001good evening everyone and welcome to uh this November 18th Equity meeting uh we'll start with uh approval of meeting minutes from uh October 15th any questions comments motion to approve I make a motion to to approve the minutes motion made second okay all in favor I I any opposes eyes have it okay we'll go ahead and start with um our uh diversity and Equity officer report Dr Chapman hello thank you Mr Alexander um I'm going to defer uh for Point uh 3.01 on Dei advisory committee to Wilma Alexander if that's okay with you yes okay yes good evening everyone um in your packets you have uh information pertaining to our advisory committee a list of about 37 um committee members uh staff from all departments and across the system that that actually come and support
002the work that we're doing through their various roles and responsibilities um this is an example of how Equity is threaded throughout our district um that is actually Incorporated in ways that impact an informed policies practices processes and a lot of the decisions and um other things so the first meeting of the Year actually took place on October 24th and we have included the agenda from that date uh for your information and um there are examples of the work that is taking place that's in that packet as well um we focus on the completion of an equity lens uh a tool for examining the work that we do and how we review the review of how the equity committee and racial Equity board policies and updating our Dei priorities for um the final year of our
003threeyear plan so if you have any questions just take a look at that agenda and uh you can see the list of the people that are actually a part of that committee okay uh any questions any questions from Miss Alexander okay if not we'll move to our next item okay thank you uh Mr Alexander I would like to draw your attention to the copy of the Dei advisory committee uh threeyear priorities 2022 through 2025 uh We've provided updates and notations for the status of the work that you will see listed there here uh you will also recognize that there are four major areas that were selected by our Dei advisory committee in 2022 and I've talked about comprehensive education equity in the past and what you see here represents the four major areas that the
004team our Dei advisory committee decided to focus on for 2022 through 2025 and they are on the left side in the colored columns culturally responsive professional practices two School climate three our human capital um management re retention and recruitment strategies and for our resource equity and so what you see there are strategies around each of those four areas how they align to the blueprint for excellence the evidence that we use to identify that work is actually taking place the status of that work and the persons who are responsible for those strategies and so if you ever want to wonder what does Dr Chapman do and her sidick this this would be uh what I focus on in terms of how we make connections across the district in every way possible across divisions departments as well
005as individuals so with that said if you have questions about these um I'd be happy to answer them Mr chair Mr Jackson thank you Mr chair uh for the resource Equity Dr Chapman um the number three about the um audit the master schedule yeah and uh around effective class sizes uh and can you tell me how the uh how do I want to say this because the power to do to make change with this like the power that's needed because I've heard this master schedule conversation come up often also class sizes I've um when I first became a board member you know some teachers that I met some wonderful teachers had some concerns about some things that was happening when Some Cuts start happening so tell me what's the the leg the power source that's
006going to make those things happen or what will be needed if it's something from this board that will need to help anchor and support that thank you for asking that um if I may uh one of the reasons you see it highlighted is because those are the types of questions that we're asking um in our work group about what would this look like if this occurred how can it happen and we know there is more to it than just this needs to happen we know it's important so let's do it there may be some things that are contractual um there may be some things that we need to run through our uh administrative team um and so we have not indicated what the status of that work is and even who might be responsible for
007it and just to give you some context so when our uh group of 37 individuals across the district come together we have in that space among those team members administrators classroom teachers instructional coaches folks who deal with climate in their various roles and so they bring a lens to that committee that speaks to some of the things that could be impacting the way we um support our students during the school day and so that auditing the master schedule didn't come from us it actually came from the members of our advisory committee for consideration by the district as to what could be done to ensure that we have good class sizes that represent how we support our students and eliminate barriers that may be creating some access issues for some of our buildings so um we
008have work to do in that area which is why it is highlighted we just don't know what that work might need to be today we know we have facts to know that is some barriers we don't have to dig too deep for that and I think it's a bold goal I think it's a good goal I just want the action steps behind the implementation of what's needed like what can like loose our hands to do that when we deal with some contractual things and that's okay you know they say good trouble some in some cases we look at things you got to shake and get a comfortable I just thought I asked that question because I know this is things that lurk thank you Dr Chapman and Miss Alexander Reverend Harrison Dr Chapman when we're
009looking at the status um one of the frustrating things for me is to find information as to where things are so when we're looking at the status just in general when I see implementing in progress completed or um on hold um how do we gauge where we are in that process if one of these items let's say strategy I'm looking at number one where it says implementing um or in progress let's the in progress would be a better example how do we gauge where it where in the process are we at are we moving are we stuck are we not how do we gauge that yeah thank you um if I may Mr chair uh member Harrison uh Reverend Harrison one of the things we do um is to cycle back in our inquiry about
010the status now what you won't see on the handout is the hyperlink documents that take us to actual plan actual work the status of those items would be identified within those evidence markers and so getting on a regular schedule with everyone listed as responsible to to cycle back to to roll back to where are we what are we missing what are the gaps what resources might be required um that is what it takes in order that we get to not only completion but ongoing monitoring and coming back to say well this didn't work so well what do we need to do better and so I might even suggest at some point that we have each of these persons listed here come to committee if it is so desired to provide an update and status on
011uh the work that they're don't I okay m h thank you um just a quick question I I like colors especially on the spreadsheet so the yellow and then the gray does that mean that you guys are working on that right now or what does the color mean cuz on like the first page and the last page you have highlighted yellow mhm and so the uh also means that there are some things that we're doing but some more questions around that work that need to occur um training is ongoing and never ending and so we're constantly adding to the training tracking form to determine who we're serving how many people have we access throughout the course of the year I don't recall what the gray means I don't really know offand okay what the gray
012means I do notice that there are some things that say um in progress in those two great areas around school climate um and so it could also be that we need to Circle back to cycle back to some folks that are responsible for that work but for me this priority tracking form represents a way of capturing all that has occurred over the past 2 years going into year 3 2025 and then putting names to the work as well as evidence of what has happened um we didn't have it all in one place it landed with those folks and lived with those folks and so now we're having these cross departmental conversations about no let's let's pull Equity work out of this and determine how we're impacting students what more do we need to know how
013is it working across different student groups what are our targets and so lots and lots of conversations about this work but I needed for you to see all of it in one place anybody else have any questions want to ask Dr Chapman I do have one question then um how receptive are the theate staff uh teachers and all uh in reference to this work because this is very important work especially when they drill down to uh getting to where it's going to affect the the students and so I think it's it's very important but I would like to know where where they stand are they okay with it or not or and it and it's probably different depending on who you speak with because the ownership of the work is listed as those persons responsible
