001Good morning and welcome to the joint board of review meeting between the city of Akran and Akran public schools on July 18th, 2025 at 11:01. Um we'll start with the Akran um school board. Roll call, please. Dr. Thompson. >> Dr. Jackson, >> present. >> Dr. Molar >> here. >> Miss Autry >> present. >> And uh Pastor Harrison >> present. >> I believe I hit all of us. >> Yes. Thank you. Next we will have uh the city roll call. Um President Someville, >> do we have someone who can handle that for us? >> You do. >> I can certainly do since I stole the list. >> Okay. Um, >> Mayor Malik, >> present. >> Mr. Lombardo, >> present. >> Miss Somerville, >> present. >> Mr. Oh, Mr. Fricker, >> present. And so we have one,
002two, three, four, eight. One more on Oh. Um, >> Wardell Wardell >> and Miss Wardell >> present. >> Okay. So we have one, two, three, nine present and we have one absent. Do we do um just for a point of clarification, did we um recognize also superintendent was present? >> Yes. Uh >> okay. I I didn't know. I just >> No, no, I did not call her name because >> just for the record, >> Superintendent Outley. Are you present? >> Yes, present. >> I just want to note for the record that uh Michelle Wall is filling in for Eup Lash who's out today. All right. Um, thank you. Next, we'll have the approval of the previous uh meeting minutes. Is there a motion to approve the uh previous meeting minutes? >> Some moved. It's been
003moved by uh Miss Somerville. Is there a second? >> Second. >> It's been second by uh Mayor Malik. Any discussion? >> Seeing hearing none. Roll call, please. >> Dr. Jackson, >> yes. >> Dr. Molinar, >> yes. >> Miss Autry, >> yes. >> Superintendent Outley, >> yes. Miss Somerville, >> yes. >> Mr. Lombardo, >> yes. >> Mayor Malik, >> yes. >> Mr. Fricker, >> yes. >> Pastor Harrison, >> yes. >> Miss Wardell, >> abstain. >> Nine um yeses and one abstension. Thank you. Next, we'll stand for the pledge of allegiance. Member Monar, could you please lead us? I >> aliance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. >> Thank you, member. Thank you, member Monarch.
004Currently we do not have I have not been presented with any requests to address the board. Um now uh we will begin with our agenda for uh the new business's update on the LFI funds and timeline. I believe uh director Fricker. >> Yes. So uh I do have an update on the arbitrage calculations. So we did uh get the report of the calculations that were done through the the report was dated through December 7th of 21. Uh so that's the first portion of the calculations and that does not there was no rebate due on uh the funds up through that time period. Uh then we needed additional financial information which we did receive from the schools from Valerie Mills uh that we forwarded to the uh person doing the arbitrage rebate calculations. Uh they looked
005at that and determined that it is going to take a little bit more time to work through that. So they are giving us a time frame of late August in to in terms of completing that final uh the calculations from 2021 through through present day basically. So we should have the calculations sometime uh late August or early September. >> Okay. Thank you uh Mr. Fricker. Are there any questions um on that? All right. Thank you. Next, we'll have um our update on the uh Piper and Miller South project. Thank you, Miss Faulk. >> Eric, >> good morning. Uh, President Jackson, President of Somerville, Mayor Malik, members of the city and APS council. At this time, I'd like to give you an update on the Miller South project that with Miller South and Piper being at
006the Kenmore location. Um, I wanted to remind you that the board approved this particular project in July 10th of 2025 and the entire budget for the entire project was $63 million. Of that $2 million is set aside for the demolition of Piper and Miller South once the students would move into the new building. At the time this was originally started, the uh estimate of building construction was done in 2023. Once you paid for the abatement, demolition and design services, the budget for the building itself was 54 million and it was raised to estimated at 150,000 square 56,000 square ft, which at a cost at that time was $346 per square foot. We then proceeded through this particular process. We were able to obtain a design firm and I have Mr. Mitchell here from Prime AE
007who was our uh president of Prime AE. They are our design record uh staff. We started to plan the buildings as to the educational process including what we needed for Pyer and Miller South. By the time the designs were completed, we increased the square footage to a total of 169,764 square ft with a new cost listed that we obtained through our also contracted vendor, our uh construction manager at risk who is CTO and it came in at 67 million. So that's where you get the $13 million that you have heard about in additional cost and the new square footage per cost per square foot to open planned at this time with August of 2028 is increased by 4 to $400. That's where the $13 million comes from. So we then went ahead and Superintendent Otley
