001the meeting is open and the live stream is on thank you good evening isua Community students parents and staff welcome welcome to the Board of Education governance meeting we are now on item 1.1 I would like to call this meeting to order on Tuesday September 24th 2024 at 5:30 p.m. moving on to item 1.2 roll call Board member Bo here board member um vice president arianis not here at this time board member G here clerk benas here and I am present we're moving on to item 1.3 approval of the agenda can I have a motion make a motion to approve the agenda motion by board member Bo second second second by board member benas any discussion seeing none colleagues please place your vote motion pass 40 moving on to uh 1.4 can we can please
002stand for the Pledge of Allegiance moving on to item 2.1 public comment on agenda or non-agenda items hope do we have any blue cards Le do we have any hands raisen in the zoom link We Have No Hands raised on Zoom thank you moving on to item 3.1 discussion of Unified School District a USD facility plan mrga I turn it over to you thank you uh board president Rodriguez paa uh Latasha and I are very excited to be discussing facilities with you all this evening uh this evening we're going to be walking uh through three buckets of information uh together uh the hope is that these three buckets are going to provide the Board of Education with enough information uh to hopefully provide some direction uh to staff uh but by the end of today's
003uh meeting uh we want to uh let you know that at any time uh you can stop either Latasha or myself if you have any questions along the way the first bucket uh that we're going to be uh focusing on this evening is our facilities uh worksheet at your dis you have a large version of the facilities worksheet uh if it is to your liking I do call your attention to this wall over here we do have a larger version um if you would like a larger version just raise your hand and hope will'll bring you the larger version to your to your table um and she will bring that to you if you prefer uh a larger version three on this side please I'm sorry two that that one maybe sir but the other
004one you're good with that that you have good eyes okay all right um so in the next slide Latasha is going to be walking uh the Board of Education through this facilties worksheet even though we have seen this facility's worksheet uh before just to lay context for tonight she will be discussing the four areas of the worksheet she will be bringing our attention to the increase and decrease column of the worksheet she'll be talking and discussing what the different colors on the worksheet mean and and she will be ending with current available funding thank you superintendent TGA um so we're going to start with identifying the four areas on the spreadsheet so we have the first area which is considered prior commitments and our prior commitments were the decision where the board education stated we
005are going to commit the remaining bond funds in fund 21 to address the pr monitorization commitments of Lee Elementary Dalton Elementary and Paramount Elementary then we have the category of safety related items Mr joh can you pleas like tell us the colors when you're on it I think that'd be helpful I mean if you're lik in the yellow or the green sure so safety related is the orange okay then we have I mean the prior commitments is the orange safety related is the blue category title thank you I'm skipping I'm sorry prior commit Mrs Green safety related is orange then we have the blue category which is strongly recommended and then we have the yellow category which was upgrades and add-ons on this worksheet I would like to have you to uh address your attention
006or take your attention to the fourth column which is the column that is titled increase or decrease here is where we identify the change in our projections so back in March we presented to the Board of Education this entire worksheet and for all the projects the Board of Education gave us authority to begin we gave the Board of Education the projection of the cost of the total project if in the increase decreas increas column you see a amount and a bracket that means that's a savings that means as of today if the project is completed that project was completed less than the amount that was projected or as of today the amount of the newly revised quote that we reive for that project is less than yes sir but just to clarify that's not the
007amount of savings that is the total amount so we would subtract that from the amount to find the savings that is the ual savings that is yes that's the actual savings so we're looking at the fire alarm suppression system that project is not completed which is in green it was projected at 1.3 as of right now based on the quotes we are having a savs of a 1 1.2 but again that project isn't completed but as we receive more quotes that will be that will be updated when that project is done okay can we ask questions as as your what rememberable as an example so can we dig just I don't know that we'll have to do this for every line item yes but so if we look at the fire fire system we said
008that the original estimate was going to be was going to be 1.3 million and to date committed expenditures are about $100,000 yes ma'am yes ma'am and so do we project that we're going to spend the the remaining 1.2 so in this case seems like a really big Delta to save and I'm glad you asked that I mean I'm glad you brought that to our attention so this is a reflection of part of this project which was the Bell and the PA system upgrade we were able to utilize other one-time funding versus the funding on this worksheet so for this worksheet purpose that's a true savings because this project was able to be completed with other funds outside of the funds that was committed for this worksheet and that would also be true if we look
009at the white column where it says parking lot expansion where it shows the projected cost was $7.2 Million but we're seeing a decrease of 7.2 that doesn't mean that project isn't happening that means as of right now we potentially have another funding source of our one-time funds that could take care of that project is there I know there's a lot of information period is there a a note or a symbol we could use to guide us to that to show that these projects are being paid for with different pots of money not on this worksheet but I can't update that and identify to the board ucation I think it would be helpful because otherwise it seems that we're saving 1.2 million or we're not spending 7.2 million we are making those I'm hearing you say
010we are making those Investments and we are spending but from a different pot of money so it seems like we need one more line here to identify those plots at least that would help my thinking yes ma'am yes ma'am yeah and that's I was foro you got to where I was trying to get and I to maybe understand that because if we look at Roofing the the second yellow from the bottom so yellow means it's completed yellow means completed so so that's an easier one for us to look at so that was projected at uh 3 million it looks like what was actually what was saved was 1.3 million but we may have still spent that so we don't know how much the project actually cost from this how much how much was actually paid
