001announcements. Mr. Kcki, can you lead us through those? >> Yeah, good evening everybody. Um, we're going to start off with our monthly thank you video. Board members, if you want to slide around there for a moment, I'll get the lights and Mr. Simei, if you can help us out. [Music] Hi, I'm Sandy Gamma, intervention specialist at the middle school. >> Hi, and I'm Amy Smart. I'm currently the seventh grade intervention specialist at the middle school. and we are here to represent unified activities for the middle school. Um, I just wanted to start by saying thank you to the board of education as well as all the administrators for supporting all of our unified sports, our unified clubs, and really all our unified activities. If you're unfamiliar with unified activities, it is a place where students
002with and without disabilities can come together to uh run track, bowl, do arts and crafts, really um just a special place that is inclusive for all of our students. >> And I'm here to say thank you because we are fortunate to work in a district that supports our activities. We have great students that are so proud to be able to be a part of clubs and sports programs that represent Indian Hill. We're thankful for teachers who are willing to volunteer time to come to our meets, to come to our bowling events, to come to our clubs, um to provide support in commitment for our kids. They love seeing their teachers there and thankful for families that also um get students to our meets and our matches on time. they come out and cheer for our
003athletes, our students just as much as for our opponents and it's just really been great bringing unified activities to Indian Hill um as a true community um involved and we're super excited for our next steps where we get to share this great work at the um Council for Exceptional Children's National Conference where we'll share the work that Indian Hill has done really um as a as a pioneer of this work um with uh school districts across the country. >> And then when we open our new building in January, we're really excited to be able to proudly hang a banner that lets everyone know when they come to Indian Hill Middle School that we are a unified champion school and a place for all. >> Thank you so much. >> 1 2 3. [Music] I got
004a chance to uh interview Amy and Sandy and the screen does not do justice to how much energy and positivity they have about the program. So, uh we're very fortunate to be able to recognize our middle school for their work as a Special Olympic champion, the only middle school and one of the only public schools in Ohio uh in recent years to receive that honor. >> If I could just chime in a little bit to say echo the thanks to the team. Um when I saw the announcement and I've had a chance to go to a couple of the unified events and there if you go to the unified track event it's remarkable. Um seeing the kids together is is is really inspirational. But these are these are the programs that separate what Indian Hill
005does from the other schools. Um it never shows up on a test score, never shows up anywhere else. But it's it's really amazing. Um I shared this story with Kirk the year ago. Um a friend I won't use names to keep names out of it. um his father came up to me and had no idea I was involved in the school and uh their child is autistic and just started talking to me. They were new to the district and went out of his way to say how great the program has been for his grandson that he had gotten engraded in the school and was thriving at Indian Hill and had no idea I was connected to the school, barely even knew me. Um and the hearing that and seeing these things are just phenomenal. So,
006thank you to the team uh Kirk Lis for everything you guys do to support this, encourage this. Um it's a really special special thing. Uh Erica Leopard, our director of people services, deserves a big thanks for working with this team day in and day out and uh the support and of course uh the team was thrilled to learn that the the district and the board and Mr. Davis and I are going to be supporting the new bowling jerseys uh for the unified bowling team. We can't wait to see them uh compete this winter. Uh, next up, we want want to congratulate 11 of our IHS student musicians who were recently selected to perform in the Ohio Music Education Association Allstate Band, Choir, and Orchestra Ensembles for this uh 2024. These students were selected from thousands
007of submissions from high school students throughout the state. Uh, the complete list of our students performing includes Isaac Scott, Gino Cardosi, Freddy Kong, Elise Longbottom, Hayden Longbottom, Melissa Munch, Kyle Peterson, McKenna Peterson, Kaylee Withers, Aaron Scott, and Grace Hugh. Congratulations to all those musicians. We're also pleased to share that Indian Hill has been selected as the number one school district again out of 605 districts ranked by niche recently. Additionally, Indian Hill High School has been selected as the number one high school in Ohio out of 873 high schools ranked by niche. As always, we appreciate this kind of support from our family and community. Uh, and it's just a a reminder of the amazing work that our students and our world-class faculty do together. We celebrate Indian Hill Middle School for being named Special Olympics