008and myself along with members from Prime AE went to and met with the staff members on the Miller South and Piper buildings on June 6 to explain to them that that we were seeing a increase in cost of the building and with the original plans that were discussed and we wondered if what adjustments could be made and that is called value engineering. This normally does happen through a construction process to reduce the size to their review to see if we could also save cost. Whoops, wrong way. I'm sorry. So, what I can do if you will look in your packets, Scott, I may need your help here. I wanted to bring up the plans. Um, and I don't know that this will do it. Please look at your plans. There are floor plans on our
009website. If you would look at your packets um there the link I have put there >> on here. >> Oh >> both. >> Okay. [Music] Right. Uh okay. Hang on a minute. SC exterior. There it is. Hang on a minute. There we go. Come on then. Really? There it goes. Okay. So, these are the floor plans that came out of that review with the uh staff members. Some of the suggestions were So, let's start at the beginning. Originally, when this was started in 2023, this included a uh 500 seat auditorium. Uh it included one entrance. It included some other amenities that were eventually planned in um excuse me for a minute. >> Okay. So therefore um that's where you got your additional uh square footage. So what came out of this was we went from
010the initial planning to an actual first plan and increase through the request of several staff members and our uh previous superintendent to increase as an example the seating from 500 to a,000 for the auditorium. What we did determine through this talking with the plan uh example staff out there, we could take out of what was called the mezzanine, which was the 250 seats and make it equal to our current high school auditoriums which seat 750 and then it also didn't need a catwalk because you needed that for the mezzanines. There were some other value engineering. So these are the plans you currently see available. One other thing that also was done with these plans is we actually truly took out the blackbox because it was not necessary. And I'd like to remind um members of
011both of the joint board that middle school CLC's do not have auditoriums. This is something we plan for the programming of Miller South because it is a performing arts school. So we were enhancing the original footprint to in order to do that. So we also were thinking of other consolidations that we could do. We didn't need two clinics. We didn't need maybe not two entrances, things like that as we would go ahead and allow this. One other thing that is in the background and I would we've had some questions. So I'd like to share this with the board. As you know, the footprint for the Kenmore location had the original school as I if I'm facing north on the west side of the property. This would be located or on the east side of the
012property. This is now located on the west side of the property. And that is because under the original Kmore building is a very large sewer line that is literally under the building. and to make an adjustment or remove that and remove all the building footers were not something that were felt to be adequately addressed in the construction, you would end up with overruns and cost. And if you had any questions, that's why I asked Mr. Mitchell to be here. So therefore, this is plan two. These are currently on our website. And I also wanted to show you, and if I could get to the other one, you also have in your packet the original renderings for the outside. I'm sorry they're in black and white, but that was what we also wanted everybody to see.
013Mhm. Thank you, Heidi. So, those are the renderings that are currently available sitting on the west side of the property. If you had any questions about that, Mr. Mitchell certainly could come up and answer those as well. Um, next I also wanted to go back to the slides if you give me a minute. Okay. No, that's the minutes. Yep. Got it. Thank you. There we go. So, from there, we want to now go ahead and give you one last piece of information. So, APS was working with our vendors and our construction owner representative and CTO. And so now we're at a point we are talking about hopefully today how to cover the difference in the funding. Original funding for this as I said was 54 million. 40 million of it is certificates of participation. Dr.