011out for the project we just know how much was paid out from our grant funds from the uh measure the bond funds no so in this case the roofing project we projected at $3 million we actually realized a savings of 1.3 because originally for um the sites that were listed we had a projected that we were going to have to replace the entire roof and when we did the audit some roofs were able to just be um taken care of with a coding so that is a true savings so there are some savings where it's just truly the project was less than but then there also are some projects where the project just cost more like the surveillance $3.7 million we spend more $757,000 more on our surveillance project but I will update it and
012I can identify other funding sources that were utilized for some of these projects in which we have we're able to identify some of the savings and the Tasha just for for clarity purposes because I think it was it was stated so um in column 4 when we have an increase decrease that's an that's an actual in other words we're not saying this cost 1 million we've only spent 20,000 so you're going to put 20,000 there this is what the what the original estimate was and then based on the newest information the new cost is either going to be more or it's going to be less so this is not an encumbrance this is not a we've spent to date this is an actual true either savings or an actual true increase yes sir for all
013projects for all projects yes me okay so if we talk about the colors so we have four colors on our worksheet so the first color is green green means the Board of Education gave us Authority for this project but we have not completed the project that means there's still work in progress either like for surveillance we said we're only in phase three we still have to install the access control until there's other projects that happen yellow means the Board of Education provided us Authority for the project and the project is completed there's no additional work that project is considered done then we have white which the Board of Education provided us Authority but that project has not yet started at this time and then we have the gray which were projects that were listed the
014board of education did not give us Authority but those are still in the worksheet for consideration and then miss Natasha for clarity purposes uh when we say things that are in the white are projects that have not started we mean physical construction started that doesn't mean that we haven't started DSA and uh architecture and those kinds of things correct yes sir so um if we're looking at the parking lot expansion we know we submitted all the architect design the DSA has already um provided us approval um we are going out to bid for all Sites up for Le and Dalton because we're waiting for the city to give us the a final design for the Carbell but the work has begun for those projects so we don't have any project on our list that we
015have not started some level of activity on okay the white yes ma'am any questions on this worksheet this portion all right so now we're going to go into what we consider not what we consider what is available funding so we identified um project and add-ons so this is identifying based on the original amount that was projected and based on the change so you see our largest swing is our prior commitments so before um when we received the quotes to modernize Lee Dalton and Paramount that was over 10 years ago and the projection was $6.5 million now alone Paramount is coming at 11.2 million so this is now increasing the prior commitments to show to modernize those three sites based on the architect design and all the surveys we have to do it'll be an increase
016of 15.1 million for our safety related projects we projected that we're going to spend $12.7 million we're showing that there will be a savings of 12.3 again that savings is coming from finding other ones time funding um projects coming in lower than projected but it does not mean projects were just not done then we have our strongly recommended we projected the amount being 1.9 as of right now we're showing that is a increase of $550,000 then upgrades and add-ons um we' seen the change um originally it showed zero we have a decrease and that is because that um for the upgrading add-ons that was our furniture for our classroom we were able to tie that to our exra onetime funding so that entire project was able to be paid for which we received last year
017but we were able to charge that to our one-time funding so that does not show an increase it shows a savings as far as to as far as the funding on this worksheet so the net impact shows that we have additional our remaining balance of $5.6 million available for the Board of Education to consider before we jump into this this next section um I'd like to provide questions or maybe some time you might want to go through the worksheet and questions pop up uh before we move on board president may I ask a question yes of course thank you uh M Jamal again I know this is a lot of information um and I also think uh it's important for our public to be able to to have access to this kind of information in
018a way that's more easily digestible I would request that we add a legend to the worksheet that codes for the bright so I'm understanding the green is approved but not completed yes ma'am the bright the bright yellow is completed yes Ma and then the white is in progress in progress in progress um I know that there lots of questions about how much money is the district spending and lots of different buckets and maybe there's a separate one pager that could give us our running total of what we've act what we projected to spend which we actually what we've actually spent and then where that money is coming from um because I I think I'm still struggling with the for example the parking lot expansion showing a 7.2 million dollar savings we know it's not a
019savings but we've identified other funding so I would like to be able to say we've invested $7.2 million but when I look at this worksheet it's hard for me to make that connection thank you and would you would you mind clarifying the new subtotal per May 10th board decision the what that is and why those numbers are different on the yeah what what does that signify sorry so it's not I'm not seeing it there I'm looking at I don't know I don't have cells to describe um no it would be the there's there's four sections it would be the third section you mind if I come over decision so the amount that um board member Greer is identifying is on the spreadsheet where it has the May uh May 10th decision so that is the
020subtotal of the action that the Board of Education took that night so if we just Su up the projects that the board said okay you may begin you may proceed that is the total of that column so here this helps so here this project in this category the only thing that the board identified we have the theater and then we have here which are these projects the playground equipment and So based on what the board gave us authorization for for the playground equipment and for the theater the total here is 1.3 but everything in this column was $3.8 Million they we receive authority to do a okay the bottom so for each category we're looking at the spreadsheet so here in the first category we look at the I'm going to say this a peach
