Joint Facilities-Finance Committee Meeting/Notes May 16, 2019

All attachments in pdf

May 16, 2019 Joint Board Facilities and Grounds/Finance and Audit Committee 
11:45 a.m. - Meeting Room A
Panorama Village Administrative Center
240 Villa Crest Drive
State College, PA  16801

I.     Call to Order

II.    Playground Update (attachment)

III.   North Building Proposed Renovations (attachment)

IV.    North/South Field Accommodations (attachment)

V.     SCASD Educational Foundation Financial Statements (Conversation)

VI .   2019-2020 Final Budget Summary (attachment

VII.  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.

VIII. Future Agenda Items
         CRPR Basefields
          Demographic Update
          Student design for memorial at MF

IX.    Adjournment

May 16, 2019 Joint Board Facilities and Grounds/Finance and Audit Committee Meeting Notes
11:45 a.m. - Meeting Room A
Panorama Village Administrative Center                                      Approved Notes
240 Villa Crest Drive
State College, PA  16801

I.     Call to Order
Scott Fozard called the Joint Facilities and Grounds/Finance and Audit Committee meeting to order at 11:47 a.m. Scott noted that we would allow for public comments after the Playground Update which will be limited to three minutes.

Committee Members Present: Lori Bedell (arrived 11:55am), Gretchen Brandt, Amber Concepcion, Scott Fozard, Jim Leous, Laurel Zydney
:  Amy Bader, Vernon Bock (arrived 12:02pm), David Bracken, Randy Brown, Amber Concepcion, Mary Jenn Dorman, Dan Duffy (arrived 11:57am), Nabil Mark, Tami Nowacki, Bob O’Donnell, Ed Poprik, Adam Reed, Donna Reinhardt, Chris Rosenblum (arrived 12:04pm.), Will Stout, Lynn Tressler, Pat Vernon (arrived 12:21pm.-left 12:35pm and came back 1:27pm.) Donna Watson, Chris Weakland, Suzanne Winter

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

II.    Playground Update
Dr. O’Donnell noted the Metcalfe team was present, they would share the process with three updated playgrounds to be under construction, and explained he wanted to make sure the Board was comfortable with proceeding given the feedback of the parents, students, Metcalfe, and assessment of all of the playgrounds. Mr. Brown will discuss the overall budget for a long-term lense of all schools with these three under construction but not complete for fall.

Mr. Kircher, Studio Director, explained they are not complete in the process but are working toward completing what is outlined in the booklet, approximately another hundred pages to complete. They will go through the designs of three playgrounds and provide an update on where they are with the report. Request in the initial RFP was to incorporate design and accessibility, and review existing playgrounds as they stand. The current presentation is a brief summary.

Megan Talaroswki provided a brief overview of where Play has been and where it is going. Play and learning can be woven together. She reviewed the various types of play: Art Play, Adventure Play, Nature Play, and Risky Play. The movement to risky play allows children to strengthen and challenge their bodies and explained the ways at great heights, great speeds, playing with dangerous tools, playing with dangerous elements, rough and tumble play and playing at getting lost. Nature play is a great way to offer all these opportunities.  It allows children to experience nature sights and sounds. Within the master plan design, they tried to master that balance. Ms. Talarowski is a certified safety inspector and visited each playground, assessed the condition of current equipment based on how old the equipment is, is it rusted, and when it should be replaced.  She spoke on Priorities 1 through 5 and explained each. They do have a responsibility of updating equipment to accessibility standards.  All of the existing surfaces do not provide accessibility and must meet standards, there are proposals for ADA requirements, and a large amount of the budget is meeting these qualifications. She explained the difference between a hazard (something a child does not recognize) and a risk (how a child moves their body through the space). The analysis were of hazards and risks of the current equipment. Mr. Poprik noted repairs and corrections are currently being made and they are addressing the report aside from the master plan.  

Mr. Kircher spoke on their process starting with a series of meetings with stakeholders, written surveys, drawings with students and staff, design meetings with the district, and design meetings with parents, students, and staff. Four focused community meetings allowing the community to engage in planning and discussion. The stakeholder meeting included listing their favorite play memory. Another part of the stakeholder meeting included what play is and what play is not. Play at State College is: physically challenging, inclusive, imaginative risk taking, and using natural elements. Play is not wet, muddy, hazardous, and just equipment. He also reviewed suggestions reviewed in the surveys done, and were also able to have four community engagement meetings with good feedback. In moving forward with the design process, he explained they used a number of design processes that divided into 5 groups. Ideas included boulders, logs, sticks, and tree stumps. One piece that stood out was asphalt play. Sensory places were recommended along with group activity. The overall narrative, was the idea finding inspiration within the ridge and valley. Using the landform to their advantage to allow for a starting point for each of the designs.  The idea of rolling hills, logs, climbers, with an education component would allow for outdoor learning as well.