014Thompson worked with his staff and the bond agency. These were sold in December of 2023. There is 15 million from APS that is included in that. That is we title it ESSER. It's not technically ESSER. It is general fund. It was just ESSER previously. So, we were now up to 55 million. If we need 61 to 63 million, that was the discussion with the city of Akran. Could the resulting LFI funds left from the previous project also be dedicated to make up the balance? Because we've had an increase in uh square footage to meet the needs of the program. Would it be possible to change the agreement that allows us to depending on what Mr. Fricker and Dr. Thompson told us would be available, would there be an agree uh a change in the agreement
015to allow all the funds that would result to be put towards this project in order to cover the cost of building the building and in case there could be any kind of change orders or overruns that you get that sometimes appear that you cannot plan for. So, that is the information I have for you today and if you had any questions, Mr. Mitchell and myself are available to help handle those. Thank you. >> Thank you, Miss Faulk. Uh, Mayor Malik. >> Thank you, Madam President, and thank you so much, Miss Faulk. I really appreciate all the information. This is very helpful. Um, two questions. Um, so you mentioned the in terms of the the revenue side, $40 million from uh uh cops, uh, $15 million from Esser general funds, 55 million. The is the total
016project cost with the Piper and Miller South demolition. Is that 67 million? >> It would be 67 million if you build it at the way it was without the value engineering. That is correct. And that would include the two million set aside to take down the um buildings that would be left PER and Miller South. >> Okay. How much is it? What's the total project cost with the value engineering? >> We have not completed that yet, but as an example as we downsize the auditorium. We came to close to $8,000 to reduce that by taking the mezzanine out. There are some other things we're still looking at, but we would taking out the mezzanine still met the seating capacity equal to our other high schools and allowed us to have a very nice auditorium for
017the performing arts. One of the things that did come up as an example in talking to the staff about the auditorium was how you would schedule that and how number of performances we could certainly offer because we would have this increased seating at a middle school location because many of our performances for large ones are currently at our high schools. >> So, so the total cost with the value engineering would likely be less than 67 million. >> It could be if we can continue down that process. Okay. >> We are not completed with the process yet >> for sure. So I guess in my mind then we're talking about you know 12 million you know uh 12 million possibly less. Understanding that um uh you know there can be cost overruns, there can be change
018orders and things like that. >> Yes, that is correct. >> Okay. Um and uh so that seems like a gap that that could be covered by the LFI funds, you know, again depending on the pen any penalty that >> Yes, that would be especially if we move forward in a very timely manner. I understand there's some illegal agreements that have to be done, but we do not want to hold this project much longer because that $400 per square foot next year could be $425 per square foot. So, we need to have this done in a timely manner. >> Absolutely. And and then last question, I really appreciate you going into the details on the auditorium. Um, uh, Councilwoman Boy, um, who couldn't be here today, obviously has has been involved in this and talking with
019members of the community about this. And, um, the auditorium, the, uh, are are any of our high schools bigger than 750 seats? Is I was thinking about Firestone? >> Firestone is 742. Okay. >> Um, Garfield is 747. Um, I do not want to put North in there. That is not a new build. And North is very unique when it was built cuz it actually had a small theater and a large auditorium. So each location is but most of our brand new builds are around 750 uh seating. >> Okay. No, that's helpful. Um Okay. Well, I guess the the, you know, last point that I would just make is that, you know, uh uh you know, it sounds like we're in a ballpark where, you know, there would be, you know, the the gap is something
020that could potentially be covered by the LFI funds either in whole or in part and that sounds like a direction we all want to move forward in. >> Thank you very much. >> Yes, please. Um, just out of curiosity, just out of curiosity, Miller South Old School, what's the seating capacity there? >> Because it was originally a high school at that time, it's 940, >> but it was also built in the 1930s, >> right? Any of their events have uh seating capacity problems? >> Um, they you mean Miller South? They have usually very well- attended events, but they also schedule them understanding which kind of play or event they're doing. One of their major issues is not the seating, it is the actual parking because me, as you are aware, the parking is extremely limited
021over at that location. and we are building the parking here at the property that would allow us to park with the understanding we've asked um Dana and his staff to reach out to the city knowing that we would be putting an auditorium in this area and what other areas could would be available for park per in the area for parking. So that has also been a discussion at the city level as we go through this project. >> Okay. Thank you >> Mmber Harrison. Excuse me. >> Thank you madam chair. Um, one one of the questions and I think we're we're we're kind of going there. Um, Councilwoman Boy um was really looking um at the auditorium as far as if the mezzine was taken out, could it accommodate a thousand seat stadium um auditorium? thousand