014um I can't answer it for every single program here um we're at different stages of the work across the district and where we have in progress you know those are things that we've started and they are not yet where we would want them to be and so there's more that needs to be done um and some of the challenges might be around around uh capacity some of the challenges might be around you know people being willing to take part in this kind of work and to use it in their various roles and responsibilities but the status is indicative of where we are right now yeah okay thank you Dr Molar thank you um and also thank you for this very very detailed um document you know as as someone who frequently asks for information this
015is information so I appreciate this a lot um and I um I also want to acknowledge as we're discussing in the status here um you mention you know in progress is something that you're working on but it doesn't feel you know complete yet implementing is something that is happening but I feel like so much of this work will never be complete right if if we do it right then we will keep evolving keep improving keep adding and so I wonder if there is perhaps an opportunity to create a another status like established or something like that because I I don't want someone who might be a Community member who might be unfamiliar with the work of this committee and the work of your team to say nothing's finished because I don't want to give the
016intention that it should be finished or we expect to be finished it's not something that you just check off um but I I want to appreciate this and throw out that challenge I suppose Mr chair yeah thank you for that uh Dr monar I think not just another column that would give us a a different type of status level but updates right regular reoccurring updates on this work and then a lot of what you see here uh probably requires some evaluation of some kind to determine whether it's you know qualitative uh evaluations or something that really looks at impact on students academics attendance behavior um and so there there's a lot of work in between the lines here um but yeah thank you for that I I agree we need to somehow figure out how
017to continue to monitor how do we track ongoing continuous NeverEnding work good good good job um any other questions for Dr Chapman before we move on to next Point uh Madam Jackson okay so just for clarity because what I was understanding that Dr Chapman said earlier but now I'm questioning my understanding was that were these the status uh column that if we were looking at this soft on on like if we were in exhale or if we had this in the email we could click and we will see documents that would give us an idea of what the plan what the plan is and possibly where we're at am I correct in my understanding yes okay okay because that's what what I was going to cuz then I got clear when you both start talking
018but okay because then we can measure and it can be extrapolated per cluster almost like different buildings could it be of where implementation is happening and then what the outcomes is I'm sorry what the outcomes are in those specific clusters where the work is moving along uh fairly easier than in certain other areas and then that we can use that data to inform some other uh things things possibly I want to be thoughtful in my response um so not all evidence is equal across all of the strategies that are listed here and because they are all in different places in their implementation and efforts and development um we may not see all of the same types of information across all of the strategies so to your point when we look at comprehensive evaluations of this
019kind of work it could be that at some point in time another next level area of work would be what does an evaluation of the four categories of Dei priorities identified for the three-year plan look like and how we take all of these strategies and the evidence therein and create some metrics that would apply to them together collectively you see what I'm saying so so you're not going to see the same information across all of the strategies and the accompanying evidence within and I am going to email the document so you can see the hyperlinks for yourself um but that's a good problem to have because I'm a researcher first and I like the idea of well what actually happened because we created all of these Dei priorities because that's the question that's the question
020like what's really happening because it that is not just buzzword yeah cuz I just I'm just sick of buzzwords the stora of C what does that mean what does it look like what's the output yeah you know so when you when I plant a seed I want to see fruit yeah or whatever the seed is it needs to grow right and and produces something so I'm just curious on what is being produced and cuz I understand this all new work and you know turning the ground over right and seeds are being planted so it's going to be some time just taken and I'm just trying to see some stuff you know I put in a spider plant is growing in a week some stuff can take real quick other things is going to take a
021little time before it uh blooms and I do understand that but I think Dr Chapman you've already addressed it so I'm not going to Bel labor at that updates and report outs I'm just curious on things it's a journey I'm clearly saying that it's a journey and if there is um any resistance along the journey then that is going to hinder progress in certain areas and I'm just saying the transparency of reporting out is what I'm asking about like what did we have resistance in this area because of this is the type of information I want to know this this area what I'm saying about comparisons like this group effectively working together as team I don't know am I overstepping with this questioning is this something that would not happen because I'm curious that with
022these things that we're putting in place to again Empower um our district um Elevate our children support our children the growth and the learning and also supporting teachers right um that we're ensuring this happens and that we can call it what it is when it's not happening and then you know deal with it however we bet so just so you know that's only where my question is around because as Dr Muller say I think it's great work I just like to be able to measure and say okay this is working because of this or this is not working not because it's not good work not because it's not a good plan in place this is what's stopping the work because I can see the narrative being oh this is not working cuz in education that's
023what we do is oh this not working then we want to throw it out but I want to know this is not working because this and this is how we're proving this yeah I can I can even see to um if I may Mr chair I can even see uh to Dr mol's point that um we even start to look at the metrics within each of these evidentiary pieces so we used to years ago have something that helped us to track Equity data and by Equity data we we tracked and looked at uh academic performance attendance beh Behavior Uh Community demographics uh free and reduced lunch rates across a a community or a school and we were able to identify how buildings staff Community interacted with the various types of work happening you know and
024that way it gave us a snapshot so we could filter by school by Community by grade level to see whether our school climate initiatives in that building were making a difference do do you get what I'm saying so I I that's where I am going as it relates to evaluation of this work as we go into year three now because year two was what do we need to be doing what should we think about how do we communicate our work to others across the district this is where we got to year three it was let's get some things started put some things in place identify what types of uh program Services supports we could incorporate into these strategies and now year three evaluation metrics monitoring outcomes outputs so I yeah I agree 100% I hope
025I'm making sense we going to go with the is hall and then we'll go with Reverend Harrison then Dr monar thank you I just wanted to say um thank you you know you're a three man show right and for you to be able to identify all of these needs in less than three years and each one has an action in the status that something is being done implemented completed in progress this is huge some companies can't even do this with a 100 people in the staff so I just want to say thank you for your leadership and for listening to not only to the staff but to the children um just thank you and I just say job well done and you know we don't want to create more work and anything like that but
