001to speak to speak. >> Not. >> No. >> Oh, anyone here speak? No. Okay. Seeing no hands, uh, we'll move on to committee response. Any response to that? No. >> Okay. Moving on. Item three, approve of minutes. You approve? >> Yes. I approve, too. Minutes are approved. Facilities discussion. We have construction updates. Travis, >> sure. >> Are you ready for your presentation? >> Yeah, sure. >> Travis, you can just introduce yourself and work us through the presentation, please. >> Certainly. Should I Should I use the >> Yeah, if you would like. Hold on one second. Do I need to do it Do you have wait do you have you have the uh presentation? >> I do. Trying to get the source to pop up. No, it was supposed to Now, I think so. Finally. >>
002Excellent. >> I guess. >> Okay. Thank you. Um, >> so I'm Travis Randall. I'm the construction project manager for campus uh construction project management group. We are overseeing uh all the uh capital improvement projects under the uh current 2019 referendum. So, uh, today's, uh, presentation slides, I've included, uh, a lot of photos, uh, so we see what's going on in the active construction project, which is which is, uh, phase 3B1. So, >> they're working or not working. You clicked off the slideshow. >> Yeah, >> there I guess you're not on >> questions. Oh, there you go. >> Well, it's not on, so that's probably okay. Y All right. Uh so uh this this first slide is out at uh at the high school. This is uh the STEM edition uh the physics edition roof at
003the STEM area. As you can see uh the the roof is on as is the mechanical equipment uh is installed on the the new roof section. This is the roof section that connects uh the this area E stem and this actually connects to area C uh near the kind of pool wrestling room area. This will be a corridor through there connecting the two buildings. So, it's going to be another another uh pathway and opportunity for uh uh cross traffic between buildings as well. This next uh photo is of the high school auto shop and open stem. This is again from the roof. This is from the taken from the existing area E roof taken at the new addition there. You can see it's much taller. Uh the high roof you can't quite see in the
004photo. that high roof uh membrane is also installed and currently the uh work in progress uh is occurring on uh the CMU that's construction masonary unit also known as the cinder block the block wall assembly is ongoing that you can see in this photo this addition uh abuts directly to the to the kind of old stem wing so you can see that work occurring there. This next photo is directly inside from the last photo uh that we had. This is inside the autoshop and open stem edition. You can see there's work in progress again. the front walls. Also, mechanical piping you can see in the photos and the duct work just getting installed in that addition. It's going to be a large a large space. >> This is a space that was designed for code
005red robotics to be able to practice that program and be flexible for for other uses in STEM as well. >> Yeah, thanks Chris. So this next photo is actually inside the physics room edition. So this is uh underneath uh that first the roof of the first photo I took. This is the addition that again connects area E to area C. Um a lot going on in there. The CMU walls, uh the the block walls are complete. Uh we still have to do uh vapor barrier brick on those. Obviously windows need to get installed. You can see in this photo the work in progress on the mechanical piping. Also there's electrical uh conduits and ceiling. So for the high school students in the room, you can get from the cafeteria to the gym without going like
006way around after this is done. >> Yeah. So next photo. So this is uh this corridor is corridor E27 also in the STEM edition. This is open for use right now as it's still a work in progress. Uh you can see ceilings are partially in lighting is installed. uh in this photo not partially installed. Also the ceramic wall tile on the walls installed one side of the wall. So ongoing work in there. This is directly adjacent to the the kind of old the the pre-existing stem the area that we're renovating. So the next slide moves to uh Enfield Elementary School. So this slide is showing the exterior facade work that's ongoing. Uh you could see in the photo there's a new uh entry sidewalk with the ADA ramp and uh and marker there from the
007bus loop. Uh, new windows are installed above the low roof section into the cafeteria there. Got rid of the the old uh kind of glazed tile block there. Uh, get much better lighting in the cafeteria, better sight lines. Uh, also you can see that they're preparing for the wall panel system. You can see that there's some Z what we call Z channel uh attached to the walls there. They've also been prepped with vapor barrier on the existing uh on the existing wall surface. The uh the previous kind of stucco uh material has been removed from that. Uh this the structural sty steel columns, excuse me, are still a work in progress there. ongoing. Um, yeah. So, that's that's that photo there. And the other update that I wanted to provide uh is for the upcoming
008phase 3B2. At last meeting, we had uh tentative uh bid date set for October. Uh we bumped that to November 5th. Uh we've re we're receiving uh really excellent uh bid free bid participation. We're expecting really good bids to come in. So there's been a lot of questions and we we bumped the date uh uh about a week or so. >> About two weeks. >> Yeah. Uh to allow to allow all the contractors that are wanting to bid to uh to work on their bids and get them in. We had a we were on a very good time frame and bumping this still allows us to be bidding, you know, late fall, early winter for summer construction, which is still a very good time frame. >> Yeah. >> Yep. Uh so bid opening set, date
009set for that, November 5th. um we're we'll get letters of recommendation to the board and expecting that we can have the board vote at the November 20 uh board voting meeting. So, and uh like Chris said, that sets us up well uh for this uh construction that's scheduled to begin in 2026. Try this. So that's what I have is are there any questions about the active construction questions? >> Excellent. Thanks. >> Thank you for the photos. >> Yeah, >> we really like seeing the photos. Yeah, it helps. Thank you. >> Sure. Yeah. Well, we have lots of photos, so most of them most of them somewhat uninteresting, but Yeah. Well, a lot of the technical things are over my head. The photos I understand. >> Yeah. Okay. >> Great. >> Okay. So, next up is
010capital project. Yeah. >> Yes. >> Um well, while Jen's bringing that up that just sanded to her moments ago, um I'll just uh tag on sort of 4.2. Um Travis started out with the the bidding process for what we're calling phase 3b.2. What that includes is the second half of mechanical work at Ethica High School. The first half of which is, you know, we were just talking about. Um, it includes also some work at BJM to improve some ceiling and lighting in the cafeteria. The same scope of work at Ball Creek Elementary School as well as containing floor tile abatement and the hallways. Get, you know, some of that out of there. >> Um, as well as the playground at Fall Creek. So that's sort of what all is in that scope of work that
011we're about to bid. Um it also includes out there I'm not turned around that um that whole parking lot area, you know, reconfiguration and replacement of that asphalt. Um as well as we get into 4.3, I'll start setting the the scene. Oh, here we go. Um, okay. So, we're going to talk about a um that OECM meetings, which is the owner, architect, construction manager meetings that occur on a monthly basis where we um we talk about where we are with projects and and what may be coming up. We have identified that they're in the 2019 bond. Okay? So that that 120 million that was approved in 2019 by the voters, we've been working through that capacity over all these last projects as we are encumbering that money through bids. Um we're keeping an eye on