022seat auditorium with a different design at not not the cost of a mezzanine but simply the seating was important. >> We did look at that and I can advise you if we put a thousand seats on the floor it would add $1.2 million to the project. >> Okay. I just wanted to make sure that was on the record u because that was a question for her. Um and the um if we can um if we have the LFI money to cover costs without significantly coming close to a um cost overrun. Um I I think I would like to see the comparables to that um with those additional seats. Um, I heard we took out the blackbox theater and I know everything is give and take. Um, but the um to to build um I would
023just like to see that the um if we're doing numbers the some of the important things what it cost with those things that were deemed important and then what we can afford if that makes sense. And madam chair I have one followup. It would be helpful if we get a sheet um of the cost because my original understanding was the bill was at 63 million. Um we had budgeted 63 million and then it came in at 76 million. Um, and then I know we're going back with the value engineering, but when we when we're here, it would be helpful for me if we had a sheet that would explain one sheet that would explain where we are um and the cost differential. One followup, how did we get from the original um 156 square ft
024to 169 764 square ft? the the original design was based on the OFCC standards for the which is the basic school construction plan similar to what we had done through the uh CLC's across the board and I'll give you an example it was just the original box and then you sit and you plan with the staff as to what is needed for the programming and that's when sometimes you get something added so maybe as an example maybe somebody wanted and I remember as we looked at the board one of the additional was another family resource center in the area. There was there were two clinics things like that. So as you did it but it was really one of the bigger ads was to take the auditorium from 500 seating up to a thousand and
025then they had to adjust it to fit the property. So as the planning comes in from the educational side of the house is where sometimes you realize what you need to do. The OFCC plan is very prescriptive per student and I will advise the board that when you build an OFCC plan school, there are things that they will not co-und and auditoriums are one of them and they do not always co-und the size of special ed classes um in the way that we as a district are mandated to do those. So, so those are why you had what I would call local funds initiative because this is what we as a community planned. This is what our dollars came in through the agreement with the uh passage of the tax incentive and we were allowed
026to dedicate some of those fully to those funds as you went through this process and know that you would not get co-unding from the state. So, but those and auditoriums have never been covered by those at all. Those are always local funds initiative. That's why when you walk into your elementaryaries and your middle schools, they have cafety area and the cafeteria seating and it can be opened up in either direction. That was their resolve to allow entertainment at that level as opposed to a full staged auditorium that you built when all of us went to school and many of those were at the high school level. >> Uh thank you uh Miss Faulk. Also, just for a point of information and clarity is that it's important that uh the community knows and everyone is clear
027that in the previous CLC's the state money was allocated and we're going to get to that later in the agenda about the amendment to this cooperative agreement um which will remove the clause stating funds from the state because with these bills uh including u with the north bill there will be no state >> that is correct >> ad as you u mentioned um for anything, not just with the auditorium. So, I think that's important to know, too, when we're um thinking about what would happen then with the build and what how we're moving forward now. Um, thank you. Uh, Miss Fog, is there any additional questions for uh, Miss Fog or our architect? I see that I um, sir, I'm sorry I don't recall your name. Could you come to the podium because it it
028seems as though you wanted to add something financially. Um, >> good morning. Thank you. Uh Dana Mitchell with Prime AE senior vice president. Um one of the questions you were asking about the difference between um uh seating the the the plan of a floor plan on the ground level is 750. The least expensive way to add seats is to add them in a mezzanine. If you take the mezzanine out and put those seats on the floor, the box gets bigger on the floor. So the first approach was to elevate those seats. and that's about a 3/4 or 3/4 of a million. But if you take those 250 seats and put them on the floor, you're adding uh 1.2 million or so. So, it's cheaper to to raise them than elevate them. >> Does that answer
029your question? >> Uh, thank you. Then, uh, member Harrison. >> Yeah. >> One question on the parking. Did we lose any parking moving it from east to west? the the actual build? >> No, we we actually were going to gain parking by um putting it on the um on the um west side of the building. We're going to use part of the parking on the upper side uh on the east side of the property and then in between um the new building and the upper level and the lower level, there'll be parking in between right against the building. >> So, how many parking spaces will we have? Um, it's a good question. I used to know that off the top of my head, but you you remember, Deb, how many? >> Um, we did we