021this says a new um subtotal for this category for safety related the board education gave us authority to do 25.1 million but the total category was 3.2 million if we go down to strongly recommended the question was how do we identify the May 10th board educ education decision so under each category if you look at safety related that starts in the orange if you go down the last column of that section is kind of peaches it says the new subtotal May 10th board decision so if you go all the way over to your right that shows that the board authorized us to spend $25.1 million on safety related items but the total category was $ 32.1 million now we go down to the strongly recommended the board education the entire category was $3.8 Million but
022on May 10th the board education only authorized projects at total $1.3 million then if we go down to upgrades and addons the total category was $ 46.1 million but on May 10th the decision was to only take care of projects that equated to $3.1 million and you can also identify what those projects are based on the color so if they're green yellow or white that's where that sub total comes from if they're gray they wouldn't be included in the May 10th decision because that means the board of education did not give us the authority to start those projects and I wanted to add I'm not sure if this is um what member Bo was asking but um were you spoke about some of the projects have been paid by other funds or other I think
023it'd be helpful to us and also the community like what other funds is it coming from you know es funds or right General funds school bond fund where is it coming from not just like it's from another fund I think it'd be helpful yes ma'am we'll provide that key um but it I would like to just stress that everything on this um worksheet is coming out of funds that are not in the general fund so it's either our one-time funds of Esser that allows us to upgrades or it's from our fund 40 which is for facilities only but nothing is coming out of our general fund so why I was asking about the blue what what sparked my questioning was I was trying to get a sense looking at this sheet overarchingly how much we're
024looking at by way of projects over overall um just to kind of get a to get a sense of from our from our assessment what is is where do we stand so I wouldn't it it wouldn't then be wise for me to take the totals under each section because there are are are funds that have already been allocated correct so I would need to take the subtotals that are listed under each of the sections but then subtract the authorization and that would say that would determine costs Beyond these dollars here so the amount that's available based on the so we start the um work uh we start the entire facilities project with $59.7 million sorry to just to clarify looking at what we assessed by way of all of these facility needs if if I
025could wave a magic wand or if I if I could jump three times and make magic happen and cover the what what are the what are the costs associated with all of these projects got it um I do not believe we have actually grand total for all these projects not looking at funding was projected at $13.7 million so to answer your this is a rough quick calculator uh to answer your question Natasha you can kind of check me on this to do everything on this worksheet as Atasha mentioned is $113 million but we took the $113 million and we know that we were doing somewhere around $60 million I'm just using soft numbers right now meaning that to complete everything on this worksheet we would need around 53 more million do yes those are rough
026rough numbers but just to give you a a sense to your question that's helpful thank you y but does that $53 million balance take into account projects that were f Ed by other Poots of money no so we're I think we're saying two different things so the to to do all these projects based off the projection cost it would be $13 million we had approximately $60 million available in facility related expenditures if all things remain equal yes we would need additional funding but because we're also finding other one-time funds that would increase or decrease the amount that would have been allocated on this project am I saying it backwards no no you're saying it correctly uh but there's one boogaboo to that to that thinking and that is our prior commitment to Dalton Lee and
027Paramount uh because that alone added $15 million to to the total cost and although and I applaud Latasha and her team for being diligent aggressive in finding other funds so that we can do more things on this worksheet that that that that increase uh in Dalton Lee and Paramount which I applaud the board for saying hey we said we were going to do this and we're going to do this uh that has increased dramatically the amount of funds that are needed to do those so although we have been successful in finding three million for desk and you that those kinds of things they're a little bit negated because of the increase to Dalton Lee and Paramount superintendent Orga can you please like clarify it for our board member vus I'm not sure she's familiar those
028three schools why we're going to do those first because they didn't get done the last school bond correct correct so and as part of the measure K and as part of passing that Bond one of the things that the that the that the board at that time 10 years ago um said is that we were going to use measure K dollars to address schools that were not modernized with the prior Bond because that money ran out and in the prior Bond the uh the strategy there was to do a school complete it and then move to another school complete it by the time they were at their whatever number of schools the funds were gone and so this time the board took a a different approach instead of saying we're going to go school by
029school by school we're going to go project by project by project so that every school's getting a l a Level Playing Field but those three schools were not touched the last time we they we were modernized and so the board rightfully so I believe uh said no no we're going to stick to that commitment and those three schools need to be modernized what memorable pursuit of clarity sometimes is a longer path does the $13 million include these net increases and decreases no the 113 was the total amount of the original projections for the projects so where do we current so if we said based on 13 was the original projection we've allocated 60 million according to this we have 53 more million dollar to go according to the our update our variances where is that
030number now 113 plus Summit how much not sure I'm following because we the total plan was for all of our dreams and wishes was 113 million then on May 10th the Board of Education stated these are the only projects that we're going to start with with and then we're going to come back to see what does that look like are was our projections too low projections too high and at that time we knew we still had about $5 million remaining after May 10th now we're here saying okay based on where we are will we actually spent our projects are coming in what is the remaining balance we now have $5.6 million of the 59 million that we approved yes ma'am I understand that but I think my question is as we try to think about