012that and so campus and Travis have been you know keeping an eye on okay what what have we allocated? What do we not have allocated yet? We go into capital projects trying to be conservative and make sure that we have budgets to cover contingencies to for things that are discovered under construction, for example, right? We want to be sure we're in a good position. The more certainty we get, the more comfortable we feel saying, "All right, we were holding on to a bunch of money just to be sure we're good. Uh we have a confidence level now that we can sort of release some of that money to spend on something else, right?" Um, so we want to talk about today a project that we are recommending could be done with some of that what
013we're calling unallocated money. Um, as we move forward and open bids on the project we were just talking about 3B.2. Um, in a couple weeks time we will have more certainty. You know, hopefully we're we're hopeful that those bids will come in well. Um and we'll revisit this uh but this presentation is to propose a scope of work that has um risen in importance recently. >> We're going to talk about Ithaca High School locker rooms. Uh has anyone been been in those locker rooms recently? >> Students will find There's some people behind this. >> Um, >> so if you've been in those if you've been in those locker rooms, um, >> hopefully you'll understand that, um, they've been, you know, looked at for some time. A lot of the construction is original to the building,
014which is 1960. >> Say that's old, perhap. >> Yes, I I I'll say that. Yeah. uh 65 years um at this point. So there have been some upgrades over time, but um when you look at some of the pictures that that may not be surprising that that some of this is still original construction, it's been doing a great job for 65 years. Um what we're proposing partially um was was um elevated in its in its need um because of a recent observation. uh this spring. I'll get into that in a minute. Um but this um project budget is based on the construction dollars that Travis has recommended that we you know there's some comfort level that we can we can tap into this money and then using incidentals and and sort of creating a full
015project out of it. So it's about $2.5 million all in. We will refine this as we move forward, but to get a rough order of magnitude for a project that we think, you know, can fix this um inclusive shower room, some upgrades to the bathrooms while we're at it, um as well as the bleachers and bliss gym that we have had several conversations about over recent months. Um, I don't know, Jen, if you could advance one slide for me, please. >> Maybe it was my computer that broke. >> Let's go back to this one. So, this shows a floor plan. I'll just um also remind folks of the context. This um you'll see some green areas. the green area on the left. Um the green area surround the pool and the auditorium uh that the
016pool sits within. There's sort of a U-shaped area around the the two sides on the top of that pool that include many locker rooms and shower rooms and bathrooms. That whole square footage, it's about 10,000 square feet, was included in the previous proposed capital project referendum for so it was previously discussed as something that uh was a need. We are focusing in on just some pieces of that uh in this project that we think are the most critical. So it's just, you know, a little more explanation of what areas we're assuming. So this is basically the um in the boys' room, the shower rooms um and the gold areas bathroom that's part of the greater locker room zone. The same spaces um the girls locker room. And then the top there's sort of an L-shaped
017green area which is another entrance to your pool that requires for health code a shower uh before you enter that pool space. that is where a lot of community members and staff um would typically enter since the district provides that amenity to um you know to your employees. Those are three areas. Let's go I'll try to go to the next one. Okay. What we have observed um is yeah I mean you can see obvious degradation of tile and cracks that have formed over the years. It's done quite a quite a long life of service for many generations of students. Um, and you can see that the condition that they're in at the moment. There are some drainage issues as well from some of the showers that are limiting the use of the showers right now.
018So that is um this is um a part of this is a plumbing project basically just to sort of correct some really basic plumbing needs. Um and while we're at it, we can upgrade these spaces. What may be hard to see in some of these that the paint's coming off the ceiling. The shower stalls are um have been serving for quite a long time. Can be upgraded. There are some group shower stalls that are um honestly just being used for storage. Um so there could be a better use of space. Here's an example of that. In the middle on the left um is a picture that um was after a um uh a heavy rain and we observed on the floor after it had drained out what appeared to be toilet paper. All right. Uh,
019so as we were wondering why why would we be seeing this, we thought that um, okay, it's been there's been some heavy rains. This was in the in the late spring. Heavy rains. Um, why would there be potentially sewage coming up out of the floor drains of the shower stalls? We looked at the original floor plans, which we have some some good records of the plumbing lines there. We also observed that there was what originally was labeled a towel closet that has been turned into a bathroom at some point in time. We're not sure when, longer than a few years ago. um that we suspect when that was built that the uh the sanitary waste line was tied into the line basically that is what the shower drains are are plugged into which is not
020where it should be connected. It should be connected to the sanitary sewer line which was another probably nearby pipe because there is a bathroom immediately on the other side. So, whoever built it probably thought they were connecting into the correct thing, but we suspect weren't. And so, a combination of that cross piping, if you will, and a potential block further down the line and a heavy rain results in what we think is a backup that uh should be solved. >> Yeah. And Chris, great. As of right now, we don't know what was actually causing that and was correct. we need to do some serious exploring because there's could be a number of factors that are causing it. But yeah, that's part of like what we're trying to figure out is >> there's clearly a drainage
021issue. We need to figure out what it is. And and I I want to actually circle back. >> Um you mentioned the girl that there's access to plumbing in the basement. Is it different for the boys? Like is the plumbing like in brown so we don't can't access it? >> That's correct. >> Okay. Okay. And most of the girls plumbing, the plumbing for the the girls shower and toilet rooms is actually slack on grade. There's a a spot where it comes out into the pool mechanical room. >> Okay. >> So, which is that center bottom picture is down in that. >> So, part of this cost would be ripping off the entire slab. >> That's correct. Okay. >> Yes. >> I would also add to Todd's point, you don't know. We haven't we haven't identified
022the issue. We have put um a camera down but we haven't been able to identify the cause because we can't see uh with the camera. We are some of our next steps are calling brain drain or some others to put a scope down to get to the exact root cause of this. Right now what we have are hypotheses. Um, ju just out of curiosity, if there weren't drainage issues, would you be calling to like repair all of the the plumbing or you >> if there weren't drainage issues? No, we wouldn't replace plumbing if it seems to be working fine. But yeah, >> the Well, the um and in the girls bathroom, we're also and we shared the boys, but the girls were also having different drainage issues. Yeah, >> as well. Um, also, um, the
023showers are completely outdated and don't provide any p privacy for anybody whatsoever. >> So, we'd like to, um, I know they're circa 1964. We would like to come uh into the modern era and we'd like to create um individual uh partitioned uh showers that provide adequate privacy for our students and for possibly community members who would use these spaces. >> Yeah. Yeah. Those reasons were why it was considered in the paper. Yeah. And now we've got some public >> Yeah. Um I is it possible like if we were able to find out that everything in the slab is okay? Like I don't know like if you guys have scoped it like if if you can see the is it cast iron is it busted out like is there a way to tell like what the
