and Kevin Nester – Massaro.

Mr. Kiefer spoke on the collaborative process receiving the drawings from CRA, because of requirements, they broke down everything to new and renovation, did sites, and then met Friday at ELA office, saw CRA estimate for the first time finding inconsistencies in both estimates, did modifications on both sides, and Massaro is approximately 7% higher than CRA. He explained contingencies that were included and noted how happy they were the results are this close. It is a positive sign. Total cost of the project is to be $115 million and their estimate includes hard costs, soft costs, and items in DCED. CRA is .74% over cost and Massaro estimate is 6.35% over cost but feels they are on budget for this phase. He noted that Delta Middle Level is not included in the estimate, actually there are three program space alternatives:

Middle Level Delta -they will need direction on this

A Construction Arena -could remain an alternate all the way through to bid day

Gymnasium Equipment -could remain an alternate all the way through to bid day

Board members discussed: $6.5 million for Middle Level Delta, a place that breaks it down, any savings since it is already on a site, alternate is for new construction only, 30% will be refined, Middle Level Delta really needs direction by next Monday, and an additional 32,000 sq. ft.

Mr. Straub spoke on PlanCon Part A and the complexity to project with the Middle Level, now it is considered and elementary, middle school, and high school due to grades 5, 6-8, and 9-12. Instead of grades 9-12 high school, it is grades 5 -12 project, which is a different picture. Board members discussed: data on Delta high school site, operating costs, Middle School being in Panorama Village, increasing cost of overall project, need to decide for here or somewhere else, project heading toward $130 million, need to look at financing, identified three alternates, the number of gymnasiums, need to understand how we fund this, CTC and construction arena, the gymnasium on the end, without the gymnasium, more students would need to cross the street, said students would not need to cross the street, only pool was programmatic and now Phys Ed also, add alternate, do not want to have students crossing the street, sees value in the CTC construction arena, seeking private support is not out of the realm, more than twice the space for Delta, need to think about putting Middle Level somewhere else instead of on a high school campus, fundraising for alternates should be considered, need to have a conversation about the Middle Level Delta. Dr. O’Donnell added: The Middle Level and High School Delta shares staff, not updating Panorama Village for students but administrative office space for support staff and special education, 120 students in grades 9- 12, 120 students for Middle Level but currently 80 students, and looking at both being in line with each other. Further discussion on: The Delta wing being designed for 340 students, the scope could be refined at 60%, the program approved for the South building, cafeteria at North for the satellite food service, need a lot of clarification for Delta in a week, building is larger than it should be compared to growth, decision was never made to double the program, and making a decision for Delta by November 10 meeting. Mr. Poprik noted the issue - Delta Middle Level in High School and being the proper location and proper size. He explained how this impacts PlanCon:

PlanCon A

-project things can change

-could pull off further down the line

Two discussions: 1) Delta at the location, and 2) Put scope in and pull back a little

In the next month, more information could be provided

PlanCon is scheduled for November 17

Need a Yes or No from Board November 10, then more program discussion at future meetings

Dr. O’Donnell added that it does need sized correctly and there is a second floor on the building at this time. Just need to know if it is/is not in for this submission and one month from now, revisit the decision with intensive study from administration. Panorama Village has gone in a different direction and there is not a“somewhere else” to house Delta Middle Level. Dr. Downs is the principal of both and would be hard to pull apart, reasonable approach for Middle Level and High School Delta being combined, submission to PDE, spaces are included, budget as a benchmark right now, next submission would be PlanCon D

-Financial, if it is taken off now, it remains off, need another month to talk about, needs to see data where students are coming from, CS and LE are approximately 32,00 sq. ft., will be doing master planning, the operational cost with program at two different buildings, need some sense of net costs vs. the gross costs, one decision makes another renovation decision, majority of students take one or two classes on the South side, a decision to carry on through PlanCon A, take draft PlanCon document with the Middle Level Delta included, have an open process over the coming month(s) to see if it should move forward, the arena is a potential add on, need to have more apples to apples on site, at 60% that can be done, and at 30%, all are just getting to know each other

