Facilities and Grounds Committee Agenda/Notes September 5, 2019


September 5, 2019 Board Facilities and Grounds Committee Meeting Agenda
Panorama Village Administrative Center
Meeting Room A - 11:30 a.m.
240 Villa Crest Drive
State College, PA  16801

  1.  Call to Order

  2. Playground Update (attachment)

  3. Change Order Discussion (attachment)
    1. Elementary Projects
    2. High School Projects

  4. Universal Accessibility Policy (shift to October agenda)

  5. Demographic/Enrollment Projections (attachment)

  6. 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.

  7. Future Agenda Items
    Sustainability/Solar Update

  8. Adjournment

September 5, 2019 Board Facilities and Grounds Committee Meeting Notes
Panorama Village Administrative Centre
Meeting Room A - 11:30 a.m.
240 Villa Crest Drive
State College, PA 16801

  1. Call to Order
    Lori Bedell called the Board Facilities and Grounds Committee meeting to order at 11:33 a.m.

    Committee Members Present: Lori Bedell, Gretchen Brandt, Amber Concepcion (via phone), Scott Fozard (via phone)
    Others: Amy Bader, Vern Bock, Randy Brown, Nabil Mark, Bob O’Donnell, Ed Poprik, Jason Small, Lynn Tressler, Laurel Zydney
    Guests: Shannon Goff, Jon Herzing, Tim Jones, Carolyne Meehan, Tami Nowacki, Ann Tarantino, Suzanne Winter

    Laurel Zydney arrived at 11:40 a.m.
    Scott Fozard joined the meeting via phone at 11:45 a.m.
    Gretchen Brandt arrived at 12:02 p.m.
    Amber Concepcion left the meeting at 12:45 p.m.
    Amy Bader left the meeting at 12:50 p.m.

    A copy of all materials distributed to committee members for discussion is included with the official notes, unless otherwise indicated.

  2. Playground Update
    Ed Poprik provided an update on the elementary school playground master plan. He advised that district administrators met with Metcalfe Design on August 27, 2019. The overall project timeline remains unchanged from the previously distributed calendar. The Metcalfe team is working on securing building permits for each of the sites, which will be required to begin the construction phases. Upcoming work includes: installation of Basketball Standards by district personnel by mid-September; lining of blacktop by district personnel by mid-September; installation of Swings by Kompan by October; and reuse of selected current equipment with installation timing to be determined. In addition to the planned work this fall, the building principals are assessing the current inventory of site based playground supplies such as balls, hula hoops, goals, etc. Orders will be placed to supplement where needed. During the meeting, Metcalfe Design shared updated graphics based on their continued development of the project and district feedback. Each of the building principals reviewed and commented on the work and will review with their staff and PTO groups respectively. The goal of each review will be to offer any feedback on minor adjustments to the plans. Major changes in scope are not feasible and would be subject to Board action.

    At the request of public attendees, Mr. Poprik reviewed the overall site areas for Corl Street, Radio Park, and Spring Creek elementary schools. Two dome climbers will be reinstalled during the swing installation at Corl Street and Radio Park. It was noted the dome climbers are high risk for injuries and may not be the ideal piece of equipment for long-term use. Dr.O’Donnell advised that the reuse of equipment is not a long-term solution. An inquiry was made regarding accessibility in terms of visual and hearing impairment. Mr. Poprik noted it has been in Metcalfe’s scope to include accessibility as their goal from the beginning. A board member noted there are mental health and emotional regulations that need to be addressed with quiet areas for students. Board members also requested confirmation that Phase I would be completed for all three elementary schools by the beginning of fall 2020. Dr. O’Donnell and Mr. Poprik confirmed that everything listed in Phase I would be included by the start of the 2020 academic year.

  3. Change Order Discussion 
    Mr. Ed Poprik provided an update on the elementary and high school change orders. As the projects now transition towards completion, the project team is working towards resolution of all outstanding change order requests. He noted during the final phase of estimating, change order contingencies were established as part of the soft cost budget. While change orders are difficult to fully predict, the contingency amounts were estimated in an attempt to match the expected spend for each project so that the Board would have a reasonable expectation of final costs. For each of the elementary projects, the contingency was set at 5% of the final construction estimate. The High School project was set at 3% of the final estimate due to the size of the project. At this juncture, the team anticipates that the Corl Street and Radio Park projects will overspend their change order contingencies, the Spring Creek project will have excess contingency, and the High School project will spend very close to the established contingency. Overall, the cumulative change order contingency is not expected to be overspent. Board members noted how impressed they have been that the projects were done under budget and on time. They would also like a one page marketing piece posted to the website to provide the community with a status. An inquiry was made regarding the contingency funds and if they would go toward the Universal access remediation. Dr. O’Donnell and Mr. Brown noted they have not gotten that far and are reviewing the summer project budgets.