024actual life is of what's in the slab on grade? >> Yeah, there was an attempt to do that with a in-house staff scope that was 25 ft long and it was full of uh >> liquid that you couldn't see through not that clear. >> Yeah. Because for me, I'm thinking like the a huge part of the cost ripping up that slab, redoing that. I mean, if like if there was a way to somehow save the drainage pipes and like all your main lines that are coming in, but we then reconfigure like the water lines, you know, and build whatever stalls we can build based off, you know, what's coming into the space already? I don't know if there's more efficient way to do it rather than just like ripping everything out and starting fresh. So,
025I'm just asking as a question because I don't know this. So, as a matter of course, we would in a redesign Yeah. >> look at, okay, where's the plumbing now? Let's put let's put the shower stalls where the plumbing already is >> to to that point. Yeah. >> Um >> as one of the considerations for an efficient and cost-effective design. >> Oh, some of the there in the in the girls locker room, we we have some issues with the piping already. Yeah. So we couldn't reuse some of the exist we could not do what you're suggesting certainly in the girls locker room. Okay. >> Because that that piping there are some impediments in in the piping that we we that uh we've been notified of that. Go ahead. >> Oh are those all the showers
026in the locker room and also other question is just how what's what's the culture like? Do do people take showers in the shower? Is it is it that they're so gross at this point and not private that nobody dares to use the showers made them better people might use the showers or is it the case like I just remember from the 90s in my high school days that just nobody would ever take a shower in high school no matter what. >> I think we're at that second part. I don't think anyone's really using them. There's some minimal. We can see there's some um drainage in the in the girls locker room especially. So there's there's some very minimal use um but um not really being used um to this point. >> And and Adam, are
027you asking that? It's like should we spend $2 million on something that no one's ever going to use anyway? >> Right. Like what like is it right? Are they not using it because it's decrepit or are they not using it because kids really don't want to take showers in school? And I just >> I guess I'll I'll ask a question which is do you want to provide an opportunity for students to shower at your high school? Well, I would say yes if they it will be used. Like in other words, if I could if I interviewed the student body and student said like even if the showers are absolutely drop deadad gorgeous, you know, beautiful hotel-like showers, there's no way I'm taking a shower at school. Then I would say no. But if if they
028said, well, I'm not showering at school because they're disgusting and if they were nice, I would. >> I'll add that some of these are required by the Department of Health >> to be present and to be functional. So at least going into the pool at those three locations. And then if that's the case, do we just provide like what's what's required and save, you know, a million dollars or something, >> right? >> We also have our athletic director here. >> Yes, let's might want to chime in. I don't know. >> Well, >> thanks. Hi. Good evening. My name is Carrie Burke. I'm the uh director of athletics and wellness for the district. Um, with respect to the question of usage, they're not being used in large part because of the state that they're in. Um,
029I would share that our aims are certainly inclusive of students, but also community members. We're in conversation now about, for example, opening up the pool on Sundays for staff and their families. And that space that is used for showering before you enter the pool is not functional. It's not ADA compliant. and I was a caregiver bringing my child into that space, I think I would be concerned because I think these spaces, and I'm going to reference my colleague Shane Taylor, who I was discussing this with today, we're talking about spaces where people are at their most vulnerable and they want two things. They want privacy and they want safety. And right now, being in those spaces, you get neither of those things. >> So, I I don't know if that really answered my question. >>
030I'm sorry. >> Yeah. Well, or Adam's question, which is I would like to have answered too, is I agree if we are going to provide it, we want it to be safe and inclusive, but do we actually need to provide this? And if we do need to provide it, we need to provide as many, do we need to really do full? Because again, like we can save a million dollars. I mean, we're we're >> we do need to provide it uh per code, health code. we do need to provide access and students are supposed to um shower before and I believe afterwards. We're actually not talking about a lot of showers also because um these uh I don't know if we've been able to maybe we can go back to the map for a second
031but um we won't actually be able um these aren't really excessively large shower rooms and in these rooms we'll be able to provide um you know I don't know if we can have an estimate for that but I would imagine four to six maybe >> yeah probably eight and then you could um There is a multi-user open shower room in each boys and girls that could be used uh in a in a couple different ways more efficiently >> like actually make it a storage room or another team room. Uh there are, you know, other ideas as well. >> Yeah. And again, storage room or team room. We don't need to touch plumbing. We don't need to touch the slab. Correct. To me, that slab is going to be really expensive. And that that that's what
032concerns me. If there's again a way to be creative around it, I I don't know what that is. I haven't been in the space, so I can't really speak intelligently. I just know from a cost perspective, it's going to cost a lot of money. >> So, we we'd certainly be happy to shape the space. >> I I don't know if you have any. Well, I I was just going to add if if there is a tie-in between storm drains from the roof and plumbing as we suspect. Uh, and that's whether that's over a mechanical space that's in the basement or a slab that should be corrected regardless of what you So even if you don't use that shower, if you like cut and cap that and it's still tied in, it's going to back up
033the next closest place. Yeah, >> it's as long as that connection is there >> during periods of heavy rain, you know. >> Yeah. >> It's it's going to find the next closest and the next closest spot may be even less >> right. Potential storm water is a totally separate issue than okay than redoing the bathrooms. And it's clear I I don't know it's clear. I highly doubt that it's underneath the slab in the bathroom if it is somehow tied in. So I guess I guess again like for me it's probably like an exterior issue doesn't matter. I I'm just thinking of like when I hear a couple million dollars to do six showers that it's concerning and again like I want to understand like if this something that we're using if we're going to if
034it is something that's used how do we do all sufficient if possible? Um because and correct me if I'm wrong. So we're looking at like 2500 square feet of renovations. Was that what it was? Yeah, >> approximately. >> And what's the budget for it? >> The construction budget is around $450 a square foot. >> That's what the market bears. So then put contingencies on top of that escalation um fees. That's how you that's how you get to a complete project. just mindboggling to like I I just just the cost but it's >> Yeah, we don't make that up. So >> I know I know I know I know it's just my body. >> Yeah. >> I mean it'd be more than six showers. It's six showers in both. >> It would probably be eight showers.