030did talk to the city and and looked at how many parking would be needed for daily use for teachers. We were able to accommodate that and I think it was in the 80 range and then I think there's another hundred at the upper level. And then the surrounding areas, both streets and as you get closer to Kenmore and by the library, there's parking down there as well. So there's uh we talked to the city and they were totally on board with um during events using on on street and off streetet parking to to resolve those similar issues that that we're having at Miller South now. >> Uh yes, please. >> Thank you, Madam President. Miss Faulk, you said that the value engineering process is not yet complete. Do you have a goal date for when
031you will have that done? Um I think are we are now meeting with their staff meets weekly. They now meet with us as a core meeting every other week. So we will have more of that as we go forward. But we also wanted our staffs to be here and our uh principles start coming in next week and our other staff will start coming on board as we get into August because you want to have everybody's input. And there will be another community meeting as well. There was supposed to be one in April. It did not occur and we are discussing having that reestablished sometime after the school year in probably September. So, we will be ongoing, but we'd like to finish it as soon as possible so that we can tell our construction manager at
032risk to really go out, excuse me, and get the appropriate budget in place so that we also have another thing that we are required to do as we have the final budget. we have to go out on the market and seek the cost of the uh construction manager at risk insurance and our insurance agent here at the district is waiting for those final numbers and information from the CMR. >> Thank you, Miss Wordell. Thank you, um Miss Faulk. No other questions. >> All right. Thank you. Okay. Next, we will um have a discussion concerning the cooperative agreement and the amendment process. >> Lawart. Yes, please. Uh Mayor M. >> Um so I know that you know we're kind of uh getting some status updates today. I think our hope is that, you know, we continue
033working towards getting this calculation and then also finalizing an amendment um with our our legal teams. Um and so you know my hope would be that that following this meeting we work on finalizing that amendment getting the final number in place continuing on you know the conversations around the value engineering and then um having a a third meeting um uh to to basically approve that through through this I think upon which time it would go to our respective legislative bodies. So, just wanted to uh ask our law director, Deb Matz, uh if she wanted to add anything to that process. Um I believe that both legislative bodies have to approve an agreement within 90 days of each other. So, we would just want to coordinate that, but that's kind of the the thoughts that we
034had. Do you want to add anything? So, I think we would anticipate potentially doing that sometime in September. Um, since it looks like we'll need through the end of August to get that calculation. All right. Uh, okay. Thank you. I do have a question um I guess for for the law director because as I'm understanding um as I read through the agreement and the the um updates that's going to be made to the agreement thank you for coming to the microphone the updates being made to the agreement is simply dealing and I I may need clarification on this as I understand it is simply dealing with the language concerning the state contribution parts to the project since the state is not contrib contributing um that was the amendment as I'm understanding that's being done. Is
035there something else that's being amended in agreement other than that portion as far as those the contribution from the states since there will be no contribution from the states in these um upcoming projects? It's on Okay. Um as as far as I know, that's the primary purpose for the amendment. I don't know if there's going to be any other language that that either the board or the city would like to see made to any of the other provisions. perhaps the joint review committee um not this body but the body that reviews uh the um processes for using the CLC's >> what a citizens committee. >> Yeah, citizens committee. Thank you. Um and so that's I mean that's kind of the place where we're at looking through those all of the parts of the agreement that
036are sort of execut. >> Okay. thing and and that's why I wanted to make sure that I was clear on that be um because I guess my next uh point a clarification that you make in help I understanding this as one collective body made up of two organizations as I was reading through the agreement um my understanding was it's in this body that we decide and vote on the decisions This body makes recommendations >> and then okay >> and then the recommendations go to to both the city and to the board of education. Those bodies vote to approve them assuming those bodies do that then that's the amendment that becomes effective. >> Okay. And so it doesn't come. Okay. Thank you for that um >> point of clarification. And then just also for clarity this
037is just a general question. So you all are meet uh the city is meeting in September to discuss the this amendment um for the state funds. I'm just trying to make sure I'm tracking with what's happening because I'm trying Miss Folk said about the uh the sense of urgency with understanding the financial part uh with these LFI funds. >> Yes. And that's why I asked the question about the the vote for the funds because I wasn't quite understanding with the agreement that we had to ask the city because it seems as though those funds were already designated for uh the use of NCLC's that we'll be able to use it. And so my question is that discussion or that vote now if I'm understanding I'm not blabbering this. city will make a determination, the board