-Comments

Mr. Poprik explained that what they have is completely unedited and noted the categories the comments were divided into:

Board Direction Yes/No -19 items -the two page document

Team Acknowledgements -to be looked at for 60%

Questions - only answers needed and will get back to these people -FAQ Document

Items that are Open

NA -Not necessarily building design but building operations questions/comments 

Mr. Poprik and board members reviewed each of the 19 items on the two-page document. Here is the outcome: Numbers 3, 14, 15, 16 –Yes, Numbers 1, 7, 9,13,19 –No, Numbers 2, 4, 5, 6, 8, 10, 11, 17 –Open. Number 12 is included, and Number 18- disliked fencing.

Board members discussed: The distance students travel, a covered walkway, a structural issue with the roof and could upgrade structure, a possible board room there, the issue with C-NET and number of live feeds in a municipality, student amphitheater, day lighting and LED lighting, the challenge of floor to floor height, phasing and same amount of parking, community uses our space and modifications for continued use, spoke about symphony, not cutting down the auditorium space, lockers, green roof on South building, and flooring in the commons area.

Board members took a break from 10:05 -10:15 p.m. Ms. Stahl left the meeting at 10:10 p.m.

III. PlanCon A and PlanCon B Review

Mr. Straub explained that PlanCon Part A is the paperwork justification for the project and it is submitted with PlanCon B, which are drawings. They spoke with PDE formally earlier this afternoon  about the project and explained that A and B are together, PlanCon C is the site acquisition, and  PlanCon D is the financial component  - around 60%. A09 - 10 refers to Delta and the reimbursement for the project, the Department is in agreement with the project, A11 - 18 justifies the square footage based on the current plans, explained the breakdown of square footage for reimbursement  maximizing building student capacity  - classroom holds 25 students, every seat is accounted for  every period of the day, and reviewed A08  - 66 classroom places. Board members discussed: Delta North side, average of 20 students/classroom, FTE means full-time equivalent and tied to the reimbursement number, Delta being elementary and middle level  and how it affects reimbursement, 9 - 12 building vs. 5 - 12 building, looking at ratio, and A20  - the  state’s analysis of the educational program and size of building with scheduled area.

IV. District Wide Feasibility Study Review

Mr. Taylor noted that the study was particular to PDE requirements, he adjusted some of the issues mentioned, provided rationale for administrative functions, spoke on HEARTS and STRIDES having a home, and addressed where a board room might go needing tech rich  environment, being double sized, and needing technical logistics of C - NET. It is a large document approaching 600 pages. Mr. Straub added that a Referendum project is very unusual and a conservative approach was recommended. He spoke on Referendum past related to Act 34, but with Delta, an Act 34 might be needed.  Board members discussed: would like to make and attempt that no student goes through a renovation more than once, need to do best service to our students, make a part of the planning process, three issue s to develop clarity on: 1) Future elementary projects and redistricting, 2) Where do we put administration and grouping, and 3) What do we do to downtown campus to benefit student athletes? We will need to have a discussion for redistricting, focusing on Panorama Village and vacating functions of downtown campus by 2018, and do not know what we are doing with these buildings. Things need to be done to move the district along, starting DWFMP Fall of 2015, and having conversations to lead us into this.

V. Action Items for November 10, 2014 Board Meeting

Board accept the 30% High School Project Documents

Approve PlanCon A and B Submission to PDE - the document is really for the High School Project and board member added to think seriously where decision points need to be made and make decisions at the right time.

VI.  ADJOURNMENT

Mr. Leous moved and Ms. Concepcion seconded to adjourn the work session. Ms. Fishbaine adjourned the work session at 10:49 p.m.

Submitted by,

Mary Jenn Dorman
Board Secretary