035We're probably talking about 16 showers reclaiming space that is >> inefficient and not well used >> to actually be able to do things for your athletics program that it's not doing right now. So there's value other than just creating showers as well. >> Sorry, I'm in the wrong business. >> I say like $10,000 a shower for us, but I know it's I know it's not the same. It's not the same, but >> this includes also uh the total. >> Yeah, I was going to say it's like $10,000 per, you know, per bathroom for us in the residential building and >> very different type of constructions. Are there any other showers in high school besides this? >> There is a shower in the wellness suite. Um, that might be the only other one. There's any others
036besides that? >> Yeah. No, I just I I mean I I obviously we should supply showers for our athletic program, but beyond that, I really like your idea of making this available to teachers and staff members and other community members. And I I also I don't know the answer to this, but I know I do know we have sometimes students very unstable home situations. >> And it would seem to me, tell me if I'm wrong, that having a facility where students with difficult housing situations could have I don't know if that happens, but it seems to me like it'd be a good resource for us to have. So, >> most definitely um in across all of our buildings, it's one of washers and dryers in them for that very reason. For students who don't have
037stable housing or unhoused um becomes another resource for them. >> So I guess for those three reasons, I'd really encourage more. >> Yeah, I I I I think no matter what we got to because it's cold and I I think for those reasons, I think for me, I'm just like, how can we do it efficiently? >> I would also add that this is really close to our weight room, too. And our weight room is under very heavy use. Um, I don't know. I'm sure you all are aware of that even on weekends, lots of our sports teams are through varsity, JV, modified. Um, I'm always surprised by how how much use our weight room, you know, that's my son's first question about when he's coming to high school. Um, I think that if we did
038have um adequate showers, that might that might help in some of our sports and conditioning training as well. And it it might be um another thing because right now our our students just don't want to use them because of their state and because of privacy issues. If we can if we can change both those things um I think it'd be a great resource. And it's literally um how far away is the weight room on this net? >> It is. It is just off the top of the plan. So there's a hallway that you can sort of perceive at the top of the floor plate. It's just on the other side of that wall. And I would I would add to that staff too because we do have early morning hours. We open pool Friday mornings.
039We're staffing those spaces. But one of the reasons I think we don't get more staff accessing those. It's like you have to go home to get ready. There's no one. I I've showered in these spaces and when I first started working here came early morning workouts and then stopped. >> Uh the pool. Um uh we would love for you to use that. You are you we are going to print a pass for you. We will >> Thank you. We will make sure. No, but I think I think your question like look this fits in us making all of our facilities much more accessible. >> Carrie and Shane have done an amazing job with supporting opening up the stadium. And we were just talking um to our insurance provider today also about the pool for the
040community as well. And I think it just fits in with >> how can we um be a better resource for our community for all of our families? >> Could I ask a clarifying question on the budget? You mentioned that that's what the market could bear. So, is is this what you think it would actually be is like 4455 a square foot or that's the max that it could be and then hopefully it'll be less as we do more exploratory stuff. That's a blended rate based on our experience on recent bids on other projects. Um that combines, you know, if you're doing a heavy bathroom, it's it's more than that, but we're assuming also that some of those existing like the open shower rooms would be turned into like a storage room. So, that would be
041a less expensive square footage. So, we're we're sort of blending that rate. >> Okay. Yeah, >> when the facility might be made available to to staff, that would be before or after its use by that. So there'd be separate times and separate. >> Yeah, they're talking about Saturday morning. Is that right? >> Sunday morning. Sorry. >> And is before school. >> Before school for staff. >> For staff. Okay. Yeah. They're welcome to use the weight room after school with teams who sometimes just it's a little crowded but >> no I can I'm just trying to think the perspective of of a teacher you might not want to use >> right >> if if it's full teams or something you know so I think the idea of maybe before seems like before school starts there wouldn't
042be overlap with athletic programs >> no we don't know we don't we don't typically have kids in the wait room that's usually the spaces using by staff before school hours. And really that goes back to like supervision, right? So getting it means having a staff member there 6 in the morning, right? And so yeah, let's fix those showers and get the word out. Good resource. What I'm asking for in this moment is if you think this is something that should be investigated further, we'll organize Train Brain, one of our engineers >> and do more investigation to fine-tune this scope of work. Um, in the meantime, we'll get we'll have bids open >> and we'll get some more certainty about, you know, how much unallocated money we have. Uh, we might be able to do more
043than this. >> Yeah. I I I see Todd nodding and I'm nodding like seems difficult to endorse the current state of the facility. So by all means yeah please >> so you're going to explore it and then come back >> recommendations >> come back to CMN tips by the time ACM we'll know more information. Uh, no. My only thought is I I just think we should explore the attitude of the students to see what they would think if we had this and if they would you like like to me if I knew that we renovating this would mean that we were solving a problem and students were now and take advantage of this then I would be very excited about it. Um just a question that I have I don't know the answer to the
044question would just be even if we do this and make it beautiful because because we have a question we can make it beautiful or we can make it sufficient or you know I know there's there's a spectrum and I would feel excited about making it beautiful if I knew that people were going to use it and want to use it if I knew that we were just going to have this thing clear. >> Sure >> because we need to have it then I'd say let's just make it sufficient. So, if I if I knew from students somehow that like, yeah, this is this is amazing. We would definitely use it if we had it, then I would be very excited about it. >> I'm meeting with our board reps on Monday about some of the
045facilities concerns they brought up last week. I'd be happy to talk to them to see some of their opinions about this. >> Cool. >> All right. And I can report back on that. >> Yeah. >> I have one point of clarification. the the mention of of opening it up to community members and opportunities for outside of students is obviously one I get very excited about. >> Yeah. >> And with that said, but opening up the track didn't increase didn't cost anything. We didn't like do anything additional in order to make it available to the community. So, can you just clarify when you provided examples of like other reasons why it would be good to have multiple showers and this and that is if if we weren't talking about community members and if it was only