038will make a determination and then when we come back together, that's the action step. >> Well, no, I think the action step is once we get the financial kind of the the arbitrage decision or the arbitrage information from the people producing it for us. That's when we're going to fully understand the the financial ramifications of of what's left of those funds. All right. Um I think this body needs to meet probably close thereafter maybe early September. Our council is on break in the month of August and so obviously we can't meet in August in order to have that approved but this body is going to need to meet to look at that uh that information look at a draft amendment which will be produced prior to that. um and then ultimately make a recommendation to
039each of the legislative bodies on the amendment that gets proposed at this third meeting. >> Okay. It's just a followup. My question is about that because I'm seeing it as two separate things. The LFI funds, that's one discussion. If it's not, this is I'm processing. So if I'm not correct, please clear me up. And then the amendment is a completely different discussion. The amendment as it was presented is only dealing with amending the portion where is stating the state part is being removed because there's no state funds. The LFI monies which I excuse me which I understand after the arbitrage the the penalties whatever we'll know what the balance is right whatever that amount of money is. I guess where I'm I'm I'm unclear is because this LFI money is already, as I'm understanding, designated
040funds for CLC usage. Madame President, if I can. >> Yes. Yes. Go ahead. >> My understanding of it is that the agreement lays out, you know, in exhibits a series of basically projects, right? And so the first phase of projects, the second phase of projects, third phase of projects and all of those are complete. And so in addition to clarifying that there will be no state funds, we actually have to set out a new a new project, right? And so the there needs to be a project and in order to have the project we need to know how much project's going to cost how much from the LFI funds is available because the the these are designated for LFI but according to the current contract that's done it >> and so that's the piece that
041that we want to add to it. >> Excellent. Thank you. That's why I asked repeatedly is it is because the because we were only shared that the amendment information was simply removed in the state. Um Mayor Malik has set it up per that that's clarifying that because this is a new project how that would go about. And so I think that answers uh the question that I had. It it's an additional it's not it's a total amendment because it's amending adding a new project because the other projects have been completed. >> Yes. >> Okay. And then okay that's something for us discuss. Thank you so much because if we don't use all those funds, I do also understand root read and through the agreement as it stands that the LF some of those monies can
042be used for the maintenance of the CLC projects that already exist. And so if all that money is not used, I just we we can discuss that later. Thank you so much. I appreciate and thank you Mayor Mley for that clarification. >> Uh member Harrison. >> Um thank you Madam Chair. While we're getting clarification, I just want to make sure that we clarify that that I'm clear on the scope of what we're talking about when we talk about the Kimmore Piper build. So, when we talk about the Kimmore Piper build, we're talking about building Kimmore Piper. We're talking about tearing down the buildings that we're vacating, Miller South and Piper schools. So when we're talking about the project, all of this is one project. Okay. So I think sometimes when I leave and I I
043have to watch the meetings again. Um but so the LFI money that we're talking about um we're talking about using that money to complete this project in total if needed. Yes. >> Okay. I just wanted to kind of y >> say it out loud so we're all clear. Thank you. >> All right, >> Madam President. One >> um what >> one other point that that uh member Harrison raised for me is that I think it is >> um I think we do need to note just for the record that I think you know from the city perspective we're willing to use the LFI money for this purpose. I think we do need there to be an understanding that so say like say just the the perfect world, right? $18 million is currently in the account.
044Say there's no penalty at all, $18 million. Say the the gap is $18 million, right? We can contribute that, but any additional cost overruns beyond that would have to be funded through APS general operating. So, I just want to make sure for the record that that we're clear on that. >> Yes. Uh thank you. I think we are. Uh uh yes, uh Dr. Thompson. >> And hopefully it'll go the other direction. Perhaps I just for your consideration might be language in there and one document that says if you happen, let's say there is a balance of 1.2 million at the end of the day that that money would automatically revert to the North Project. And then that because we know we're going to have some cost overruns there as well. But >> I I think
045uh Madam President, >> yes, please. >> I think that um you know, we're we're addressing the Kenmore project. I think that any unexpended funds we would have to have the same conversation about, you know, whether it would go to North or whether it would go to something else. Uh but I think that the amendment, you know, the amendment should put this forward as the project. That would be my suggestion. Uh thank you for that. And I think that's important that that point of clarity is very important because as I stated, I I was not aware of the amendment um to include that as uh the mayor had unpacked, which is great because that gives a clear of where the funds are going. So, um, yes, I think that's something for both, um, bodies to discuss