031long range planning um at some point we we projected 113 million do we have a sense of what the universe cost is now to do all these projects we have not re-evaluated the projects but um what we short answer we have not re-evaluated we still have the quotes what we have re-evaluated is for the projects we had Authority for let's ensure that we have the most current cost and projections on there so the the only current costs are the approved projects current projection are current projects anything that is hasn't been approved you haven't gone out to get quotes or bids correct understood thank you you're welcome any further questions okay continue thank you okay so so take takeway of this this first bucket that I want us to plant into our uh into our brains
032is that currently there is $5.6 million of available funding in the facilities worksheet okay so that's that's the takeaway right now that I want us to all walk away with oh there's $5.6 million available still in funding on this facility's worksheet and then we're going to move that to the side and quickly forget about it as we move on to bucket number two okay uh bucket number two our second bucket is our 10-year deferred maintenance plan we are all aware uh cabinet staff um board members at the dis that either through public comment emails phone calls meetings Andor conversations uh that stakeholders whether that's staff students parents Community have brought forward concerns regarding our facilities that could be in the area of haacks that could be in the area of asphalts the asphalt Roofing Florine
033to name a few and those concerns are genuine and they're legitimate and we believe that those concerns although not exclusively or 100% but most of those concerns are rooted in the fact that we currently are operating under a reactive model regarding our our our deferred maintenance so what does a reactive model means it means that something breaks we react and we try to fix it something erodes we react and we try uh to fix it something is out of date we react and we try uh to fix it not saying that's a bad thing just saying that that that is the kind of the currently currently that's kind of the the mode of of operation our objective tonight is to pitch the idea of changing our mindset around defer maintenance and that narrative and instead
034of operating in a reactive mode maybe shifting to a proactive mode meaning that we plan our deferred maintenance for the next 10 years and we lay out a plan plan that will address the major items regarding our facilities that need regular and routine maintenance and so that's our objective uh tonight Latasha is going to walk us through some of the items that have changed since the last time we shared uh our 10-year deferred maintenance uh plan and she will also discuss budget but we will take a short timeout does anybody want the en the the larger version of the Deferred maintenance plan or is the one that you have in front of you sufficient that one's good okay Mr Tasha all right so before I begin I want to identify the difference of the two
035worksheets so the first worksheet we were looking at that was a list of projects that was a list of projects of how can we enhance our facilities what can we do we were dreaming thinking about oh if we could have this we want new playground we want new classroom furniture that was a project list this is what we're calling our deferred maintenance this is things that we need to do on a consistent basis so we can make sure our our facilities are meeting the standard we have proper agback our flooring our exterior painting all the routine restricted maintenance item things that we need to be addressing we have now identified how we can address those on a 10year rolling average and this would be a fluid report that we will update and every 10 years
036we will know where we're at and so here what we do is when we shared this last May um we added three new items or four new items um items that were just to over oversight on our part um such as our kitchen flooring we have the 10year defer maintenance and Miss Cella hey what about the kitchens it wasn't listed so we have now added the kitchen flooring we've added items such as like tennis courts which were not listed at isusa high school and we have those at glassstone the gym floor at glassstone was on our defer maintenance sheet but it was at a future year now we're adding it um with the recommendation of it being addressed sooner because it's now in a worse condition that we originally projected it at and then we
037also have items such as our GMS roof and our Bale roof they were always in our deferred maintenance but we're now moving those up because of the state of their current Rook based on the current audit right now the district contributes a million dollars to the F maintenance plan we've been doing that amazing a lot of districts do not do that and that's where we've been trying to keep things going keep things going but it was in a reactive mode we were wait until something actually broke but we we've also been fortunate to receive one-time funding which helped us do almost 75% of our agback that was over $17 million that we needed and it was not budgeted for but because we received the onetime funding we were able to take care of it but
038now all that's going away so now we're trying to put a plan in place to ensure that we're not in the position we were previously in when we know we have things we have to address but there was no funding allocated for so in order um your full sheet identifies all the school years I mean all the school sites including the district office as well as for the next 10 years um and it will show that in order for us to be able to achieve each category for each year as it stands right now it will require an increase of the million dollars to additional 2.2 million if we were to say hey to do this every year 24 25 25 26 and so on we would need to increase that contribution to be $3.2
039million each year and so that way on an average we'll be able to address it that doesn't mean that every year everything on that line equals 3.2 million it's just that if we do on the average so it's not every year let's looking for authority to increase it here if it was $3.2 million on average about time we got to each year we will have enough in the pot to address another Point that's important on this facility worksheet is that the projection is that we have to replace it all so for example if it says flooring in the classroom office for Dalton if we had to replace all the flooring that's what's on this worksheet but a deferred maintenance is you budget for the full cost but your hope is as you're doing preventive maintenance
040you never have to replace the whole thing you might have to do partial foring or for the turf we may be looking at the wings there are several wings at Le they have turf that doesn't mean when the Le's Turf Wings come up you have to replace them all no you assess them and you only maybe have to do Patchwork or you only have to replace One Wing or two wings but the budget is already set aside for in the event that you have to replace the entire section of a wi M Jamal is is the Deferred maintenance fund a do we hold a balance or do we spend it down to zero each year no as of right now we hold a balance and as of this year we have not spent anything in