046available to students, would the size or number of showers or interesting how to use that space be different than what you're talking about right now? >> Those uses don't typically overlap. So, you have community or you have students generally. So, I'm not sure that it would necessarily reduce. >> So, it wouldn't change your goals, I guess, is what I'm asking. >> There is a shower. Oh, sorry. >> Well, I would just point out those I at least from my estimate, and I'm not an expert here, but even just moving through those like those showers, leaving those shower spaces like to go out to the pool deck, those are points of egress, too. And like they are not even compliant, right? one why I looked in one of the boys I think um X pool like
047there's at least a six inch is that I'm not always but uh so so just from a like a safety perspective from a >> you know the things that are like required anyway I mean kind of the same thing along what Adam's saying but I think I'm just curious if there was anything that you were like well if community members were here it would be great if we also did or expanded or restroom. >> I can't help but thinking, so there's a there's a shower in the in the in between both between the boys and the girls bathroom that was built originally in the 60s for like community use. >> Okay. You can see it in the green. Yeah. Um you have a pointer or something. >> No pointer. Okay, >> we got it. >>
048Anyways, so um so I think that um adding Thank you. Oh yeah. that that um bathroom um that already exists um makes it so that community members don't need to go into our existing boys and girls uh bathrooms. And if ever there was a time where um our boys and girls had to use those spaces, we have an additional existing shower room that was already built from the 60s. >> And what's the condition of that one? Um, also this one is in um we didn't we didn't take pictures and we can do that next time. Yeah. >> But this one is in um um as as bad disrepair or possibly worse >> um disrepair. So do do we need three shower rooms? And if it is just going to be like on the weekends of
049like, you know, a Sunday for community, couldn't they just use the the boys and the girls rooms? Again, I'm just trying to be like efficient, like this is something that we truly need or it's not. And I I had a question about the egress. Are those actually like exits? Because like just because something has a door doesn't mean it's egress. So, I'm curious if it actually is a point of egress. Like there's like an emergency. >> The doors between the locker rooms and the pool would not be egress. >> Okay. >> That's something Todd, we can look at that. >> Yeah. Yeah. That's another >> Yeah, >> it it's not a great space for storage cuz it's right off. >> Yeah, I I love I mean >> we will um uh we'll be happy. We're
050going to get you a pool pass. >> I was going to say if I wanted somewhere, >> we're gonna we're gonna do a pool pass. We're gonna give you We're gonna give you a tour. Yeah. >> U Yeah, let's afterwards. >> Oh, no. >> I'll talk. All right, we'll figure it out. Be happy to >> We'll set it up before the next facility. >> So, what do we deep dive in the showers? Um, >> deep dive in. Um, >> anything else? >> I can freestyle some more, but >> All right. Um, other other topics. There was the the bleachers on this, but I think we kind of >> I don't know if you want me to keep talking about that. I think we're all probably in agreement on the bleachers at this point. >> And
051the number that's on there, like that's current pricing. You guys were able to get numbers back from manufacturers. >> Pricing from last year that's been escalated. >> Got it. Okay. >> Yeah. Okay. All right. >> Thank you guys. >> Thank you. >> Thanks. We move on to consideration of accounts. And please comment for the finance team. uh >> introduce yourself. I know it's tough act to follow in the showers but uh >> switch gears. >> Yeah, I can't stop tour but hey I'll do my best here. >> Uh sure. Uh Don Lacy um assistant super lieutenant for finance business and finance and you can introduce yourselves we'll we'll move forward. Emry Ship um assistant always have a hard time with this >> assistant school business executive >> and I work with them. >> Lori Mudge,
052I'm the district treasurer. >> Lovely. >> Amazing team. >> That's right. >> Great. >> So, we'll start with the treasures report. >> Yes. um surgeries report um for August. Again, um like I stated in July, uh not really much activity at this point. Um we are getting into um with the tax collection and stuff. So, we are getting um a lot of stuff going on and getting um ready to start investing again um for the following year. August is a bad month, so you'll start seeing a change in September. Yes, >> with a little bit. So, >> tax payments are coming in. >> They start October 1st. >> So, that's when you're going to see the big change in the treasures report. Um, you get a little bit of state in state aid in right
053at the end of September >> with your lottery. So, until then, July and August, you're really skating through the summer months. >> You've got places to to park that money as it comes in. still working on it right now. >> Sadly, the interest rates are starting to decline. >> Last year at this time, I think we were at four and a half 4.6 >> in our investments. And right now, we're seeing coming in under 3.6. >> So, still good compared to what it was several years ago, but not quite as nice as we >> enjoyed last year. And then obviously affects the revenue that we have to be able to pay for things like >> right teachers. Well, >> true. This is true. But again, as Dominic is going to review in the revenue, um
054that's why we always a little conservative on revenue because those interest rates you can never count on. >> Yeah. So sorry >> it's also an opportune time to mention that we are going through a RFP process for financial institutions and of course interest in interest rate saving is is part of that conversation. It's an important important aspect of that. We'll we'll share more about that as as we hit that time. >> Anyone in the treasures report Next thing is I think the surplus I don't have the agenda in front of me. Um, so the surplus is it's quite a lengthy list and I will admit that there might be a few of these vehicles that we did already um surplus back um but um in in a haste to get this done and get a
055most complete list to make sure we are right on target with all of our surplusing um I would include everything that I had to date on all the vehicles. So you might be resurplusing things that you you've already done before, but um usually it's the uh planned roll uh exchange of vehicles when they meet their end of life use for the New York State Department of Transportation and the pupil transportation units. So it's a regular schedule and you trade those in. Some of them were the uh um couple of them had to be destroyed and that was part of that electric bus grant that we um we actually had some nice funds come in for the support of those electric vehicles. So um actually taking apart a couple of buses wasn't a bad thing. Um