008Unified Champion. You saw that. So, uh, I want to just make sure that we talk about the fact that we're going to be promoting these, um, activities systemwide as we move forward. This is not just for middle school. We will be looking at holistic, unified activities for all children as we move forward. Want to also congratulate 19 students who were recognized recently as part of the National Merit Scholarship Corporation for their outstanding performance last year on the PSAT and National Merit Scholarship qualifying tests. Seven students from Indian Hill have qualified for the National Merit Semi-finalist competition. Sophia Chen, Michael Chun, Jesseline Gennady, Tyler Hang, Jude Jameson, Rohing Cotin, and Chris Ranjin. 12 Indian Hill High School students have been recognized as National Merit commended scholars including Alex Castellini, Ashan Gandhi, Trent Hartman, UNNG, David Louu,
009Sirizo, Robert Poffenberger, Jack Pollock, Miles Taylor, Alex TR, Arjun Verma, and Claron Wang. Congratulations to all those students. We also want to congratulate some of our middle school Latin students who earned accolades during the University of Cincinnati's certain competition last Saturday or sorry earlier uh September 30th on a Saturday. Out of 60 students representing 12 different schools, four Braves earns medals during the event. Uh Tinsley Haney and Michael Miller each earned gold for their intermediate team competition. Sophie Tinddale earned silver for IHMS advanced team and Christian Wheeler earned bronze for the IHMS novice team. Congratulations to all of our Latin students, Excelsior. And um just a quick highlight. Um I think we're going to have some other operations to talk about later, but Mr. Nichols, anything you'd like to share about progress on the current
010project? >> We're getting close. Um we're we're very excited. Just a quick update. Um furniture. Um we have all furniture in Cincinnati ready to be installed as soon as spaces are ready. And our friends at Scanskar are doing a great job of laying out a calendar for us. So, we'll be installing those pieces uh as soon as we possibly can. You may have seen some signage go up um on the front of our auditorium. Um we actually have some of the first carpet that was laid late last week um in the old auditorium lobby which um now has some brand new restrooms. So, we were excited to see that go in. And um if you have haven't had a chance to come over to the elementary, even though that building has been operational for a
011while, the landscaping has taken very nicely. Um, we've got a great irrigation system over there and we're going to be shutting that down soon because our weather's changing, but uh, a lot of excitement uh, all over campus right now and uh, middle school's going well. >> Mr. Nichols, will you I know that might not fall under your purview, but I know that we've had literature go out about the eighth grade event, see the furniture. Can somebody share a little bit more just for those that got the flyer, maybe aren't sure what that is, because I know we have a lot of people that watch. Um, I know there's a lot of excitement about that. Maybe we could just share a little blurb about what that's going to be. >> Um, I have be honest, I
012don't know that I've seen that flyer, but what I can tell you is that the the students had a lot to do with the furniture we've got. And what I really appreciate is that every piece of furniture you see going into our buildings was piloted by our students and it was pil piloted by our teachers. It saved us thousands of dollars by making sure this is the furniture that we need to enhance the learning that's going on in the classroom. So, what I know is the students had everything to do with the furniture that's going into the rooms. >> Yeah. I think what you're also referring to is the the mailer that went out on the eighth grade openhouse events and uh we also recently had an event with our platinum club where people got
013to come in and see the different furnishings at the different levels. And so at each level, there's been some developmentally appropriate furniture that's been put in place, including new furniture here in the high school, uh, that many of our eighth graders are using. And then, of course, you get to see some of the more mature furniture being chosen at the elementary school recently with our our last event. And there's been some information that's gone out about coming and checking that out. So, so, so this is for current eighth, I know for everybody, but for current eighth graders to see or for to see what's going on in the >> see what a glab classroom and what those furnishings are going to look like, just like our high school furnishings, parents can come and take a