041deferred maintenance until we receive Authority from the board education on if the board would like to go in this direction um for the Deferred maintenance but previously the million dollars was transferred and that's what we will handle if something was broken if we had to replace a vehicle replace um a HVAC that's where we would utilize those funds but what is our current balance um I don't want want to guess last year we finished the year with a little over 450,000 with this year so I'm going to say approximately $1.4 million with this year's million dollar contribution already going in and do we fund do we uh fund our contribution at the beginning of the fiscal year we show it as a line item but the actual transfer happens when we close the books at
042the end of the school year yes ma'am thank you it is also important to note that right now when you when you're looking at the 10-year deferred maintenance plan we thought that it was important to um compare apples to apples and so we brought you the 10year different maintenance plan that we had previously brought with the changes that Latasha walked through but moving forward if this is uh a direction that the board wants to either decide on or talk about more um we are committed to the next time we bring this 2425 will be a year one on the defer maintenance plan and then we'll show you the next 10 years so that you're actually looking at a 10year plan because right now you're kind of looking at an 8-year plan because we include the
043two two previous years um so I want to ground us on where we are so far we know that on the facilities worksheet we have 5 $6 million in available funding check we also know that in order to implement a deferred maintenance plan we're going to need an additional $2.2 million a year to shift from a a reactive mode to a proactive mode check now we're going to put these two buckets aside one more time and we're going to go to our last bucket and can I just ask a question yes ma'am ask a question regarding where I'm reading asphalt but it doesn't say where in you know I'll just give an example is is a high school you you know their their grounds are very bumpy is that where we're going to put the
044as talk uh flatten it I shouldn't say flat but you know it's it's very uneven and to me it's very dangerous it's a safety isue to me I'm surprise someone has not tripped and fall is this where we're going just say asphalt would you say where yes and so wherever it has asphalt um it will be doing an assessment of that entire campus and we'll either do a full replacement or full Sur which means we just are able to do a a top code of coding thank you number just a process question about the about the second bucket regarding the the 10year savings we we said let's use asphalt so I don't remember what the numbers were we say it's going to be $10 million to to replace all the if if need be to
045replace resurface all of the asphalt on isah high we end up only needing to slurry everything the condition of the asphalt is fine and so now it only cost $1 million and so there's there's again making these numbers up there's $10 million in savings does does that do we still bank that to be used for for future deferred maintenance or does that allow us to save what we would invest in subsequent years so no um if we were to go to that direction and the board education say nope we're going to increase the million doll contribution to 3.2 that will always be um deposited into fund 14 and then any projects that come in less that would be a savings for fund 14 but that just will help offset if any projects in the future
046year come in more but it will be in fun 14 and then board president um I do want to point out uh to your uh concern about buuza high school and the bumpiness um that's a project and that project is actually on the facility's worksheet to redo the Courtyard area uh at Aza high school so it is something that we also uh have looked at that it would be nice to redo that that whole area so that is currently a project right now it's gray meaning that the board has not given Authority for that uh but it is noted on the facilities worksheet thank you you're welcome I have a question so if we adopt the Deferred maintenance program does that mean that this worksheet is going to change this this huge one here with
047all the numbers no because that's a project list the Deferred maintenance is what we just need to do regardless if we increase any of if the board give us any other authority to do any of those projects on that list that would not change the need for the F maintenance now for example if we look at the asphalt that we're were just discussing that's currently a project it's also deferred maintenance right if we do it um if the board education said okay we want you to do that asphalt that will be a project that would be a savings if Aza high school for example was in 2526 that means it would not have to be done so we know that would be the first year for savings because it was taken care of on the
048project list not the Deferred maintenance list okay so moving on to uh our third and final bucket is our Surplus property so uh we know that the Board of Education uh gave authority to staff uh our Consulting partners and our legal team to begin negotiating the sale of Al the former Allington the former mie the former pal and the former Sierra and we are currently uh engaging uh with the developers uh to get a purchase and sale agreement for those properties we do not know the amount that we will receive because of the sale of these properties but we do know that there will be an amount coming to the district that can only be used for facilities to the district that is a known the quantity or the amount is is unknown but we
049do know that there are funds coming this way we also know that two of the sites uh the board of education has given direction to repurpose right so Center Middle School to become the Community Conference Center uh the former slaon to become the new home of Sierra High School and the expanded uh and modernized um Central Kitchen so we know that funds are coming our way we don't know how much is coming our way but we are hopeful and working really diligently to be able to bring to the Board of Education as early as our next board meeting in October and hopefully worst case scenario our board meeting in November so either in October or November we actually will know the amounts that these properties will be uh will be selling will be selling for
050so this bring brings us to our third bucket okay so we know there's $5.6 million in available funding from our facilities worksheet we know that in order to to to implement the Deferred maintenance plan we're going to need an additional $2.2 million a year and we know that there is an unknown amount of money coming to the Board of Education that can only be used for facilities so when we took these three buckets that that we know today right now we looked at these three buckets and we came up with three options for the board of of Education to consider for tonight option one is that the board give direction tonight to staff that we do everything on the Deferred maintenance plan that is listed in 2425 so we we would look at the the