056so anyways and then just some instruments um some old equipment that uh was discovered in the maintenance department that's no longer used, broken, unsafe. Um, so just the typical stuff and we usually either dispose of this or send it to auction or in the in the case of the vehicles tradeins and or auction. >> Dan not doing trip bus anymore and they're passive. >> Well he the buses go to auction is there >> it depends. Um some sometimes they're traded in sometimes they go to auction. Sometimes we can get more for them at auction. Um but in the case of the two electrics, we had to comply with what the grants dictated that we do with those um old buses. >> Did anyone want to ask about the paint color dispenser? >> You can ask
057>> other than being old, broken, and unused. Is there anything wrong with it? >> Um they just said it was Yeah, it's it's broken. They don't use it. And I guess it's quite a a large piece of equipment, so it'll free up space. I could keep coming up with reasons. >> No, I just smoking an idea. So, you know what else is wrong with it? >> Any questions on surplus? >> Hey, um, moving on. >> Anything else? >> Revenue presentation. >> Yeah, something really short. I I thought we would just have a quick conversation about revenue at a 10,000 foot level. We're we're not quite at budget season yet, but getting there. And I thought maybe we we'd start with this presentation just to set a standard primarily so that we we're all using the
058same language and all the general understanding of the terminology that's used as we begin talking about those both revenue and expenditures and so on. So really this is just a very brief uh overview and again we'll be diving much deeper into this as as we head towards that particular season. So, just real quick, um, we'll talk a little bit about revenue distribution. Oops, I have the I I I have to go over and have these in the last time. >> It's still stuck. >> Can you use your turn? >> J, can you click on your presentation? >> Yeah, my computer does. >> There we go. All right. We just had to be patient. >> Did we go too far? >> No, no, that's perfect. That's great. it it looks like a long agenda. I'm going
059to just very very quickly we're just going to kind of go over the revenue distribution and how how that looks uh for ICSD and state aid other revenue and so on. So we'll we'll uh we'll start real quickly here with the revenue distribution. I thought I thought this might be interesting for folks to see. We're all familiar with that piraphph. I think we we talked about this quite a bit about the local tax share being the largest portion of our revenue here in Ithaca. Almost 68% of our revenue comes from our local taxpayers and local tax share with 28% coming from state aid. What I wanted to share this time over on the right is a comparison of our local districts. So you can kind of see what their distribution looks like. It's actually quite
060different than ours other than Lancing. Wanted to make folks aware of that. Newfield is an estimate but it's probably fairly close. So in terms of state a you can see the distribution quite disperate our our partners also state aid again just to kind of look at how state a comparison year to year we typically will see anywhere from two to 4% increase from year in the different state aid pots. Um the the largest calculation there is our our our foundation aid and this just talks about the way that that's calculated and how the state sees that. It is a very complicated uh calculation for the most part it's predated upon our combined wealth ratio. Uh so again about 28% of our our revenue comes from that and you can see from year to year uh
06122 million and 25 to about 25 million for the current year. There's some other areas there in state aid too. Just some other funding we receive. Building aid is something we talked about just had a conversation about previously how that helps fund some of our the work that we do in our buildings. And just so folks are clear, when we receive aid in certain categories here, particularly building aid, we get about 54% of that back when we those expenditures once the project is complete. So that can be a long period of time before we actually see that revenue. Uh both aid pretty much the same thing, but that's year to year. Again, we get about 54% of that back. Uh and so on. We have per the one difference. So here is our software, library,
062and textbook aid. That's a per pupil allocation that we receive and that we actually receive 100% back uh for up to a certain amount. So on a per pupil basis forward there we go there's the breakdown again that's what I just explained in those different areas is the policies building transportation and so on and miscellaneous uh income. So, uh, payment in le of taxes and I'll turn this over over downwards. This is her area of expertise. >> Actually, they just came in, uh, last week and we're working on the billing right now, a little bit later than normal. We usually wait for information from the county to make sure that all of our billing is is correct. Um, but we have two different types of pilots. We have the pilots that are actually set up
063um, and and it's a certain percentage of what their assessed value is um, that we bill out. And then we have other pilots that come in later that are income or expense driven. Um some of the pilots are based on income and expense and also shared with uh the city and the county and it depends on the tax rate. So those we are kind of unknowns. We still estimate until those figures come in. It's usually not till January. Um but today we um finished our billing and we're about 1.3 million on the actual build pilots. Um, I think there's maybe one that's ending this year and that's 18 of them that we're billing out today. Um, and then the other just shy of a million dollars will come in sometime in January. We'll be billing
064those out as well. And I think that is about another 8 to 10 pilots that are out there and those different types of pilots that we have to wait for the information to come in. >> Just mechanically, do you have to process all those? I mean those are all because I always thought that they they just would reflect the assessed value property each year in in line with the pilot. Are you saying that's not how it works? It's >> we actually we actually build them. That's why they're separate from Yeah. So that's why we have in our revenue we have a separate pilot line. It's not part of the tax um the tax levy. Separate line and then every year we get figures from the county. We compare we keep we keep actual data for
065each pilot as it goes through an estimates of what they're going to be as we go forward which helps us with our revenue projections >> and then every year we actually bill we send an invoice to those pilots. Usually it is around the first when the tax bills go out again uh we are late getting the information from the county this year which is we'll still give them the 30 days that >> so the IDA gives you all this paperwork is it >> Tomkins County. the IDA approves the pilot and then it goes to the county and then >> Yeah. or the city but most >> So it's the chamberlain office in the city and >> Yeah. And it's the the Tomkins County Finance Office all the information that >> Yeah. And so then we
066actually build them we generate an invoice from the district that we sent to all these um >> So they don't get the usual pink slip. >> They get No, they do not get tax. No. I'm sorry. Seems like a hassle. >> Well, you got to expect the money. All right. You don't send the bill, you don't get the money, right? >> Any other questions on the pilots? >> Great. You >> Oh, just some other areas there. So, we receive some interest and penalty on taxes. Kind of gives you an idea of what that is. We also receive a tuition offset from Cornell and I know that we're in discussions with Cornell about that particular figure and my understanding is we we may see a slight increase uh next year. I believe could be the current