    Mr. Poprick discussed the graphic and wooden wall panels, indicating they have been the most challenging to deal with. He made in the field decisions that would be timely and save the district funds. He provided an overview of pending issues and how they should be resolved. With all of the recommendations, there will be a total net savings of $5,500 which will be brought to the Board for approval at a future meeting.

  4. Universal Accessibility Policy
    This item was moved to the October agenda.

  5. Demographic/Enrollment Projections
    Mr. Randy Brown advised that each year enrollment projections are prepared using the October 1 enrollment data. These projections take into account the previous four years of enrollment counts and provide forecasts for the next ten years. These projections are our best tool to estimate enrollments by current attendance area boundaries at the elementary levels. The enrollment projections generated using the 2018-19 data present adequate space in our elementary buildings while maintaining current attendance area boundaries. Therefore, the administration recommends delaying the redistricting discussion until the 2020-21 school year with implementation in the 2021-22 school year. During the current 2019-20 school year the administration may need to discuss the location of specific programs throughout the district such as autistic support classrooms, HEARTS, English as a Second Language (ESL), and RIT. Additional information including the analysis of the 2019-20 enrollment projections will be provided later this fall. Dr. O’Donnell indicated the HEARTS and RIT programs are priority at this time. The HEARTS program may be relocated to Panorama Village. The enrollments for HEARTS and RIT is 12 in each program.

  6. Public Comment
    Ann Tarantino, Corl Street parent and artist/designer working in the fields of public art and civic space, thanked the board and administration for the opportunity to speak. She commended the board on its progressive and forward-thinking approach to addressing the playgrounds; indicated which areas in the revised designs are successful; offered feedback on those areas that need improvement; and suggested a model through which the budget originally allocated for the graphic panels on the interior of each school could be used for place-making works of public art (including the playgrounds).

    Shannon Goff, Corl Street Parent, artist and sculptor, asked the board and district personnel to consider planting pollinator gardens with a pure natural landscape that would include student art in the process. She also recommended the following books for consideration: The Playground Project and Isamu Noguchi Playscapes.

    Tami Nowacki, Spring Creek parent, relayed a request from another parent that Spring Creek could use an additional bike rack. She also noted that Spring Creek does not have any playground equipment that spins. Ms. Nowacki asked the status of the colorful slide, made a request to see a budget for each individual piece of equipment that is purchased, and inquired regarding bulk purchase discounts. Mr. Poprick noted they are still working on the slide and confirmed there is a state contract discount that applies.

    Benito Martz, Radio Park parent, advised that she is impressed with the site plan and expressed her appreciation to the district for allowing public feedback. She asked if it would be possible to get a third communal swing at Radio Park and pointed out there are no slides. Ms. Martz also expressed concern about the path that goes through the woods and asked if it could be addressed as a safety issue. Mr. Poprik noted Metcalfe did take into account the multiple site lines that are required. He advised that the mature trees would remain, but the underbrush would be cleared out. The expectation is that this will be completed by August 2020.

    Suzanne Winter, Radio Park parent, indicated the changes that have been made from the original plan are great. While students and parents are sad that there are no playgrounds for the start of the 2019 academic year, they are excited to see the finalized plans moving forward. She urged the board and district to make certain the playgrounds are at the forefront and are a priority. She also expressed her appreciation regarding the reuse of equipment.

  7. Future Agenda Items
    Ms. Bedell reviewed future agenda items. Gretchen Brandt indicated that Pam Adams, Sustainability Director with the Centre Region Council of Governments, is coordinating sustainability efforts for the region and will be able to offer guidance to the district. Additional information will be provided at the next meeting.

  8. Adjournment
    Ms. Bedell adjourned the Board Facilities and Grounds Committee meeting at 1:08 p.m.

Submitted by,

Lynn Tressler
Board Secretary