026as you stated you can have each person responsible for each group come and speak to our committee you know and they can give us more in depth of a breakdown of how they've been doing their research and take some of the weight off of you and your team because you've put people in place to do the work um so I would uh chair like to ask you know um these next couple months even going into next year not saying like boom boom boom but having um Dr Chapman and her team you know have some of these people that's responsible for these um different um categories to come and speak to us and it's four different categories and we can focus on one category at a time that way we can get all of those questions
027answered in more depth and I agree with you that was going to be one of my comments after every one got done I think that I I think it's good because now they can come they can speak to us tell us what's going on they can say what were they're having resistance and so forth where they're having problems at and why and if they're having problems who are they having problems with so we can get down to the business of making sure the work gets done for students Reverend Harrison I'm sorry I I I have a lot of questions about Miller South so I'll forgo forgo this and let Dr Molar have it Dr Molar thank you and I'll try to be quick I just wanted to say the ongoing monitoring is important it's necessary
028it's a lot of work and you've already done a lot of work and so I kind of wanted to yeah even more and speaking of more work um it's just looking at the status column I think there's an opportunity here and what I think what I was trying to say before too and maybe I didn't say it very well but an opportunity here just in in messaging just to remind people that this ju this work is never done this work should be never done we will always think of a way to be better to serve our students better to serve our community better and it's really really satisfying to look at the green word that says completed it is very satisfying to see that however I wonder if there's an opportunity for messaging to to
029just even identify or easier identify the objects that don't hold your breath this will not be completed um because because it's so important because we will keep working on it and if you look at a document like this and you see status of all completed be skeptical because it should be continued work so um yeah it should be ongoing so I I I not only want to create more ongoing work for you but before you before you dig into that um there we go okay R har did you want to go ahead and okay all right so um any other questions we have on this topic right now if not we move to 3.03 yeah just just one uh point I wanted to bring to your attention uh we are beginning the process in our
030district which will likely go on the spreadsheet somewhere we are beginning the process of our local Equitable access plan which comes from the Ohio Department of Education and Workforce and so so uh we just received notice that it is time for us to create our plan around our local Equitable access items and you'll see that what we look at as far as that leap local Equitable access plan are the six bullets that you see on that page two of this handout and they are inexperienced teachers not yet effective teachers out of filled courses frequently absent teachers inexperienced principles courses with Advanced curriculum and this is broken down for our district by the Ohio Department of Education and Workforce by building and by district and then our team will be required to develop a plan and
031by team I mean our human capital office our school Improvement office leads this work our Equity division our uh Treasurers Office may need to be a part of this discussion our um teaching and learning division principls teachers and so our planning committee will review our districts data and then we'll use the O do tool that they've provided for us to develop our District's plan so that may be something we come back to you with the plan that will have been submitted as to the work plan to address those data points that's that's all on that we like that I like that I got me excited Reverend Harrison um Mr chair the um acru schools had a DAT data equity dashboard uh Mr Harrington um would um allow us to he would show us different things
032uh community members he would show us different questions do do we still have that dashboard no uh the equity data dashboard doesn't exist to date because we migrated to a new data system that doesn't allow for the capability of that dashboard but we are still asking for some opportunity to develop that in a new way and uh that that request is known and has been made what is the um H how how much will how many resources will it take to create that that that was a pretty extensive dashboard so what will it take to recreate that and well it's the work of a data analyst a programmer um someone like my daughter Who develops Equity data dashboards but it is both uh technical as well as uh content driven around particular areas of student
033achievement uh staff data uh so there's a human capital component to that um people have to come around the table to ensure that that dashboard is created as it once was Mr chair I would move that we would look into that because that was a uh complete system that allowed for uh measuring across the board so many different when we say Equity dashboard we we may think about just the human side of that but we could track finances are we um really getting what we um is is this doing what it's designed to do uh the the money that is this well spent or should it be spent here so I I would move that we would look back at um that Equity dashboard that we had it was pretty extensive and uh I'm not
034sure what it takes to create but I think that that would do the district that would serve the district well okay well noted I I made a note of that so we can uh inquire about what we need to do to to make that happen Dr Dr mner I I was just say um when I was at osba earlier this week I believe there was a vendor that had a product similar to that so I'm wondering if some products might exist that could be reviewed um also and it might be yes sorry no well I can speak to what we used to use it was called Tableau and it became very expensive to continue to use it in the district because the state had mandated that we switch over to what the state was using
035so that all districts will be the same all the information will come in the same way but Tableau was what we used and that's what that data was created from that uh Reverend Harrison is speaking to okay Madam hall and then Madame Vice chair when I was at the cube conference there was an organization I have their business card I just got to you know finish unpacking but um uh they talked about having money free money available to equity and it was lots of money and they do it in Youngstown and well I'm sorry the gentleman was from Youngstown but they do it in New Jersey and they have all of this funding that they want to get with different schools to help Implement things um and maybe this could be something that could be
036implemented that wouldn't cost us a dime and I'll connect you guys with that person I met with Madam Vice chair oh yes so this here if I'm understanding this this document is the state saying we have a tool and as I turn the second page that we can put information they focus on which group of students are at a disadvantage when it comes to access to Quality teachers so we the state is providing us something that we can put these are key indicators for school Success graduation rates um attendance rates so many things in this so I want to see how this too working cuz you know the kids say life be life and data be data so if we put this in it's going to tell a story and I just if it's something
037that the state already provides um Mr chair at some point as I serve as a guest to your here meeting I I I would love to see what this the story that this data tells because I know that I mentioned before that if we look through clusters that I think that the movement of each cluster will tell a story and if I see a student that starts as a kindergarten in one cluster and goes all the way through that cluster and that if a majority of those kids are graduating at or above grade level proficient or advanced in that cluster then I think that's speaking something to where we talk about on this here other page when it says the quality of the teachers inexperienced teachers like what teachers go to what buildings and how
038is that determination made that if we then look at another cluster and if student starts from kindergarten and go throughout and they're behind then I think that gives us a clear picture of some action steps that we could take that the data would support so that's why I'm just curious on to what that would look like and I'm so thankful to the state of Ohio for having such a tool because we have free access to this tool right we just all we need is the info is what I'm understanding yes Dr Chapman so just for clarification the local Equity Access Data comes to us the tool is populated with our District's data on these indicators and then it is the district's responsibility through our school Improvement office and the other divisions that will be working