067year but have to double check. Um there's some other fees charges interest earnings you know we anticipate about $900,000 this current year but with interest rates dropping that may change uh in subsequent years. I guess we'll we'll wait and see what what that looks like. And then again, just some other miscellaneous revenue, which you may not see there. Oh, you can't see it. Our Medicaid reimbursement. >> We also received some some from that as well. >> Thank you very much. Miscellaneous re It's our refund. Thank you. >> Miscellaneous. Correct. >> Includes. Yeah, primarily that's what it is. that we overpaid and that they ended the >> they figure out bills less than >> they bill us in May >> and we pay them and then all of a sudden they figure out that they won't
068build us and they give us a refund back and then from here >> I'm assuming that you guys are doing the budgeting with the u taxes and we're we're forecasting that each year it's like going up 10% per property that's in the program, right? So like we're factoring that into the budget. >> Yeah, that's why we keep all that data. Yeah. And we keep real spreadsheets on each pilot. >> Yeah. >> That's out there. >> We base it on the current tax rate though because we don't know what the tax rate's going to be. That's what we project. >> This is really just a series of definitions. Get we get excuse me questions quite a bit about tax levy and tax rate. Often those can be confused. So we put this up there and again
069it's something we're going to mention and talk about often during the budget process. But again, tax levy is just the the whole amount that we raise. And that figure there is the the current levy that we're we'll be receiving as part of our revenue this year. And it's this is just a calculation how that that rate tax rate is actually devised. But again, we'll we'll be diving through this in in greater detail as we continue through. >> Uh another conversation that I wanted to have is about our reserves. And again, we talk about reserves and fund balance quite a bit. Um, there the definition of each of these is is really important to understand. Our fund balance uh right now, so let me step back a little bit. Our there are three types of fund
070balance to talk about our our assigned fund balance, unassigned fund balance, and our reserves. And so our fund balance, let's go to our unassigned fund balance. Our unassigned fund balance really is the uh funds that we're able to allocate for emergency for emergency for rainy day. New York State says that we can set aside 4% of our total uh budget for the current year as that unsigned fund balance. Our assigned fund balance is funds that we have or excess funds that we have left over from year to year that we can then appropriate to the current year's budget to offset some of the uh burden on the taxpayer. The last portion of this are our reserves and our reserves are set aside for very specific purposes. For example, capital projects, our our retirement uh reserve,
071our healthc care reserve and so on. And so on the last page, just to give you a sense of where we are with those, this is going to solve every time. >> That was backwards. >> Yep. There you go. >> There we go. And it gets excited and yeah, moves on. This gives you a sense of where we are with those with our fund balance and reserves. So our restricted fund balance, which is another way of of uh saying our reserves, our restricted reserves can only be used for for those particular reasons. that are set aside for th those so for example like I mentioned a capital reserve retirement contribution and so on uh can only be used for those intended purposes so right now we have about $21.2 2 million set aside in those
072reserves. Our assigned fund balance, again, those funds that we rolled over for year to take the burden off of the taxpayer by that amount, um about $ 8.5 million, those are designated for for those specific uses in our particular in our in our budget. And our unassigned fund balance is about 6.5 million. And again, that's that's about 3.85% of our total bal total budget. So just shy of 4% that New York State allows. So that's where we are currently. And again, very basic overview. >> Can I do anything? >> It says, "Thank you. Any questions?" How's that? >> Yeah, >> I used to have a cool British sports car that ran just like this thing runs. Doesn't let go as one starts. flip this tax into it's >> that's it. So other I have a
073couple questions but I will yield to our colleagues. >> We have 6.5 million in the unassigned because that is 4% of the budget. >> Yeah. Just shy. >> Yeah. >> Okay. That's another question. >> And that helps with our credit. >> It does. >> Our fund balance as a whole does. Yeah. >> Correct. >> Yeah. something I should thank you for reminding kind of did a deep dive in fund balance reser wanted to look at across New York state what was the average fund balance that districts have by percentage of their total budget it's actually 22% and we are exactly at 22% of our budget >> so I want to ask uh you and I over the summer or This year I've had some conversations about this but but not not at the board. So
074maybe it's one to move some of the conversations we've had in preparation for meeting to the meeting just put them on the record. uh we are in discussion with the bargaining unit uh about pay uh at the end of last year we were able to offer I think we're going to offer what I should say about the middle of last year roughly 20% increase in payroll over four years we're now able to offer 21% over three years roughly why is Yeah, great question. You know, one of the things that was very helpful recently went through the audit, a financial audit and that that gives us a much more solid sense of where we are financially in particularly it relates to fund balance. I want you to look at how stable was that going to be
075from year to year. Again, I looked at when I came in I looked at the understanding that we had a a failed budget one year. we had essentially a rollover budget the following year. So it was was advantageous to look at the audit to look at look to see uh what were some of the factors in terms of that financial stability particularly as it relates to our fund balance. So looking at the negotiations, what it would look like from a projection standpoint from now through the next 3 to four years, funding this proposal was practical. So um we're also looking at an RFP regarding our demographics, right? And that's becoming a very important conversation in terms of uh our financial stability, where we might be in three to five years. Um we're preliminary reports are
076suggesting that um are we'll be reducing the number of students um and and these are preliminary numbers but we're looking at a relatively significant drop in the number of students over the next 10 years and again preliminary important I don't want to get too far ahead of that but uh when you look at all of those factors consider what uh where we are we are comfortable financially financially in a good spot. Um, and you try to project that out. That's why we were able to propose that at least at this time and that is a a slightly different position than where we were uh last year in particular last year. I think we were having conversations first of all the federal aid that was in question at that point. Um, and uh our own stability
