Facilities and Grounds Committee Meeting Agenda/Notes 4-11-18

All attachments in pdf


April 11, 2018 Board Facilities and Grounds Committee Meeting
11:30 a.m. - Meeting Room A
Panorama Village Administrative Center
240 Villa Crest Drive
State College, PA  16801

I.       Call to Order

II.      Elect Committee Chair

III.    Elementary Projects  (attachment 1) (attachment 2)
                 Process for material and graphics selections  - Crabtree Rohrbaugh
                       (Representatives from Crabtree Rohrbaugh will be present.)
                 Furniture, Fixtures and Equipment/Interior Design Services - Proposal
                 Playgrounds and Outdoor Areas
                       Internal Discussion: process, goal/outcome, and funding
                 Groundbreaking - celebration with Board and students

IV.     Memorial Field (attachment)
                 Revised Timeline for project

V.      High School (attachment) (budget attachment)
         Project Update
         High School North Field (artificial vs. grass field surface)
         High School Sign

VI.     Public Comment - Each individual will be limited to comments of five (5) minutes as time permits for items on this agenda or related to Board business.   

VII.    Future Agenda Items
          Report from State College Borough re: downtown redevelopment update - Ed LeClear

VIII.   Adjournment


April 11, 2018 Board Facilities and Grounds Committee Meeting Notes
11:30 a.m. - Meeting Room A Panorama Village Administrative Center

240 Villa Crest Drive
State College, PA 16801

I.        Call to Order
Ms. Concepcion called the Board Facilities and Grounds Committee Meeting to order at 11:36 a.m.

Committee Members
Present: Lori Bedell, Gretchen Brandt, Amber Concepcion, Scott Fozard
Others: Amy Bader, Vern Bock (arrived at 12:15 p.m.) Randy Brown, Jessi Harter, Jason Little, Mary Kay Montovino, Bob O’Donnell (arrived at 11:44 p.m.), Ed Poprik, Nicole Seibert, Jeff Straub, Donna Watson, Chris Weakland

II.       Elect Committee Chair
Ms. Concepcion nominated Ms. Bedell to be Board Facilities and Grounds Committee Chair, seconded by Ms. Brandt. All committee members voted aye with a voice vote.

Mr. Brown provided an overview of what the Facilities and Grounds Committee has been working on and turned the meeting over to Ms. Bedell.

III.      Elementary Projects
Process for material and graphics selections - Crabtree Rohrbaugh
Mr. Poprik shared that since the first phase of Radio Park is to open in roughly four months, time is of the essence for some selections. With that in mind, representatives will be visiting each of the three project sites later today. They will provide an update and receive feedback from the staff in each building. Parents received an email last week inviting them to a meeting at each school this evening. Representatives from Crabtree Rohrbaugh will be available from 4:30 to 6:30 p.m. to review information with any interested parents or school community members.

Mr. Straub shared a PowerPoint showing the site plan, floor plan, exterior of building, color scheme of the interior, and graphic panel designs for each building. Samples of some of the choices were on display on a table during the meeting for committee members to look at. He provided four different designs for the graphic panels at each location that will be in libraries, large group instruction/lobby and/or gymnasiums. The graphic panel designs were chosen to suit the setting at each location, i.e. Radio Park design would play off the tree line at the rear of the property; Spring Creek Elementary would utilize the “park” theme.

After reviewing the graphic panels for each location, a committee member suggested that we need to gain input from the community. Committee member suggested that a scaled down version of the PowerPoint that Mr. Straub shared today could be posted on the SCASD website and ask community members to pick one of two designs for the graphic panels at each school. This will give the parents and school community, who were unable to attend the meetings, an opportunity to have input. Committee members chose two graphic panel designs per building that Mr. Straub will include in the presentation on the website. An electronic survey will be available for people who view the selections to vote for their favorite design.

Furniture, Fixtures and Equipment/Interior Design Services - Proposal
Mr. Poprik shared, as was done with the High School project, the district has solicited a proposal from Crabtree Rohrbaugh to facilitate the process for furniture, fixtures, and equipment (FFE) for the elementary projects. Committee member asked how much of the existing furniture at the three elementary buildings are we planning on keeping? Mr. Poprik mentioned that if the choice is going to be box desks, there will be many to keep, but the existing hard plastic chairs probably won’t be used due to being so uncomfortable. Question, do we want to dictate one type of table, chair, etc. throughout the buildings or allow teachers to have choices? Mr. Bock said that choices by teacher vary according to preference but also need to look at what provides us with the best flexibility for future years.

Playgrounds and Outdoor Areas - Internal Discussion: process, goal/outcome, and funding
Mr. Poprik stated that playgrounds are not part of the project, only placeholders. Some funding was budgeted for in the FFE budgets (approximately $50,000/building) but no specific plans were bid. All current playground equipment has been installed by the Physical Plant department; the playground varies by location; and a fixed amount of District money per building then PTO groups have supplemented by purchasing additional equipment. This needs to change in the future due to not being equal throughout the district.

Moving forward, need to develop a more holistic approach to playgrounds at the project schools, as well as all elementary schools in the district. At a minimum, develop a process, determine goals and outcomes and identify funding. Be sensitive of the timeline, don’t wait too long, engage parents in the fall. Mr. Brown shared that this is a big financial issue. Mr. Poprik added that his crew has been able to install all playground equipment during the summer and this may not be possible with added equipment, handicap accessibility, etc., that could take much longer. He suggested this topic be added to the agenda each month.