039to create the response to where our district is given those indicators so it's already populated with each of our schools as well as our District's rating rankings on those particular particular items we have to address them in terms of how we are going to remediate and mitigate so that's something that we we could V we could view I would like to view that okay one thing I love about oh I'm sorry go ahead what' you say was just letting I'm sorry I was just letting her know that what she wants to view is already at the state levels in the data okay what I was going to say one thing I like about our board is we all have some of the same desires and Carla you hit it right on the nail when you
040stated this tool right and how we can look at each cluster and different areas because I've said it before if kids start at kindergarten at one school and they're at that same school till fourth grade why are they not at the level they need to be when it's third grade or fourth grade like how are we missing the beat for some of our kids that can't read or not at the third grade level so by this tool by you having this Dr Chapman I think builds volume as uh Dr uh Jackson said we can really look and dive into these um clusters and if they need more help we need to be able to push more help to those clusters to get these kids where they need to be thank you okay go and just
041again a point of uh clarification when we are analyzing our Equitable data around those factors on that second sheet um they ask that the district team go through a root cause analysis and so what we might think impacts student learning or achievement may actually be something different in terms of attendance or uh absence or of a teacher teacher absence or if you are brand new to the district you're probably not yet effective because you're brand new and so the root cause analysis really allows us to dig into what are we actually seeing so you don't just look at the numbers and go oh this is this and this is this because this cluster has this you really got to dig deeper below the surface at what is actually going on just one more thing at
042that conference they talked about you know if teachers are not in their right state of mind and things are not going well with them is going to reflect in the classrooms so how do we build up our teachers and make sure that they have what they need such as maybe financial literacy and things like that that we're giving to our children some of our teachers may need help with that counseling therapy all of that so they can bring their best selves to the classroom to be able to project that off on our children okay um it sounds like maybe we could also do maybe a compar comparison and contrast maybe a sample maybe one of the meetings as we move on to so to show in everyone how it kind of works in what we're
043doing so I mean we we have time but I want to just throw that out there all right uh if we're done with this section now we're going to circle the wagons and go back to Mr Keenan if that's okay Dr Chapman all right Mr Keenan you're up bless you yes so good evening um I apologize for being a little behind schedule this uh evening so I wasn't here right at the start of things um so I'm here to give some updates on the Kenmore build and some of the things going on there as well as uh some other construction projects um going on throughout the the district um for if anyone has had a chance to read the um handout that describes some of the um things I'm going to talk about then um
044please ignore my talking or descriptions of but I'll go over a little bit of what each of these things are M yes the um so the the first thing to talk about for the Kenmore build is the owner's representative which is a um an organization firm or a individual that is hired to represent the in interests of the district um over a project and help oversee its execution there're sometimes known as an owner's agent um and over or's responsibilities include project oversight monitoring projects progress schedules and documentation um this includes monitoring project budget evaluating change orders identifying cost-saving opportunities identifying potential risks and how to mitigate them and ensuring accountability and that all project team members are working towards the owner's goals and objectives um some other notable points about an owner's Representatives is that
045they are involved in all phases of a project from inception to completion they can help the owner make informed decisions to reduce risk streamline efficiencies and drive collaboration between the owner in this case us and those that are working or contracted to build the new school new schools in Kenmore um for this situation um typically in years past as we rebuilt um a lot of our schools this stuff was done inhouse um we had a lot of uh more people in facilities in the administration of we had an architect on staff um as well as engineers and related positions and over the years those have through retirements and resignations those positions have not been filled um and we're to the point now Staffing wise to have the need to hire an owner's representative during a
046large construction project such as this one um the uh public bid for the RFP for the the owner's representative closed on November 4th um the top three candidates were um selected and notified November 12th and the contract for the owner's representative is currently under negotiations um that is being handled with harpst and Becker Law Firm uh through Todd lawyer Todd harpst who works with us pretty regularly on construction projects as our attorney um once the cont contract is negotiated then the um hope is to have the contract AB board for the meeting in December um but depending on how negotiations go that could be moved to the uh one of the January board meetings so the next topic for the Kenmore build is the CMR the construction manager at risk a construction manager at risk
047is a project delivery method where the construction manager agrees to complete a project within a guaranteed maximum price set early in the design phase in this case the budget that we had already set forth for the build of the new school um sorry um combining aspects of construction manage management and general contracting this approach allows the CM are to be actively involved in both preconstruction and construction phases um from the design stage CMR provides cost estimates schedules and constructibility reviews to help keep the project within budget and on time a GMP is established which caps costs the GMP beating the guaranteed maximum maximum price um caps the costs if excesses if expenses exceed this amount the CMR covers the overages offering budget protection to the owner so they are very highly motivated to stay within
048the budget that we set um because they foot the bill when they go over budget um taking on more risk the CMR manages subcontractors and controls cost with any savings below the GMP often benefiting the owner as an incentive for cost efficiency so if they do come in under budget then we would see that savings um which could be from there what is determined as to where the money would go if it goes into into furthering the um items or things for that school or if it goes to other areas in the district that's for a discussion at that point if there are savings um to to be had um having this open book approach where the CMR shares actual costs bids and um potential savings this helps Fosters a collaborative environment with the owner
049or us with um APS this model is often chosen for projects requiring strict cost control early contractor involvement and enhanced schedule management um we are on a very tight schedule for this project we want to make sure this the building's up and ready as soon as humanly possible so we can get the kids into their new schools and start enjoying the advantages of a ice spray new facility for all the students um timeline wi the RFQ is current ly open um for the CMR the RFQ closes on December 2nd the between once or December 2nd so over the month of December the value selection of the top three candidates is done the criteria for the selection of the CMR is being developed by um Harps and Becker Becker Law form so they creating the questions
050in the rubric and those are um based on feedback from our internal Equity as well as um the previous process of um going through this the RFQ process for The Architects on this project um once the top three are selected and notified uh then interviews of those top three will be performed as well as requesting price proposals from those top three and then Proposal review and selection will happen through uh the end of January into the beginning of February and then potential as long as everything stays on schedule then the top selection best value selection for CMR would come to board for approval um potentially in the last meeting in February okay question quick question before we go to the um update on the facilities what is the cost like is there a dollar amount