014look. We're not going to have them walk through the new middle school yet. That will not happen until we get into January. >> Okay. So, this is not the event we typically do for rising ninth graders, >> right? >> Correct. This is just an o a typical open house for interaction with furnishings. >> Okay. I think there might have been we'll make sure we clarify that >> about what that was. >> Sure. And I think also the uh the recent platinum club event, some people asked, okay, well, what what happened? Right. And I think one of the things we wanted was for people to be able to tour that new space after it opened. When the new middle school opens, there will be a state of the schools on January 18th. There'll be a program
015that evening and the public will be able to walk through all the classrooms and all parts of the building to really see the new furniture in the new middle school firsthand. >> I was I was trying to tee things up a little bit for you, Mr. Nichols, so I apologize. But I will say that when Mr. Kaki and I were touring through the buildings, the the genius behind what you all did around having the kids come in was really unbelievable because as we were kind of touring through and I don't know if you remember this or not, but there was like the different modalities of the furniture and you could see different kids like there was a child on one of the pieces that kind of rocks back and forth and that resonated with me
016because I was the one that was always antsy and then there was others that were pretty static and there was kids that were static and so I know there was a lot that went into having those sort of labs where kids could test And so, um, I'm excited for folks to be able to see that furniture because the team did put a lot of work into that. So, >> and just just to clarify for anybody who's listening in or who digest the meeting later, November 9th is the evening we are going to have the open house for the rising ninth graders to check out programming and check out the high school and to be able to see all the furnishings here. >> Six o'clock that will begin. >> Thank you, Mr. Marks. >> Superintendent report.
017>> Yes, please. >> So, uh, thank you board members. This evening, we've got the second reading of our 2425 school calendar. I haven't had any, uh, negative feedback or questions, uh, put to me about that recently. Um, uh, item B here is the approval of a new overnight field trip, including our high school grades 9 through 12 for, uh, service travel. Um, this would be in May of 2025. >> I I just had a kind of a question comment. Um, I I was a little concerned about the per student. >> Can we talk a little bit about um how how that money is coming about? Is each student responsible for their own trip? Will there be fundraising opportunities? >> Dr. Stewart, you want to kind of field this on been doing with the groups? >>
018Um can I back up a little bit and tell you what our plan is? We are really proud of the international travel that our students get to do and sometimes it's national as well when we go to the west coast but especially when we look at international and because of you think about the break that we took place during COVID um prices have really gone up for traveling and so what we're working towards with the help of Amy Clark our director of arts and Latif Johnson our student life coordinator is having a single document that we can have that would show all the different opportunities that our students would have for international travel from their freshman year to their senior year. And it would not only include like what you can expect per year, but
019approximate costs so that families can plan accordingly. And they can determine then what they'd like to prioritize versus not. Um, as far as fundraising, it's up to every individual person who's sponsoring that um and how much opportunity there is for fundraising. So, a quick question. So, how about some uh kids who are not able to pay for it? Is there a way that we can cover that cost like either through fundraising or through some support groups? >> We've been able to help with some of that. We definitely do have some programs like Braves helping Braves, which is a fundraising organization we have internally that the community and the staff members participate in collecting funds that we can use for a variety of things. And that would include some of our families who are economically disadvantaged
020so that they could have the opportunity to attend some of those field trips. As an example, we have never turned away student on the senior trip. That has never happened. We always make sure they can go. So this has also led to some dialogue amongst our partner groups about how to contain costs moving forward and what vendors to look at using, how far ahead to plan, how to communicate to parents, how to make sure people understand the costs and then also how to contain uh you know those costs and help people. All of those things I think are things that will be re-examined during that last period of time and that we're continuing to talk about. Moving on to letter C, we've got a resolution declaring impractability of transportation and offering payment uh to parents