Radio Park – Incorporation of nature play and equipment play zones.  Natural movement through the site. Major components include: asphalt, grass, play components, vertical net, swings, hills made of grass mounds and climbing opportunities, and vertical stick components. Bird nests provides opportunity for students to build forts/tree houses. The site will include plantings. Also includes ADA accessible path which creates a nature trail, outdoor education and gathering.  Committee members discussed concerns: woods being cleared of ticks and poisonous plants, area of the floodplain and sinkhole, ADA approved mulch cannot be plowed, utilization of space during the winter months, and the diagram should better illustrate playing fields and basketball courts. Mr. Kircher noted they are putting together a plan for clearing, all stations would be available for ADA students to transfer, there are restrictions of code related to the flood plain and all is above the floodplain, and indicated that the space could be used year-round with the appropriate footwear. The full scope is budgeted, but there are recommendations for phased planning. There are pros and cons of pressed material being used; it can be shoveled; and has a softer surface material. The lifespan is around ten years.

Corl Street – A number of existing pieces are still there and showed nature play elements and equipment, asphalt location and noted it is being redone. Hill that is currently fenced off can be a new field. Mr. Kircher went through the activity diagram and explained each area as was done for Radio Park noting more swings, individual basketball courts, existing and new trees, and the garden with accessible path. Long-term would like to have an ADA path that would create a loop around the entire area. Committee members discussed concerns: lack of gross motor development opportunities, 4-5th graders may not be as interested in the equipment as the younger students, what parents assume can be different than children’s perception, and climbing aspects. It was noted the environment lends well for abled-bodied and disabled children to play together and not be separated. The climbing aspects become social and was noted these types of spaces lend well for boys and girls. Tree climbing could be allowed or could be discouraged. The trees are being provided as a natural element for shade. Establishing internal policies are important so that everyone is on the same page. There is a phasing  diagram for Corl Street for moving forward this summer.

Spring Creek – Originally had two separate zones of play and moved out of the courtyard. One of the difficulties is staff being able to monitor students in two different areas. The idea is to have a limited amount of staff watching students. A playing field scenario could be managed by staff while watching other students. Mr. Kircher reviewed the activity diagram including the asphalt area, equipment play, nestled outdoor classroom with stumps, hills, log hill with slide, vertical logs, pass-through hill, swings, spinner, bouldering logs and trees incorporated for shade. Basketball nets were requested for the asphalt area and ADA accessibility incorporated throughout. Phases are outlined in the master plan for all of what is shown, but do not know number of subsequent phasing. Committee members discussed concerns: creating a space that only allows one activity at a time, open field at top side and challenge to approach, confusion of families thinking we are getting rid of everything and need to make visible for average person, and cost for sites getting ready for play spaces and base requirement.

Dr. O’Donnell added they will work with principals, look at equipment in good condition and see where it can fit in future options. They will bring forward an overall budget for playgrounds. They are still looking at where HEARTS will be and Delta students will have open spaces and North Field. Main intent was to understand Metcalfe’s process. The master plan outlines research, recommendations for school, and Latin placeholders for text. The existing equipment is being utilized in the plan, but needs to be highlighted in the plans. The schools want to work with Metcalfe on the best integration for current equipment into the master plan. He noted that we want to bring forward three proposals for the schools that incorporates the use of existing equipment and use internal personnel. A large chunk of the budget is site work and surfacing needed to make these play spaces accessible. It was noted by committee members that we could approach these projects similar to Memorial Field Project and have options; the Board would like some information for ongoing maintenance; at what point do we pull in the Delta and Hearts Programs into the plan; and Dr. O’Donnell noted discussion is occurring where the HEARTS Program will be housed.