051budget set to the side for the owner's representative and also for a CMR the it's taken out of the overall budget for the um construction of okay so the budget that you guys had told was about a while ago how much is the overall budget for this 54 million okay so is what is what these two rols will come out of that 54 million yes okay thank you hars I I want to stay with the the budget for this project okay the the the the overall project mhm the the build is 54 million the total project is 63 million but that was the AR the contract for the architectural firm is separate from that 54 so the 54 is what is going is given to the CMR okay for the actual construction of the new
052building so that 9 million difference is the cost of the architectural contract which we contracted with prime AE and triad architectural firms and they're currently in the design phase of the building um that balance also includes the um budget for the demolition of Miller South building and pyer building once construction and is complete students have moved in as well as demolition of the Kenmore high school that is currently on site and that site development involved in that process so yes I I have a few questions if I can go ahead uh so our overall Bill budget to demolish kimmore Piper and Miller South and to build the Miller South is 60 3 million correct how much of how much money do we have for this project that is what was that was the budget that
053it was established um these that specifically I can't answer that would need to come from Dr Thompson or someone in the treasury's office that all how the budget was determined and how it was arranged what would go to where and diced up that was all prior to me becoming um director of facilities was not involved in that process um M Mr chair I would ask that um this presentation um on this particular project be moved to the finance committee um on on this project and and and my concern is we have a building project in the equity committee and we're talking about building two buildings at the same time right uh I mean we're talking one building here but the the actual overall budget for this project before we start any building project whether it's
054this building or North High School we need to make sure that the money is actually there um because if we were to go into if we we we sign these contracts and then we come to a place where we don't actually have have funding now we're in the middle of something um whether it's we we have an architect firm we have um um owner representative we have a commercial a construction manager we are into these contracts but we may not have enough money for the actual build and what happens if we run out of money where does the rest of the money come from so I I would I would ask that the I mean I thank you for the presentation um but I think this is a finance issue yeah and I think well
055he can go ahead and give us the presentation tonight but yeah it could be part of Finance because it is dealing with finances uh the overall project he can go ahead and give to us but yeah we we could recommend that it go into to finance committee because to me it's kind of dual committee you know this committee here but more finances as well okay so we can make that recommendation questions okay all right sorry go ahead Mr Keen no worries um I guess before moving on to uh any other updates is there any are there any questions on what a CMR is or what they do or what the owner's rep is or what they do um and or any questions on the Kenmore build itself any updates on that Dr Molar sorry I
056just came up with this um I I hear the move to find finance and I'm curious I I know that there's a finance committee meeting tomorrow I also know that there's a finance committee meeting December 16 I see on your timeline here the contract is to be submitted to the board agenda December 9 are you saying um member Harrison that we would before we saw this contract it would go to finance so would need to go to finance before December 9 I I'm not um putting I know we have a a lot to do in the finance committee tomorrow so I'm not put I'm not putting a timeline on it I'm not necessarily looking at these timelines here as absolute timelines um we you know the first thing for me is to make sure we
057have the money and so these timelines can be moved um and I don't want to put something on the agenda without talking to the chair of the committee I'm simply um wondering is it that that we need to make sure that we have the money um before we um start to sign contracts um and so so I wouldn't put a Time on it I don't know the time I'm sure that the superintendent and um the treasurer I'm sure that they have time frames in mind but um these times that's presented to us right now are estimated times I would um yes and I I I I will also talk to the chair of the finance committee as well so that way she'll know what's going on in in talk to Thompson uh just a point
058of clarification are these estimated times because I thought that u in one of the meetings that we had to determine based off of some type of time period these contracts that corre just can you clarify that for me that these dates are these are not estimated dates the these are the dates in order for to um for one to honor the RFQ process and the that are defined in the RFQ process we have to stick to these timelines or we have to essentially start over um with any of those as well as any delays that we have in these timelines if we do for unforeseen reasons have to start over in any way those further delay the project um so as these this say the CMR um if not selected and it has to go
059through the process again it could add potentially another 3 to 6 months to the overall timeline of the build it would just okay so just for clarification it would extend the timeline correct okay and then I also recall because well a lot of questions had come about this and so I understand okay yeah the timeline will be be delayed but I remember also some mentioning of possible with no one can know this with certainty that it also May um impact the overall cost because of the way that uh cost of goods are changing with inflation and rates that if it's delayed I don't know if it's a certain like time frame of which is delayed but we could be looking at instead of 63 million that price could increase and so that's why those timelines
060were being presented as they were yes any delay in any construction project has the potential to increase cost although I do understand the point of um M Pastor Harrison about you don't want to start a thing but I don't superintendent I see you back there did you have anything to add to this as far as uh with uh to add Clarity maybe to member Harrison uh comment about the uh funds availability is there any insight you can give good evening board good evening so um I have a meeting on this Thursday with um the attorneys that are the finance attorneys um that are from Millow South and pyer um to discuss just what your question is so um after that I can probably give you more information not on whether or not we have the
061money the money is there but the process of us securing the funds so that we are able to to do things that need to be done um now and as we go through this process um they are the ones that we have to go through so we had a meeting last week um and we'll be having a meeting again this on this Thursday okay and and so um in terms of your question how much money all of that was established before I got here so um once I got here we're picking up the project and Mr Keenan came in after the process so um we will know in terms of more I I would have more certainty in terms of what we need to do in terms of securing those funds so that we can
062um meet the deadlines that we have to meet but the one thing that we have to be careful is we do have to be in that building within all of this D kids in the building within 3 years so we we can't we don't have a lot of time for you know any type of delays so so we have to be in the building thank you Mr chair we have to be in the building according to the cops contract yes okay so yes thank you for saying that because we did the the cops was done for this project so according to the cops contract now how much money do we have have available that's designated to this project that's what we're going to talk about on Thursday so that um I mean the total thing
063was 64 6 63 million um but that's what we're talking about on Thursday in terms of the money allocations and funding for the different things that are going to have to be done with this building so I'll have a little bit more of an idea on Thursday um but the money of course is we got the money from the cops that has that's there um but we'll have to do things through them through their Finance attorneys um Mr chair what my concern would be um I know we have the 40 million from the cops mhm I know we have some additional money that was set aside for the build yes my concern would be if we exhaust that money and the project has not yet been completed now we're looking at where does that money
064come from to complete the project because we are under a timeline mhm and we have to stay within the budget that and we have to stay within the budget that we're struggling with now and we've passed a levy um and that Levy was in part to build North High the bond part of that Levy was to build North High so if we exceed 63 million with tearing down of the three buildings and building the one building my concern is where does that money come from to complete so the for the money for demolition all of that was included within the overall amount for um the high school Miller South and pyer yes sir buildings yes sir thank you Mr chair okay okay I'm sorry uh member Harrison has me over here thinking now so just