Groundbreaking - celebration with Board and students
Due to weather, the previously scheduled groundbreaking ceremonies were cancelled. Considering the current status of the elementary projects, administration would like to discuss having a celebration with the Board and students instead of a groundbreaking. Dr. O’Donnell suggested possibly including designs and discussion of playground.

IV.       Memorial Field - Revised Timeline for project
The construction documents have been approved. Mr. Poprik shared a new timeline for the project comparing the original schedule and the proposed schedule.

V.        High School - Project Update
On Wednesday, April 4, Phase 2 of the project, which includes the Cafeteria and renovated Auditorium, now being used for large group instruction, was successfully opened. On Saturday, April 7, a much larger crowd than expected turned out for an Open House.  While the final phases of the project are due to be completed summer of 2019, the team continues to push for additional areas to be opened as interim phases. They are looking hard at the library and guidance areas which are adjacent to the occupied building. The shells are currently constructed, the focus being to complete the mechanical, electrical and plumbing (MEP), as well as the finishes. Another potential area for earlier occupancy is the art rooms, which are renovated spaces from the old building next to the cafeteria. In all of these cases, the biggest hurdle is the MEP systems being fed from a yet to be constructed part of the building. The district is currently working with the Borough of State College to bid the traffic light installation on Westerly Parkway. The district design and plans have been approved by PennDOT. Due to their expertise in this area, the Borough will bid this project and the district will reimburse the costs. Once the traffic light is installed, the signals will be turned over to the Borough for maintenance and operation. Committee member asked if it is common practice that a school district has to pay for a traffic light? Mr. Poprik noted it is normal where traffic improvements require a light; the developer pays the cost of the light. The district did pay for the installation of the traffic signal at the end of Brandywine Drive also. A small portion of it was reimbursed.

High School North Field (artificial vs. grass field surface) - Justification
As part of the High School project, a natural grass field is included at the old North building area that is currently being razed. This field, because of location, will be in very high demand for district sports and other activities as well as requests for use from community groups.

Research at Iowa State University suggests that the number of uses a natural grass field can sustain without permanent damage is 79. While not as specific, Penn State research corroborates these types of findings. If installed as natural grass, a conservative estimate for potential uses on this field would be 150 or more. Many factors are involved in specific field damage and recovery rates, it is highly likely that if used as envisioned, a grass field would see a damaging amount of use. Potential remedies are: plan for extensive renovations to the field on a regular basis; plan for prioritizing and limiting use of the field and fund the conversion of the field to artificial turf.

Mr. Weakland shared some statistics of field usage by season including athletic teams and the Marching Band as well as outside groups and questioned the potential for lights being installed at the North Field. Mr. Poprik is not sure of the zoning ordinance at this site, more push back at the north field than the south track field. Lights would not be an option for the natural grass field. The marching band is very hard on grass fields, always practice on turf fields or in parking lots. Having the field lined for football is helpful also for band practice. Committee member asked if this field being turf would open up the opportunity for the band to practice after school instead of in the evening. Mr. Poprik noted that the north field being lined for football and the close proximity to band storage would be ideal for the band also, and if athletics would have priority, need to be decided what is scheduled on each field.

In the Spring, Boys and Girls Lacrosse games are all played on turf. The times of games are 4:00- 6:00 p.m. and 6:00-8:00 p.m. Current costs for this include lights, custodians, shuttle busses. If a turf field were installed, it would allow for simultaneous events occurring, i.e. JV and Varsity playing at the same time, saving the cost for lights, custodians, etc. Many non-school activities occur on our fields, i.e. soccer, field hockey clubs, lacrosse clubs, also military assessment trainings. There is an average of 439 events/practices on the three existing fields. Committee member stated that the field will be there no matter if it is natural grass or turf, the need for separate conversations for turf or grass, and lights or no lights. We may never get to a point where turf is more cost effective than grass.

Committee member spoke on new research being done about turf possibly being carcinogenic and waiting to hear research results. Mr. Poprik has conversations with someone at Penn State and does not feel that there will be any harming evidence from this new research and added there are other fill options for turf. It was decided the full board would be interested in the pros and cons and the environmental impacts of turf.

Committee member would like to have a cost analysis per use for both options (grass and turf) and should have this cost analysis by the next Board meeting either April 23 or May 7. There is not enough time to wait for the next Facilities and Grounds Committee meeting. With a Spring decision needing made to take advantage of the $46,000 savings (to remove from project), by removing the grading of the north field.

ELA has estimated the cost of the conversion to turf as well as any savings from not installing the natural grass as follows:
               --New artificial turf field $1,037,149
               --Delete natural grass $ 46,685
               --Net cost $ 990,464

VI.       Public Comment
There was no public comment.

VII.      Future Agenda Items
            Report from State College Borough re: downtown       
            redevelopment update - Ed LeClear
            High School Sign
            Elementary School Playgrounds

VIII.     Adjournment
Ms. Bedell adjourned the Board Facilities and Grounds Committee meeting at 1:40 p.m.

Respectfully submitted,

Mary Kay Montovino