051the 10-year deferred maintenance plan that uh is laid out and that we would do everything on that particular year what does everything mean it means that we would be doing uh we would be painting hge Elementary that we would be assessing an hbac unit at Lee that we would be painting Long Fellow that the roofing at Valleydale would be replaced that uh the tennis courts at Aza high school would be redone that the flooring in the gym floor would be done the flooring in the kitchen at Gladstone would be done and the roofing at Gladstone would be done Sia High School in the adul head would get asphalt and the district office would get or assess six agback units and the roofing are you looking at this yes ma'am the the line going across yeah
052of 2425 oh okay thank you I was in the wrong in option one this includes and Latasha alluded to this some shifting in projects it includes a gym floor which was already on the plan but it it has now become a safety issue it is buckling really really bad and it includes the GMS and valid deal roofs which have also reared their ugly head and the severity is pretty bad there as well so those have been shifted to 2425 so that's option one let's do 2425 to for maintenance plan option two um no let's instead look at the fact that we have $5.6 million in available funding and let's handpick or cherry pick some projects that we might want to that we might want to do option three thank you for the presentation tonight that
053was really good information but let's not do nothing at this point in time let's make a decision at a later point and then option four is something that we did not that we did not uh think about um we do want to note uh that staff is recommending that we move with option one for the following reasons first IT addresses the safety concern of the GMS Flor second IT addresses the severity of the GMS and Valleydale roofs third it's sign signals and it launches this new path of being proactive when it comes to our facilities fourth because we know that there are funds coming our way because of the Surplus it does not negate nor does it ignore the items on the facilities worksheet so making this decision doesn't say oh but we're not going
054to do the great things that we haven't talked about in the facilities worksheet this doesn't negate that this that still keeps that alive it pauses it for a quick second until we have some more information but it doesn't ignore the items um there and those can be further discussed contemplated and decided at a f at a further uh study session um but now we would like to turn it over to uh board president uh for um any kind of um direction that the board might want to give stuff so do my colleagues have any recommendations or any questions any board member b i I know I've asked a lot of questions I'm happy to that's fine start the other end you're good okay that's fine Mr Jamal can you um just remind us what is
055the difference between deferred maintenance and everyday repairs so deferred maintenance um would be I'm going stick with hbac so deferred maintenance is we're going through and we're checking our filters we're actually checking our fluid we're actually going through and we're checking our coing coating that's defer maintenance when you're actually going in you're checking things to prevent the HVAC unit just working working working until it's gone and you cannot keep it lasting Beyond its projected useful life others would just be beautification that's why I put another category things that we just want to do continue to do but it's not something that you need to do to maintain and have a comfortable learning and working environment in in the context though of the difference between deferred maintenance and everyday repairs I think HVAC is a good
056example so for HVAC or uh AC and heating regular checkup system maintenance that's deferred maintenance and an everyday repair would be if the system breaks all of a sudden yes do we have a separate budget for those everyday repairs no or is that part ofes that also maintenance and so the way that we look at it is we project the full cost so on here like we have for Lee full cost for full unit to replace it right now we're probably nine times 10 depending on the the life of the system we have to replace it but if we're properly doing defer maintenance you're projecting a full cost but if you've been doing the filter changing checking the coils when you go to that unit you won't have to replace it you may have to
057put a service agreement in but then the cost of it will be able to be set aside for another item that needs a full replacement on that leads to my second question um in this cycle of deferred maintenance HVAC asphalt painting turf um is there a a a useful life for each of these quote unquote systems yes ma' so for example for hbac how long do we expect our units to last if they were brand new 15 to 25 years okay so that would if we're installing something within this 10-year plan we expect that the next replacement would be outside of the 10year scope yes and the way you could prolong the useful life is adequate deferred maintenance and then the same question about the use life of asphalt and turf yes give me one
058second I have that for you okay so asphalt um is replaced every 10 years and slurried every five years fencing I'm sorry would you like me to go to each one or do you want me to just do I think would be helpful because those are all kind of the big buckets of um differenter maintenance okay fencing is every 20 years flooring which includes classroom and nprs is every 10 years gym floors is every 30 years HVAC we cover it every 15 years exterior is every five years playground equipment is every 10 years a full roof replacement is every 10 years turf field is every 10 years Turf Wings every 10 years fire alarm and intrusion alarms and cameras is every 10 years and your kitchen floors are every 20 years that's that's very helpful
059and my final question for this round is if we can as we consider option one um when it says use available funds to do everything in this 2425 Blue Line plus the GMS gym floor and the two roofs what is that projected total cost so that would be a little under the 5.6 million is available okay okay and then if we are we also voting or giving direction about increasing the the the additional contribution to deferred maintenance I would recommend that we do again it's up to the board but I would recommend that we do not not do that currently right now because again we have this unknown bucket of money that's coming that may play into that decision okay so oh thank you so to to be clear option one would be fully covered
060by the $5.6 million approved available balance that we have yes ma'am thank you you have any questions is it so there's there's 5.6 million just to be clear that means that we have with with previous allocations just to be clear we have already exhausted all of the bond dollars no So based on the amount that we have in the bond fund the bond fund does not have enough to cover the last three schools so we are utilizing other funding source from the facility's worksheet to address the modernization right the reason I'm asking is because from a bond perspect so from a bond persp perspective if we communicated that we are going to spend Bond dollars on X we have we have utilized those Bond dollars on those things it wasn't enough and so there are