077was something we wanted to be much more solid in terms of our understanding. So just to paraphrase, one difference between where we stand today versus where we were back in January, February. So we now have audited numbers and we know what our exact fund balances, >> right, >> for the prior year and the numbers look a little better than they might have potentially been a few months ago. >> That's correct. >> So that's a and then B, you know, just, you know, RFP is stands for >> request for proposal, >> right? So it was actually not the request but the response to the request >> that we always say RFP but it actually the request for proposal the response to that. I just want to be clear people watching at home. >> Uh we made
078a request for proposals. We received three proposals. We >> uh awarded the proposal to Cornell University uh demography. >> Correct. >> And they have now come in several times with preliminary numbers on student enrollment. And that suggests that we're going to have fewer >> correct >> students >> and costs less to educate fewer students than more students. >> So those two things, the healthy fund balance and the preliminary demographic information university put us in a better spot today than we might have been. >> Correct. >> And then correspondingly we can then offer more to bargains. >> That's correct. Can you can you comment on the number of talking about a drop in students and setting it over 10 years? Can you uh comment at all on the number of students that would need to reduce
079in a district like this to actually I mean I'm thinking about the number of students that it would need to go down to even reduce by one teacher. like if we're really talking about same that's we're talking about a demographic change but can you translate that a little bit into what that would actually mean financially >> that probably be a little bit out of scope and I only say that because if at what point do we decide that x number of students means that we need this many buildings to help educate students so probably a little out of the scope of this conversation but you're going to drop potentially a thousand students over 10 years that's a different conversation about where do we educate, how many buildings does it take and so on and so
080forth. And there's other implications that yield costs >> and you have done the um the projections and that like you say it's out of the scope but we also are accounting that majorly for feeling like comfortable in >> the financial position that we are in. So can you talk about what the >> projection work is that you have done? >> Sure. Again, it's a question of can we fund it now? What does stability look like during the term of the contract? So, we're talking and again, I don't want to have get too deep into the conversations regarding the contract. So, funding it very practical considering where we are right now. Sustainability is the question. I think that's one of the reasons why there was a question about how long a contract should term in any
081of our conversations about negotiations and where are we in terms of stability during that period of time. So if we're talking about two or three years we can fund that. Beyond that I think the information that we're receiving from the study is going to help us understand where we go from that point forward. So um >> so they are a little separate. That's not So we you would actually say then that the u that the response to the RFP and the information that we got about that about long-term projections actually has very little to do with how we're assessing whether we can enter into a three-year contract. Is that correct? >> I think I've said before that what we do is as much an art as it is a science, right? So, we're certainly taking
082that into account and we want to learn more about that and we do have some understanding of what it costs to maintain the building in terms of everything from energy to staffing. So, that's certainly in the back of our mind as we're thinking through this. But again, right now the conversation is can we fund the term of the contract knowing what we know now? And the answer is yes. So projecting beyond that that's much more art than science stuff. >> Great. I think one thing I I might share for colleagues who weren't in the meeting, you know, we've had this discussions interum check-ins with Cornell and as stop me if I'm mistaken on this, but as forecasts come in for the number of students at various points in the future, we can provide that information
083to tetrate and say, okay, we had this many students in this year and then, you know, two years later this many students and this many students. looking at the current inventory of buildings and and the state of various states of repair, what are the things that we could do to sort of most efficiently educate that number of students? And I don't think there's any answer to that yet, but the work is underway to to provide those answers. And a little bit, I think what we're I don't think it's a stretch to say that, you know, for a thousand students fewer 10 years out, that's going to mean some savings. And the work tech is trying to figure What's the best way to achieve those savings? You know, the highest quality fiscal plan for the students.
084>> There's not there yet, but it seems like pretty good forecast questions. >> Is there anything else? >> I don't want questions if there's anything. We're we're at the end. So, just future items for future meetings. >> Um during the budget process last year, one of the things that came up uh frequently across the community was feeling like they didn't understand where the money was going. Um especially when it was really uh down at the more granular kind of school level. Um because we are not quite in budget season yet, I am hopeful that there might be an opportunity uh during these committee meetings to be able to get to deep dive a little bit deeper into that to really understand um what the district's uh educational goals are for the year. Um how that
085translates into allocations for educational programming and numbers of staff and types of staff. and then how that translates even further. I even am a little unclear at this point about um how much of that decision- making is made at the kind of district level as far as um educational programs that are happening in any individual school versus um how much of that is left up to um to building leaders. Um I know that in other districts it can be quite significant and you can see dramatic differences in student outcomes based on the kind of priorities that an individual school leader has set. Um so even just understand how much understanding how much autonomy um school leaders have uh with that budgeting versus um at the exact team level. um and to just be able to
086break it down as as closely as possible to understand how the roles are translating into the allocations that are translating then into the programming. >> Sure. >> That's happening at each level. >> Probably something for a combined curriculum. I think that's absolutely >> great. You can do happy to do that. I'm friends. Me, too. >> Yes. >> So, action items signed. Todd, you're going to come back to us with the shower report. >> Yeah. And full report. >> And full report. Um, let's have the water. >> I think Emily has a has a item for future agenda. >> So, now we're at item uh nine, adjournment. So, I'm going to close the meeting. You're welcome. Thanks. Thank you. Perfect.