046as far as those funds because we do know, as has been discussed in our previous meeting that some of these current CLC's are having issues, um, where repairs are needed um, auditorium at East and things like that. So, uh, if the money would be more beneficial, um, used if we're amending something, right? Because if we're going to make the if we're going to amend something, we don't want to keep having to come back and amend. So, we really want to think through um as the mayor said, what what are these if it's a two two million left over or 1.5 million left over, will it be designated for the current CLC's for updates and repairs? Um and then we'll adjust or what we need to do as we move forward to the north project. Thank
047you. Um uh Mayor Malik. Yes. >> Yes. >> Point. I think one one thing that as we know there are um you know these projects you know were were built now at this point some of them 20 years ago um when it comes to maintenance I do think it's worth just noting that um you know the the current quarter% uh CLC income tax uh all of the funding that um is currently generated is needed to cover those bonds through 2033. 3 and then the 2033 the the tax expires. And so like between now and then beyond this 18 million LFI there there are no additional funds that are going to be available for maintenance or for any other purpose because all of that money from the quarter percent which generates about $20 million a year
048is is going to be paid towards the roughly $200 million of debt service. Uh thank you, Mayor Mallet. All right. Next, we'll have the um CLC access and advisory uh committee discussion. And I think uh Miss Wardo, are you discussing that? Thank you so much. >> Thank you. We're done. Yes. Um, so today I just want to update you all on on uh about a group that's been working on CLC access and also talk a bit about um the the three committees that were laid out in the cooperative agreement. one of which includes work that should be about the daily operations of the CLC um buildings and um and then uh talk about some next steps on how we can form that group. Um so uh a while back the out of schooltime network provider
049out of schooltime provider network which we now know as youth success summit convened a group that they called the facility access um the facility access team and it it is made up of um some members from YSS uh members from our recreation department at the city as well as the mayor's office and members from business affairs at at Akran public schools. And what they did was uh they pulled together 70 or more out of schooltime providers, people who use the CLC's to gather feedback and and and listen to the community about what issues exist about access to CLC's. And then after after gathering that information, they examined procedures and policies and identified steps to address these things. Some of the things that came out of those discussions with the community were about the facility and
050the space such as um staffing capacity. Um the the fields and the equipment, the use of bathrooms, uh things about cost that they were things were too expensive for nonprofits that the costs varied so much and it was hard to understand the the fee structures. And then um uh also the cost and process to secure insurance. There was also talk about the reservation process, too many people being talked to between the two different entities and wanting to streamline that there might be more direct contact with fewer people. And then um we were at that time on a paper um rental process um which was which could be lengthy, lots of handoffs of paper and and things depending on where in the city you are renting it could be quick or long and it was just
051inconsistent. So to date what that group has done is they have put together or they have implemented a digital reservation system. um they have trained the OST network providers on that system and made the location of the system more accessible and easier to find on both of the websites for the city and the schools. They've centralized contact at each entity so there is one point of contact at each each organization. They've cleaned the data to better understand the community usage versus APS and and city usage of those buildings. So we can really understand the volume um that which the community is using the buildings. Um we uh just last month the Arkham Public School Board um approved a new shared handbook to be used between both entities for for use of the buildings and how
052to rent them. And we within that same vote, we also aligned base fees for uh usage of those buildings. And um one of the one of the big wins I believe that came out of that is that uh nonprofits using the community learning centers will no longer um be charged a base rate. So that said, um we're that was just, you know, some of the work to be done and we continue to work on improving procedures, perception, culture, customer service, and and uh I know important to to many of you in this room is the insurance issue. Um we work has begun on trying to tackle that insurance issue. We've talked with um a couple of agents uh one including the McGawan I believe who is the carrier for Akran public schools and also a
053group out of Cincinnati and they put some proposals together on how uh we might maybe if if APS were to just cover it all. Um and and we're trying to tackle that answer along with others such as maybe there are different tiers of insurance that should be used. Maybe the community comes up with a a pulled fund to help folks with insurance, but fact is insurance is needed and um and what we're finding is there's a lot of nuance in that need. It's not a one-sizefits-all type of situation. If you're having a card game and there's no alcohol, you it is much cheaper than if you are um having a football game. And in fact, I hear it a lot of a lot of companies don't want to cover a football game. Um so so
