001Good morning. Today is Thursday, May 28th, and this is a special meeting of the facilities committee. Uh, first on our agenda today is discussion of a 10-year facility study. Dr. B. >> Good morning everyone and thank you uh for being here. Uh this morning um our facilities team will give us uh an update on our recommend talk a bit about our recommendation for beginning the process for a new 10ear facility study. Uh the last one was completed in 2016 but I'm going to turn it over to our uh director of facilities Kevin Monrett who can take it from there. >> Thank you very much. So as Dr. Burn said the last study is was done in 2016. Uh which also means you know we're out of date and these studies are are critical because they
002take a deep look at the entire facility infrastructure. Um they look at every critical component of the building and even though we've done a tremendous amount of capital projects and improvements, there are other areas that were not touched um in HHR. A brief example, uh, bathrooms, gymnasiums, cafeterias, those were not part of the addition and alteration project. So, a 10-year study would really dive into those systems, whether it's windows, um, a whole number of components, and it will help provide a roadmap to the district along with pricing and, uh, ways to implement these projects over time. Any questions? >> Um, >> so just a quick question on pricing. Um, because we're talking about 10 years and how drastically that can change. This is really just a ballpark for us to understand like just generally are
003we speaking about something that might be an annual capital project or are we speaking about something that might be like a bigger building committee? >> Exactly. So what what they do is they take uh real-time dollars uh based on what we're seeing on industry bids uh whether it's windows or what have you and then they provide escalations based on what year the study thinks that the that project should be rolled out. >> Great. Thank you. >> You're welcome. >> Um so you know you said we're out of date and you know it's 10 years from was there a reason why we there is that lag? Is it just because of HHR and everything else that was going on that >> Yeah, I I think that was the reason. Um I I think there was, you
004know, a need to pause for a minute and you know, Oxbridge was busy being closed out and HHR was being launched. So I think it's time to start looking at it again a little bit more closely. >> So just a couple questions for me. One, the 2016 study was a fiveyear study. So now we're doing 10-year study, or is it just because it's been 10 years, we're doing a 10-year study? I I thought the 2016 study was a 10-year study. >> Okay. Five year master plan. Okay. >> Anyway, and then um is there any reduction or discount because we've done Ox Ridge and parts of HHR? They're going to look at everything in those buildings as well. >> Uh they're still going to take a deep look at everything. um kind of just you know
005go with a clean slate and look at all the systems to make sure they're functioning as as designed and uh operating correctly. >> Okay. >> So just a question about how we think about the long-term planning. Um I'll start by saying that I I think this is great. I think it's very helpful for us to look forward and to really be able to plan into the future as opposed to just immediately reacting to our situations. I am curious though um how we think about that time period beyond 10 years. So because we have seven distinct school buildings and then we also have central office you know I think that looking back we can see that certain projects um might have been pushed off so that multiple schools came due at the same time >> right
006>> so how do we how do we kind of think about that continuous maintenance or rebuilding or renovate whatever that schedule might be so that we don't put the people sitting here in the future at a place where they have three elementaryaries under construction at the same time again. >> Yeah, I I think it's a the perfect question and I think that's the reason that these uh plans are so important is that you have this rolling neverending 10-year plan so that as one is starting to sunset, one is now on the horizon and looking into the future, whether it's enrollment or building needs or programmatic changes, whatever, whatever the case may be, if you keep this ball moving in the in the correct direction, you you'll avoid those surprises. And you also balance out what
007are the things that we can do as part of our regular operating. What are the things we could do as part of our annual capital and what are the larger bigger projects that um like we've been talking about the middle school project that we need to have on the horizon. So I think once we have all the information I think gives us the ability to strategically look at and sort of organize the projects in a way that makes sense back to the board. So then with that concept of the rolling 10-year plan, would we is that the kind of thing that doesn't get touched or talked about again until let's say like 2036 or is that something that is maybe a bit more ongoing and starts a little earlier? >> Yeah. So I think um
008we would take like doc to Dr. Burns point, we would take some of the smaller projects that I would present to the board uh for budget considerations and they would be drawn from the the grandmaster plan, but then the larger projects, whether it's, you know, the million dollars or more where a building committee is needed, then you have to have conversations with the town to go for state grants. And I also think that there, you know, I'll go back in time, you know, so middle sex may have been identified in last 10ear plan, but that required a full study itself. And so we can identify from the 10-year plan what are the things and at what point do we need to do a more in-depth study for that particular side project. >> Okay. So we'll
009be flexible basically depending on what is identified and where we're at in the process based on what things get checked off and things. So if a system goes and we have to navigate that and it wasn't in the calculus then we'll have to >> adjust as appropriate. kind of building on that question, does this uh study look at where we are today and what we need to do to get up to today or do we look to the future and start thinking about different needs whe you know and I'll take an example of maybe 10 year 12 years ago there weren't man traps at schools. Is that something that would say these are some things that you may want to think about doing in the future? >> Yeah, that's exactly right. I think my memo
010uh calls out one of the new uh state mandates which is uh indoor air quality assessment which has to be done every five years uh an in-depth look at HVAC systems. So you know that's a perfect example of security IAQ whatever the case may be >> but it does both it gives the sort of immediate where we are where are the deficiencies today and then what do we project out over the next 10 years. So then to Dennis's point, how would kind of the coordination and the um area expertise fit in with that? As we're about to work with a new security consultant, they would be brought in at certain points along the process. >> They would be involved in that. >> Um I imagine we'd have specialists for roof studies that come in. Our
011demographic study and enrollment study would be a part of it. Does all of those need to be taken into consideration? I believe it's the we're projecting just under 3% increase in enrollment in the next five years. I don't remember what the number was for 10, but that has to be part of the the uh process. >> So, what are the next steps for this? >> We take rich if you want to. >> Uh so, this would be in the fiscal 28 budget uh proposal. You'll see an operating request. Uh these typically are about $100,000 uh for the study. And so that would be the next step is to see that in the next budget cycle >> and then it would go we would it's the included in the budget cycle and then we would put
012an RFP out. >> Correct. So assuming it gets approved and uh makes its way through the process and RFP would go out to architects and demographers. Um you typically work with a couple of companies. Um so demographer to look at space and long-term uh space needs and then architects and engineers to look at the facility conditions that >> is there a need to do that sooner than the budget next year's budget cycle or >> so in the budget for next year is money allocated to do this type of work for just the high school. Yeah. >> So a couple years ago we talked about doing master plan um and it didn't make the cut because of budget constraints. Um and so at the time it was decided to look at the middle school first as
013being kind of like the number one priority and then move on to the high school and look at that. Um I think we have space um thoughts that need to be looked at because some things have changed demographically in the district and so that's really what a master >> and then to building off of that how how so this goes in in January when would you expect to RFP and then come results of the survey? So I would think we would have RFP results probably towards like you know June or July of the 27 um and then we would bring those results to the board um with the recommendation on who to award it to and you'd probably award in the fall um because these groups do tend to have to be with stakeholders whether
014it's the principles um security individuals facility individuals and you need to make sure obviously everybody's here um and then that work typically takes about a year um so you would have like an actionable report sometimes toward the end of fiscal 20. >> Great. >> And you guys are comfortable with that timeline? >> Yes. >> Anything else? Okay, I think we're we're set here. I don't think we can bring that to the board at the next meeting. >> We okay with that? >> Okay, next on our agenda is public comment. >> Good morning. To participate in public comment, please approach the podium and state your name and town of residence and note that you'll have up to three minutes to comment. We have no participants at this time. >> I will take a motion to adjurnn.
015Katie, seconded by Sarah. All in favor, we are journ.