065for my own clarification sake the total project tear down build everything all in all inclusive i' like to is 63 million everything right yes as IOD you just say sir and I want to make sure I'm clear in my understanding that we don't absorb any cost that's over 63 million because the C CMR the CMR person assumes that RI assume you looking cuz I thought that's what I heard you say that's why I wanted to get clarification the CMR only oversees the construction of the new building and the budget that they are given is 54 million and they are not to exceed that 54 million so that's makes uh member Harrison's Point more relevant because if I understood you Mr har Pastor Harrison you started talking about if the demolition goes over if other things
066that necessarily were not in the build of the building go over then where are we going to get that money from um okay thank you for I think I'm clear I'm clear now thank you construction period construction and I'm sure Mr Keenan and you could speak to this there's so many uncertainties when you're talking about tearing down and building something I mean even down to the soil uh we were going to do it this way but we can't do it this way because of this and and that's my concern is just the nature of construction across the board if you're building a house if you're building a dog house there potentially a cost overruns or unexpected things that happen yes that was my concern right and and it sounds like well I don't sound like
067we're going to have to stay within that budget and we can't go over so whe that's 63 million better tear down those buildings rebuild the buildings and do everything within that that period of time so that's where I think we're getting all right all right thank you up sorry madam Hall just a quick question what is the actual timeline I keep hearing I saying like timeline this was approved last year right now we're a year into now getting the company getting the owner's representative and the CMR how long was the time frame to get this together um Mr Keen L right at you we we are supposed to um it's a three year we have to be in there within 3 years or less um in the building so I'm guesstimating again around 2728 that
068we would be in the in the school um that is the time frame that was sort of given when I got here okay so um so I guess that's the reason why I asked the question was and the I'm sorry and the Architects the contractors are aware of that okay so they won't be changing their price from now for like a few more months from now so if we needed to take this to the finance committee we have time versus approving it on December 9th right so this could go to the finance committee and we'll have a little bit more time to look at all of this to pass this was already approved what what we're bringing is the part of the contract which is the CMR that would be but they're taking the money
069that was actually already allocated and that's the budget that we're giving them oh okay so then so you're not ask we're not asking you to do another approval for another so you're asking for these two positions right that's but that's already in built in the contract the was already approved why are you guys why are you bring to the the Contra the the contract piece was already approved now you're doing the next step which is your CMR that has to be approved but it has to go through the process okay okay Dr Chapman uh member Alexander I I think too when the build was approved by the board we're going to build a school on that property and financing was whatever it was the process was then there was an RFP issued for an architect
070that took several months there were some finalists selected and vetted another month or so I think the board approved the architect somewhere around spring of this year the architect Tech is engaging in community conversations working with the staff at two schools to get their ideas and understanding of their needs I know that that yeah that will be coming to the board uh Mr chair at some point I think the Architects plan 25th not the plans but they'll bees process yes now we're at another process with the owner's rep and the construction manager at risk is my understanding and when we brought this to the equity committee a month ago there were questions about we can't really contribute to the RFP because we don't understand what this is and so that's how we got back to
071this at this particular committee Pastor haris I I would encourage the entire board to read the cops contract um I I I think there's some relevant information in there that that needs to be um known to all the members and um as we go and move forward approving uh vendors whether it on on this project the overall project was uh approved and and many of us was not here some of some some of the board members were but um acknowledging that people were not here uh but I've followed this process um from beginning to end um and I've read the contract and when we look at time frames when we look at um when we have to do whatever we have to do um it's not cut in stone it's not cut in stone I
072think we we make the best decision for this district and starting and stopping construction is more expensive than to do it right the first time um and so um again we are looking tomorrow um to make sure sure that we are fiscally responsible with our budgets um and this could potentially interrupt what we plan for in a 5year forecast if we do not have if if we if this cost $67 million where do we get $4 million from and that's the question that I have um so um I think it's it it's if we're going to take on a risk um in any in building itself is a risk because it's construction but but I think that we need to make sure that we are in a position to handle or to deal with cost
073overruns right and and you did mention the finance committee is going to meet that may be something you can kind of throw in there a little bit because you guys are going to start talking about finances anyhow maybe that'd be a question that is brought up and say hey maybe we can start looking at this now versus waiting couple weeks or a month or so down the road yes sir yes sir okay any other questions for superintendent okay all right Mr Keen will let you finish up thank you um moving on to uh some other updates uh the first is bookle uh the Press Box and concession stand um project that's been talked about for a while I know when I had first um taken over as director they was one of the primary topics
074right on um so the process has been and still moving forward I had gone through and gotten a probable cost estimate for the project which also now um through suggestions included restrooms as to be part of the project as there aren't any restrooms on the site other than bringing in portons or allowing access to the building during events so I mean it makes sense for restrooms to be in the stadium so that was added to the probable cost estimate or to the uh request for that um so we have that to be able to budget um the current U approximate cost for the project is 2 million um and we are at the process now of needing to do an RFQ for architectural services to begin the project um in in Earnest um everything we've
075done so far have been you know we've been able to take care of inhouse other than requesting um a local architectural firm to provide a probable cost estimate for the project and that is that RFQ should be um ready to be uh posted public publicly uh within the next couple weeks and that process would take about 30 days for the bid to close and then it would be selection of the firms and awarding the architectural contract after that Pastor Arison what is the time frame for for completion of this uh right now the anticipated time frame is for construction to um begin in late spring early summer and um hopefully be able to complete the project uh by the time the first home game would start oh okay thank you chair um so you said
076approximate $2 million um and I see in here um it states um inclusion of students from the masonary project so with that 2 million um I would assume that's material labor other things do we plan on paying the students or is this something that they will be able to like or is it something that they'll be doing for free for their school to build to help build this would be in collaboration with CCAA and being able to um my understanding is it would likely be a work based experience for the students actively um actively involved and actively in those courses whether it's at btal itself the masonry program at bookal or the construction program at Garfield I mean there there can be many layers brought in for the project collaboration okay but that collaboration is