061other monies that have been have come in to supplement but but just for clarity sake we will have then been uh uh faithful to the to to what we have communicated to the community and and we're not saying there's 5.6 left of bond dollars but we're going to deviate because we may have some other monies coming in correct that is is correct also you said or you're saying that we expect hpack units to last anywhere from 15 to 25 years last year significant numbers of HVAC units were replaced as I as I just kind of look down each of the columns I'm trying so let's look at at uh Bale it says that there was 33 hbac units but then when I look down the column I see there's two units in 256 3 28
06229 one so does this take into account does that take into account that we could hit a cliff of HVAC units or if if we're not do do we need to plan for for more or what's kind of the thinking behind the smaller number of of hbac unit Replacements yes so when the board education approved the HVAC project that was only approximately like 60 65 to 70% of the units so no campus had 100% units replac so what you're seeing here is those remaining units that weren't replaced they're on this deferred maintenance and then once we get down year 20 then you're going to see those numbers jump up because now we're talking about the units we just replaced about 10 years ago V any questions yes I want I have a couple questions I
063know that I just just for clarification I think this is the answer because I also had a question regarding the 2.2 million in the bucket so we're not going to address that at this time right we said because because we only have 5.6 million but that's going to take care of all of these projects for um 2425 okay that was I just wanted to clarify and then um I had a question about Gladstone Middle School what when was the last time we did the flooring if you have that it is my understanding um that the gym floor is the original gem floor that's down so I don't have the exact year and Valleydale roof Val um as far as the age of the roof I don't have that in front of me if I can
064get that um and then also I was thinking I don't know if um board member boas this before but and I don't know if this is something we could do is it possible like maybe because I think you said most of the the items on here that we're talking about all these expenses for all the repairs and upgrades are we're talking about using general fund money right are you on the facilities worksheet yes no ma'am so that entire worksheet was accounted for with funds that are only allowed for facilities okay so that's fund 35 fund 40 our bond fund only not the general fund that the general fund is not listed on that worksheet at all so it's only facilities yes and so the 5.6 million that's available can only be utilized for facilities okay
065is there any way that we could might be a lot of but is there any way we could identify like what type of money was used like you said I know you talked about onetime funds bond funds I'm just curious if there's a way to identify on here like what you're proposing to use to cover those expenses so at the bottom of the worksheet if you look to your far left it lists the funds the title and what was available in each one and so those are those are the funds that's allowed so you see your fund 35 fund 20 five but when you but when you look at the expenses up here it doesn't like how do I know if it's fun 21 fund 25 fund um fund 21 would only be prior commitments
066so anything that came out the bond fund was only in the prior commitments all of the other categories they we utilize the funds that are in in the various of those funds so um we would have to go expenditure by expenditures to say which fund it came out of but everything for the bond that was for Dalton Lee is fund 21 the remaining funds are coming out of those other um funds that are only allowed for facilities so the the bond funds we're going to use up those bond funds with these improvements for 2425 no the bond funds are only being used for Dalton Lee and Paramount mization okay oh because that was a commitment so I would like to say um I I I go for option one at this time for the reason
067of course safety but you know if we go through the rains like we did last year you know it's kind of and also I had been at GMS at the gym and the floor is buckling and I think that's very dangerous uh you know it's it's just saying my husband was a mechanic and he would say pay me now or pay me later right you know something's broken bring your car back oh no I'll do it later then you comes oh my my engine just blew well I mean just discri a scenario right so I don't want to get into into that where we're going to end up paying more money than what we started that's just my opinion I mean I I want to say that I prefer option one too because um one
068of the things that when I worked for the city of isua they had a deferred maintenance program and it does help you know prevent like an iore in the community and you know for heck of a better way of saying it but because we're always making improvements to our facilities and and it's noticed the public does notice that in fact I was um out in the community and some of our neighbors around the a couple blocks down the road were were you know I was talking to them and they were like hey what is the school doing because you know I they finally got it painted and it looks good and so people do notice you know and it it it felt good to hear other and they don't even know I'm a Schoolboard member
069but it was really nice to hear that coming from a neighbor you know they they have there's visibility they have the full visibility um of isua high so I mean I I really like option one and as um president um Yolanda P said we don't have to wait around till the expense gets you know out of control yeah V yeah I I concur with my colleagues and I am in support of option one just a a clarifying question we had when we went through the Surplus property process projection it spelled out and we've we've been on track thus thus far uh but in that project in the process projection it talked about when a range of when regardless of how much it is a range of when we the district would be able to expect
070dispers receipt of those of those funds what was that what was that range if anyone recalls so it could short as six months or as long as three years and just to add some further um Nuance to that um as we have been negotiating and and as outlined in the board action items from last month regarding uh the authority to negotiate uh one of the things that we are looking at as well because it could be more realistically probably two to three years um we are currently negotiating as well some um deposits non-refundable deposits as well so that that's cash that also comes in and I think probably to your question sir and the Sasha correct me if I'm wrong on this um some of the things that are on the facility's worksheet uh let's