054it's not one sizefits-all. So some cities what they do is they tear it out. Um but there are a lot of I wish it were easier, but there are a lot of um things to consider when we do try to tackle this issue. and it is next up on the agenda for the facility access team. Now that said, um we also know that within our cooperative agreement, there ought to be a body functioning in this way that is not necessarily that facilities access team. Although I do want to give great credit to that team because more has been done on this topic in the last year and a half or two years to help the community better access these buildings than has been done in the 15 years I've been working in this community and
055and hearing about the issues. So kudos to that team. Um Miss Faulk is on that team and and they have made great strides. Um so I want to uh quickly lay out these. There are three um committees if you will that are laid that are in the cooperative agreement. There's this body the joint board of review which is you know five members appointed by the city five by the by the schools and the responsibilities are to make recommendations to the board of education on site selection design and construction advise on enhancements or changes to the master facilities plan. um and and it's you know when all when all construction and all the plan is executed then this body dissolves. Then there is also a second thing the citizens monitoring committee which was brought up earlier
056in this that is also 10 members five appointed by the city and five appointed by the schools and it's drawn from business labor and finance sectors and the responsibility of that entity is to monitor and report on the community to the community on expenditures of funds related to the project. Then there's this third group which is the community learning center advisory committee. Now this is supposed to be a nine member it's made up of nine members. Four appointed by the board of education, four by the city and one at large member chosen by a majority vote. And each of these members uh serve staggering two-year terms which can be renewed. And the responsibilities of that group is to are to advise and provide recommendations to the city and board of education on issues related to
057the community learning centers and facilitate communication between city and board representatives to support day-to-day operations of the centers. So this would be the group that really leans in on the access issues to community learning centers. Um, I I'm not sure that this group I don't know when this group existed, if it existed, and when it last met. Um, I do know though that um, you know, we have been making, as I laid out, we have been making progress on this issue. So I I want to recommend that from this body we work on nominating these members form this committee um but also make sure that we do not stall the work that is already underway by the facility access team if we can incorporate that into what we are doing integrating any new members that
058we want to serve on this committee into the work of the facilities access team. Um I I I highly recommend we do that because too often um you know if when you have momentum going you don't want to slow it down and we do have that. So if we can you know pull together um these two entities or take some of the folks who are on the facilities access team and and and have them be some of the nominees. I I would recommend we do something something of that sort so that we don't stop the progress that is already underway. [Music] Uh thank you so much Miss Wordell. Uh excellent. At this point um there is no unfinished business that I'm u made aware of. And so now we will stand um for adjournment um
059of this meeting. Is there a motion to adjourn? Um >> yes, Miss Wordell. May I recommend that for our the next time we meet we have uh we have the nominees for that committee so we can get that rolling. >> Sure. That's a good recommendation. All right. Um uh yes, Molinar. >> Thank you. Thank you, Madam President. Um I certainly don't know everyone in Akran. Um it's a big it's our our biggest small town, right? And so so often we think of the people we know who would be great for something, but there are so many people in the city that we don't know that might be great for something. So I wonder if for this CLC advisory committee if there might be an opportunity or a place that someone who is interested and who
060wants to be involved um and wants to be considered that they could submit their information and that could be part of our consideration also just to get an idea of um a a wider group of people. I don't know if that was some something that could be possible. >> Thank you member Monar. Miss Wordell, how many >> I think we we do need diversity of thought in all ways, right? Um we I don't know, we could talk with our administrations on how to set that up. I think I think that's a good idea. >> All right. Thank you. If no other questions uh or discussion, we'll entertain a motion to adjurnn um with the uh city uh leading um first because I'm I have notes to adjurnn after the city does this roll call and
061closes out. Is there a motion to adjurnn? >> Motion to adjurnn. >> Uh thank you. It's been moved um there by Mr. Lombardo. Is there a second? >> Second. >> Okay, it's been seconded. Any discussion? see any hearing a roll call vote, please. >> Dr. Jackson. >> Yes, it's supposed to be this the city call us the city's roll call to adjurnn and then I'm supposed to adjourn the whole meeting before the board since he did a starting. >> Okay. >> Yep. >> All right. Go ahead. >> You want me to start with just >> I'm going defer to the senior president. >> You got it. >> Yeah. >> Dr. Molnar. >> Yes. Miss Autry. >> Yes. >> Superintendent Out. >> Yes. >> President Somerville. >> Yes. >> Mr. Lombardo. >> Yes. >> Mayor Malik.
062>> He's >> Oh, I didn't see him leave. I'm sorry. Okay. >> Mr. Fricker. >> Yes. >> Miss Wardell. >> Yes. >> Pastor Harrison. >> Yes. Uh motion carries 90. >> Thank you. We stand adjourned at 11:58 a.m. Thank you. [Music]