077is just me working with um CCA and the teachers to figure out how that would work best have we talked to the could we talk to the students and ask them their thoughts on maybe ideas of what they would like the Press boxes to look like I mean it's really important to the students at bookle to say hey down the line 40 years from like tell my grandkids I I built this you know um so to also ask the students like their thoughts like does the Press Box have to look like every single Press Box right that we have right so to get the kids feedback and also have them a part of it hands on I think that could be something big yes and I think the kids will actually take honor and ownership
078of this Press Box to where nobody will come to their home and damage anything you know what I'm saying so and I'm I'm glad you brought that up because I did part of the um my thought process for it is when engaging with the architectural firms that do put in RFQ part part of that RFQ would have statements of they're basically requiring student involvement in some capacity in the design process as well not just in the actual construction process um and that isn't uncommon for architectural firms to engage students um in the process to get their ideas as you're saying because that's potential hiring jobs for these students you know going on their resume that they've done this so that can open up many more doors especially if they want to go into the labor
079union and things like that they wouldn't have to wait so long to be a journeyman you know because of their skills so it's certainly a portfolio Builder and a Resume Builder typically um in projects like this that I've been involved with in the past they're not paid positions um they're just work-based experience so they get that and they're able to help build their portfolio and to um gain that experience that hands-on experience yeah questions that's why you ain't part of all right are you done with the bookto piece yes all right any question any more questions on the book to piece was the lights included with the to P okay um the probable cost estimate for lights is another $1.2 million was that for I'm sorry we AG yeah um so next you're going to
080go into the lighting correct update um yes I'm sorry that was a separate one so okay the and this is for btal as well the stadium lighting though not included as part of the Press Box and restrooms um project uh it was a separate probable cost estimate and that would be an additional $1.2 million to be able to add lighting to the stadium as well um but the neighborhoods there hasn't been any community engagement in any of that for the stadium lighting um all I did was get the probable cost estimate to have kind of a number um and then if there was to be any further um progress or thoughts towards that that would be engaging many more people to be involved in that Pastor haris um I know a few years ago this
081this was a conversation um uh the stadium and it did include lights and uh I'm not sure I wasn't part of those conversations but I know that this was a community conversation um and at the time it was councilman Neil Dante West and um the uh athletic director Joe vasel yeah so it was a a 1040 um caucus but but the lights and things were included in there so I just want us to be mindful um that of of community invol invent in all communities when when we're talking um this because they were involved previously okay so um that's that's all I have for the lighting anything further is to be determined and that's a the will of many many people that are involved as to how much further that goes at this time okay
082any other questions on the bookto Light Stadium restrooms all that and it was this has been a topic for a number of years they did do some work over there they did the bleachers they did the uh scoreboard but we wanted to have lights over there so we can have games over there in in the evening because we want to have some place on the west side where people can have the games and uh uh people can have a opportunity to have night games just like they do at the other schools all right I'm going to stop go with East all right the update for East um earlier in the um late in the summer uh there was an opportunity for a grant through Dick Sporting Goods the award was a um matching award if
083we still haven't gotten word if we have been awarded the grant but would have been a grant of $100,000 to go towards the completion of a major um Athletics uh project so the it was determined it to use to um go for the grant to be hopefully awarded to East CLC to make some major upgrades to their their football field and Stadium facility um that would include um actually adding good seating on both sides of the stadium updating the track to at least a paved surface it wouldn't be able to get it to the point of being a um synthetic rubberized surface make a lot of upgrades to the field itself it would still maintain as a grass um field but be able to make improvements to it is as well as other improvements to
084The Whole Bowl um for there and further clearing the hill we have been working as we can to clear that and the grounds department has been working over the past couple years to clear that Hills and try to keep up with it as best as possible as well as upgrading defensing and and other um items throughout so if we awarded the grant that would be $100,000 towards it and the budget on our end would be 200,000 so a total of 300,000 to um make some a lot of much needed and major upgrades to the east uh football field and track area P Harrison so just a a recap for me uh so BTO is a yes um we're proceeding with bookto correct and the stadium lighting and East is to be determined correct okay thank
085you the East is pending the award of the grant um if we do not receive the grant then would go into further discussion as to if where or if the additional funding that we didn't receive would come from board member Hall thank you so I'm going to speak this in existence that we're going to win that Grant right um but one thing I do want us to take in consideration especially you when you're doing um like negotiation and all that stuff is to having a track at East is Big where we can actually have kids run the track and compete um and I would just say me personally I would love for it to be a competitive track where we can actually have big track meets instead of just being at one school um and
086then also when doing the track um and the update and bleachers let's keep in mind that this still can be potentially a football stadium one day you know so um you know putting the track there is amazing but I don't want us to get into the point where later on it's well Miss Hall we built the track and it's only this big and we can't put a football field I don't want to hear that in the future you know I want to make sure that when we do the track that the kids can still play on the football field still practice until we can get money to do an actual football field right so with that um specific site there already is an existing Cinder track um that is a full-size track and of the
087right dimensions that it could eventually be become a competition track right so making that upgrade won't affect the usability of the football field that will still be maintained and usable as is and actually enhanced by that okay wonderful and then will this track be a track at full with where we can actually have tournaments it would be at the first step like with Firestone how it was asphalted first and was that way for many years before the synthetic rubber um coating was added to the top to make it available for competition so that would be the next step after that well I'm sorry one one thing I thought ellot was the only school that had the fulls size track because I know when we had talked about booko I was told it's not a full
088track to have meat so will this be the appropriate side to actually have a meet where we can invite other it would be of competition size and would be able to become something where we could invite others as long as the seating and other arrangements meet the requirements through Osa okay thank you I just don't want it to get lost yeah that we could potentially have a football stadium there again okay thank you Miss Hall that's that's not going to happen overnight well no I know so when if providing we can get this grant um the goal was to put the top on the track um which is about I think about maybe 150 175,000 um but that was before all of this other stuff came about too so um and over time we would
089evolve it into a full-fledged um Stadium where people because the next thing you would have to do is you would have to which is a problem right now even at BTO even though BTO the way it was built the track is not built for a competitive track but you can still have football out there but the problem is the when they need to use restrooms they have to go inside of the school because they don't have so that's what we're trying to work on there but east doesn't have anything so over time years we would have to evolve this um which would give us a full flesh track on that side of town um you know that our kids could and Community could use but right now um it isn't anything and that heal um