071take uh the prior commitments as an example those are going to be years projects and so although and I'm making this up and Natasha although it's going to be $29 million to do those projects I'm not spending $29 million right now so that's a commitment so for instance in the future if you know that the Surplus is bringing x amount of money that doesn't mean that there are projects that cannot be started because we know that this is for the long F and so as an example it probably is very very secure to say that by the time if it takes two two and a half years to uh get funds for the Sal a property we probably at that point in time we're still not going to be done with Dalton Lee and Paramount
072and so although we know that that's the budget and we know that those funds have to be it gives us a little bit of of room and to play chess and checkers uh with the with the true available funds because we know that although this is going to cost this much that's that's way over there so it gives us a little it gives us a little bit wiggle room for the Board of Education to say okay this is going to take this long but we really want to start this project there is real possibilities of that happening even though tonight we might be saying byebye to$ 5.6 million that makes sense got it yeah so you did know you did know where I was going um and that's exactly where I was going because what
073the concern that I had and what I was going to ask is and it seemed you just answered is if we so then to make a decision to go with option number one right now is in essence saying we're not doing anything else for two to three two to three years uh that isn't necessarily what we're saying though we're saying we're we're agreeing to allocate some of these funds but there there's room to start it's a long process for some of these projects so some of those can can get in the in the hopper if you will okay uh yeah then I'm I'm also in agreement with option number one so the the direction I'm hearing from my yeah I have a question so I want to make sure I'm understanding this correctly so tonight
074we're going to approve the Deferred maintenance program and the 5 5.9 million that we to make those repairs on for 23 24 a board clerk I would say that a little bit different I think tonight the board would give direction to staff to do the items on the Deferred maintenance plan for 2425 and and and that's the extent again this is obviously the the board's decision uh our recommendation is in terms of adopting the whole 10year deferred maintenance plan um we think that it would be wise for the board to wait until we have numbers to make that final determination so I hear the consensus of of my colleagues is option one can can at any time we add something to the grade um strongly recommend just yes a brand new office for Latasha I
075thank you you know I'm seeing zza high school and I'm seeing excuse me I see in zza high school the lighting and the stadium lighting moving forward and the um scoreboard you know I think they need new bleachers their bleachers are very low you know when you go to the game you're like just looking this way and you know I've seen them in other Schools they're a little higher they're I don't Stadium seedings I guess that maybe that's what you call them but I don't see it on this list I I mean if you're going to make it very nice and for you can have games there I think that would be needed for president that is in the strongly recommended item section that one two three four five six seven eight lines down install
076stands and Press Box football oh well stands doesn't mean bleachers to me I'm sorry no problem I don't think but okay I Witnesses right this is being recorded yes for president so um are we good we're done with the presentation thank you very much it was a great presentation board member gri I just I just want to say thank you well to thank you to the whole team to staff uh Mion them all thank you in particular for your work on this we we just had a certainly a robust discussion and talk talked lots of numbers what what we may not well I I understand that that there's future decisions for us to make on on an overarching 10year plan and you know plus ongoing um but I think this is a this is really
077really a huge first step toward that and and what that means for future iterations of this board what that means for future iterations of students in our in our district who just don't have to experience having the original flooring in in a middle school middle school gymnasium to where we realize that we need to bump it up to the top of the list because it it has it's the original it's the original Flory um it it that just is that just is huge and that and that takes a lot of a lot of work a lot of forethought it's a huge culture shift for us as a district in how we approach these things and I just think it's a a tremendous move in in the right direction and so thank you so much for
078just your your your wisdom and your your forethought all the work that you put into really spelling all this out thank you work member benas yes I also wanted to you know say thank you to the staff and to the board members as well cabinet everyone because I think as board members you know we need to take a proactive approach like this because we always want to make sure that we're thinking of our safety of our students our our faculty our staff our teachers everyone that comes on campus on site um I just think it's it's and it's good you know the community sees that we are doing something that we take pride in our buildings and our not just you know our students but also what we provide for them right and then we're
079also um staying up to date so that they feel safe you know and um I I was sharing with someone about all the different I think it was with the PRS and recx commission regarding all the safety measures the school district is taking you know putting implementing in the in this coming year and I just you know felt good to be able to to see that this board is and and the you know the recommendations of the cabinet that we we we care and we put the safety of our students first and that we're always looking at those things so thank you for all your hard work yes and I also want to thank my colleagues for moving forward on these this great project but also I I I feel very good regarding you know
080we were I was here at the beginning of the school bond and that we are giving this community what what we promis them to get their vote and they appreciate it I also do hear people say oh my God you know that's front of Murray school it looks totally different or you know this a high school and and everything and I think that um we're doing the right thing and I thank my colleagues and all of you also for this great presentation and moving forward and I can read this this is good I love it love it I can never read I was bring my magnifying glass but I'm good great yeah thank everyone and and the community for for voting on the school bond so um we're keeping the promises that we promised them
081when we went out knocking on doors thank you uh now we're moving on to um item 5.1 adjournment can I have a motion to adour motion by board member G second second second by board member Bo any discussion colleagues please place your vote motion passes 4 Z this meeting is adjourned at 6:47 p.m. thank you