--Susan Winter, Radio Park Parent, thanked all for the new diagram yesterday and hopes there is room to reach a compromise. She noted many areas of concern: public pathway access is without signage; there is a large percentage of staff and parents NOT in favor of the tree space; staff to student ratio does not allow for clear sight lines; the first phase includes very little actual equipment; and parents want the play space to be utilized and usable. She is excited about the ADA space; no more blacktop space; keep traditional play structures; and wants the equipment to be able to be utilized year round.
--Adam Reed, rep to Radio Park Master Plan Committee, happy to see the grass area on top is going to be recess playing area; what is shown on the plan does ot mean it will be an ideal play space; older students want to see a brightly painted basketball court; and there isn’t a lot of focus for children in the 5-7 age range, what will they do? Safety surfacing and accessibility is great; and the CEEL Program is a different world with many students out there at once, would like a pavillion structure that would allow students to be out year-round.
--Parent of Houserville spoke on the location of the school in comparison to the housing development that has no playground and the importance for Houserville to have a really nice one. Spring Creek Park is near with a lot of nature around. She spoke on the length of time this has been worked on for each school, and parents would like to see multiple options, not only one. She would like for each school to have multiple options, questioned areas accommodating multiple children at one time and if plans were developed for current number school size.
--Tami Nowacki spoke on focus groups only given Nature Play option; the life space is 15-20 years while the traditional playground is 40 years; had concern with insects and maintenance;   would like to see the vertical climber that Radio Park has at this school; she appreciates the slide; and her children are not really interested in the stack of logs.

Mr. Brown noted for clarification this is a large Master Plan showing possibilities. There will be phasing due to funding obligations.  These sites will be prioritized to have something for fall. They are not done with drawings and pictures at this time. The next discussion will occur at the June 3 meeting. Mr. Poprick, OPP, will collaborate where current pieces can be utilized. We need to incorporate more traditional playground equipment (could be existing) to blend in well. It was again noted it would be helpful to have a description of equipment. Mr. Kircher responded to the feedback that was provided noting balance of site, budget and timing.

III.    North Building Proposed Renovations
Mr. Poprick provided an update on the North Building proposed renovations. They are not prepared to discuss final options of the space, but wanted to discuss the development of space for Delta Fitness Center.  This will be on Monday night’s agenda, May 20, for permission to bid. Goal is to get this out for bid in the next month or so and available for use shortly after the beginning of the 2019-2020 school year. In response to a question, it was explained the equipment was fundraised through the PTO at Delta. Since Delta has their own equipment, they would like to get it over to the new space.  Committee member felt there was a breakdown in communication and this was not brought to the Board for discussion. Mr. Brown explained that Delta folks thought they had room in their space and there was not. Dr. O’Donnell reviewed all the moving parts for spaces and this was missed. Mr. Poporik noted he will talk about this more on Monday and requested permission to bid the end of June. This will be ventilated at accurate standards, talking about a shell space and could be used for other things such as a multi-purpose room.

IV.     North/South Field Accommodations
Mr. Poprik noted the lights at South Track passed this week and has a chart with five different scenarios in columns and reviewed. They were planning to take a section of bleachers from Memorial Field and move them to north but have hit several roadblocks. The bleachers are not handicap accessible and the pricing is higher than he thought to try and retrofit. He is considering an option of buying new bleachers due to lack of ADA accessibility. Code is also an issue with taking apart, moving, and reinstalling the current bleachers to make certain they are safe and meet all structural standards.  Towable bleachers would give mobility. Ed will let the Board know what a new set would cost in the near future, looking at 500 seats. The towable bleachers do not provide for elevation like the permanent bleachers and the three sets currently purchased are towable. They will be recycling the current ones. The range total for what is needed has fluctuated between $375,000 and $422,000 and will need two Scoreboards, one for North and one for South; will be asking permission to buy a second set of removable posts and two sets of sleeves for flexibility to utilize both fields; two Portable Press Boxes may be coming for approval as early as June 3; and game clocks will be on the agenda for Monday that will not push us over the total. The public address system will be integrated into the scoreboard which will come in under budget

V.      SCASD Educational Foundation Financial Statements
Mr. Brown provided an update that he will include on a future agenda. They are not available right now. He shared with this Board past statements that were done for the monthly Foundation meeting. They will be provided at an upcoming Foundation meeting. There is more fluidity/flexibility with the Foundation meetings and the statements might not be available for this Board’s agenda. Could be two monthsV

VI.    2019-2020 Final Budget Summary
Mr. Brown wanted to provide the Board with an opportunity to comment prior to this being presented to the Board. One change on last page from hand-out - Change to Assistant Athletic Director, an increase  It was noted to address everyone with titles or no titles. This will be corrected on the final document. Mr. Brown spoke on part of the new ESSA Reporting and is waiting to receive final information for this fall. Ms. Watson will be looking at options.

VII.     Public Comment
There was no further public comment.

VIII.   Future Agenda Items
           Demographic Update – June facilities and grounds committee
    Student design for memorial at MF
    Site-based expenses – part of the ESO reporting that is require

X.       Adjournment
Mr. Fozard adjourned the Joint Facilities and Grounds/Finance and Audit Committees meeting at 2:26 p.m.

Submitted by,

Mary Jenn Dorman
Board Secretary