090in talking with Mr Keenan that's going to be something we got to really deal with um the way it's kind of structured right now but we providing we we can get this grant um then we can kind of start on our way and build out same thing with the lights at bookal um I was trying to get the Press Box and all that done and budgetarily looked at the following year of us looking at the lights and kind of doing it cuz we can't there's no way we can do it all at one time but over time getting us and and at East where they could have it will become evolved in two um which might take us a couple of years but well a few I should say not a couple of that's two
091um just making sure we have that that um time so I just wanted to make sure that it was clear that that was the goal or is the goal but it's just going to take some time Mr superintendent thank you for that and and I think this is a a a great conversation to have in the equity committee um and it started when we when we started talking about Bal um and to member Hall's Point um ellot did not become what it was at one time um you know we put lights in there but four years before that we put the electricity in there to put the lights in so we looked at a master plan for certain schools and that's what we are speaking of now when we're talking about a bookto when we're
092talking about an East um know that we can't do it all at one time but we want a master plan and we don't want to put something in that's going to prevent future growth and and and that's that's what I heard I don't want to step on her point but that's what I heard yeah yeah that would be a part of the master the facilities M because our even though we say facilities but we're talking about our grounds so that would be a part of that plan to map it out so that in so many years we would have everything we need to make it a real full-fledged Stadium where you could play allall in all those things no we don't have like what we need to be great but no okay I'm joking with
093that but I wonder when we talk about this master plan planning and I'm just going to throw this out not for you to discuss now facilities but it almost seems that it would be in the best interest of akan public schools and the City of akan as far as also with Partnerships like YMCA to think about collaboratively coming together for like some type of sports complex to where we can use multiple sources of funds City funds YMCA funds APS funds I'm just thinking B gos I you know if it's rules and stuff y'all want to throw at me later that's fine but it just seems that collaboration will be most effective to maximize opportunity resources to bring Revenue to the city for aaou games um traveling teams when we're not in motion using those spaces
094also for out of school time recreational spaces I mean I can Envision so much when we think innovatively and when you said you guys said master plan and future forecasting of what we can do is that if we looked at it from that lens of how we can do a greater build with more hands and more pocketbooks or that's probably not the right term more money bags whatever um that it can go a lot further and be a lot more impactful for the city um and just overall we talk about curving the violence um what happens between the hours of 3: to 6 in our communities and things like that that we can cover a lot ground by coming together collectively and also but you know being wise on everyone's end budget cuz we're better
095together so just to put that out there into the universe and into your minds of how the networking and collaborating can happen um as we forecast future wise like how can we make this happen because I just think when my daughter played a you and I would have to travel all over this great state and I would go to places um in the sticks or wherever but it would be a whole building and they had like different courts like I'm going to make this like 20 courts on one grounds like you can get lost I need one of those little scooter things to get around and it would be kids from all over the state with these things and then they had Arena Football on one section and then aaou teams over here so I
096just think that would be great for the city and our district just to consider as we forecast and I'm than you prior I'm sorry okay just to talk about that's something we've been talking about for a several years now hoping to try to get a complex but we we haven't been able to get to the point where we can move forward on it but we do need something like that yeah I was just going to share that prior to my arrival you guys had already kind of looked at that and we have the property um and we had applied for two grants of which we did not get um this past year that would have had we been able to get the grant it would have allowed us to cuz you're looking at about 20
097to million to build the entire complex um with everything that needs all the bells and whistles that need to go with it um so and then was this what you said we we like collaborative like city of akan akan public schools YMCA like this was funding that came from the state that we just app for APS right uhhm um and we and we had to do it independently but we were not able to to um to get the either one of the grants okay thank you for that update because I remember the talks but I just didn't know about action steps what was the outcomes and so thank you thank you yeah some of we got put on the back burner because some of the other projects but we we still need to push forward
098with that Reverend Harrison I'm sorry um brother chair I certainly would love to um work with um member Jackson um um and and kind of hash out a few things I I I think that um we have put this on the table before with as many clc's that we have um my son's play AA ball and um to play to just for the school itself to have aaou tournaments in some of these buildings that we have whether it's basketball whether it's um volleyball whether it's wrestling tournament Partnerships have never really worked out for acon public schools it's worked out for other people but I'm not sure it worked out so well for our kids and our buildings I think that the the design of the Community Learning Centers was to use them for the community
099and I would like to see um and you know I know it can't happen overnight but I would like to see us as a school district entertain holding tournaments to pay for not only Athletics but to pay for facilities and I think we have to start looking at different areas of Revenue and become self-sufficient and we have more than enough buildings to do it we have more than enough buildings to do this um a a aaou tournament is $25 a person to get in you know um and so when you look at some of these Suburban schools I know they only have one School per City a lot of them so they can they have the whole Sports Complex but I think we have to look at some of these different ways that we haven't
100really traditionally done um to upkeep our facilities and to improve our facilities but we have resources because we have all of these new Community Learning Centers some of them have three some of them have two but we have enough gym we have enough spaces to hold some of these tournaments I would like us to take a look at that um and I think that that would pay for itself um many times over remember Hall I just say I totally agree with you and I think that's what yss is looking at to be able to utilize some of our facilities to be able to bring it inhouse because it's our children but to your um both of your comments like my daughter played too and I'm spending money money at all these other places these schools
101that may look worse than ours you know and we're spending $25 $40 to get in imagine how we could get some of that money for our facilities like Pastor Harrison said I mean that's an amazing opportunity and I know that there's people that have reached out to APS and they've all been denied just to have a tournament at schools and that's us kind of messing ourselves up for growth when we can kind of capitalize some of those funds too so definitely if you could look into that because this is basketball season now and aou it starts in April March April so that's a way that we can bring money in as well we got the levy other Innovative ideals that we can do to make sure that we can sustain and not always you know
102pulling levies and things like that so thank you okay you have more Mr Keenan no that is all okay okay thank you thank you for the presentation I just want to throw this out there as well when we talking about the uh east east track and and so forth make sure those bleachers on the outside of that track for one so we don't have a try to look over the side and they can't see what's going on the other part is seeing if we can leverage some more funds through some of these other organizations I know Cleveland Browns have done something maybe some other sports teams some other corporations and businesses might throw in other monies as well to help us so we don't have to you know foot the bill as much but maybe
103look at some of those individuals as well okay all right anything else for the good of the order if not I want to thank board members for being here thank uh uh staff and thank the community for participating and we uh hope everyone have a great evening thank you meeting ajour [Music] e