021in l of transportation. This is my part of that uh piece of the agenda. Um and then letter D, we have our uh monthly list of personnel actions, tuition, reimbursements and professional meetings. Uh that runs D1 through 5B. And I believe we have no addendum. So, um, if there are no questions, uh, board members about those items, I would ask that you entertain a resolution to approve, uh, 7 A through D 5B. >> May we have a motion to accept the superintendent's report? >> I'll make a motion to accept the superintendent report, items 7 A through B 5D. >> Second. Okay. Roll call. Mr. Tolles, >> yes. >> Mr. Marks, >> yes. >> Mrs. >> Hi. >> Mrs. Sting, >> yes. >> Mr. Summer, >> yes. >> Thank you. >> Okay. Item eight, the treasur's
022report. Mr. Davis. >> Under my report for this evening, I have to approve the minutes of the September 19th, 2023 regular meeting. Uh to approve the financial reports for the month ending September 30th, 2023. Item C is the approval to pay a now and then invoice. Item D is the establishment of two student activity accounts. Um, actually excitement there. There's two new clubs in the uh the middle school that we're uh opening up there um that they're requesting um two new accounts to put funds into. Um item E is a resolution to purchase school buses using the Southwestern Ohio Educational Purchasing Council for the bidding process. Um this takes care of all of our bidding requirements per Ohio Revised Code. Item F then is to um for some contracts. One of those contracts then is
023to purchase those two regular school buses. Um you'll see that under item two. Um item three is to enter into a contract with Coca-Cola. And then item one was for special education services. Uh there is no actual dollar amount for item one. It's just for a standard contract for the year in case we do enter into uh any student services. >> I have a couple questions Mr. Davis on the uh now and then invoice for the elevator. Was that repair or was that something that just happened that was uh responsiveness to you? >> So what happened was is that started out as a repair. Um we have had trouble. It's the um the elevator, the lift service for the um the uh stage in the auditorium, the pit. And we've had some trouble with that
024for many, many years. Um started out as a repair. Um we knew at some point that that was going to turn into a full replacement. Um, so this summer when we started to do that repair, the company came in, they gave us the uh the estimate, they told us this was the time and it just never turned into the the proper purchase order procedure. Um, sort of and so we've talked over with that with our maintenance department, reminded them what that procedure is. We did get those items replaced. We do now have a service serviceable and working um elevator in the pit and everything's fine down there now. Um, we just needed to make sure we had a little bit of education to make sure this doesn't happen again. So, >> Got it. And then
025on the buses, were those replacement or additional? >> Those are replacement. >> Okay. So, >> we took two out of service. >> Correct. What we've done is we've we um are do in a two-year a two bus a year cycle. Um, we've looked at our plan for a long time. Uh, we've looked at our fleet. We make sure we get two buses in, two buses out. Um, the inflation on the cost of these buses is significant. So, you know, we make sure we're we're replacing them um as they come in. The cost of these buses aren't going to go down anytime soon. So, make sure we keep our fleet up to date and safe. So, that's why we're getting two now. >> Great. Thank you. >> So, one quick question is uh about the uh
026elevator. How old is that? >> Uh my guess is it probably goes back to the uh original stage with some repairs. I don't know if it's been replaced at any point. on but I do know it was with stage. >> Anybody else have any questions? >> I was just say about item D and more opportunity. I think one of the things that I know the board's committed to is making sure that every child has an opportunity to feel connected and so you know I'm I'm really excess for kids that the more we can do so that every kid feels every kid feels like the class so you watch and that's for the middle school club middle school French club. So those are the two in particular that you're referring to. >> And that's one thing
027we've we've really wanted to emphasize for we've got lots and lots of clubs here at the high school. We wanted to make sure we offer those opportunities at the middle school, elementary school, and primary school. So >> that those kids are getting those properties as well. >> It is nice to see how our high school clubs are going to primary and elementary and helping develop those clubs and work with them. >> Yep. So that's that's really exciting to see how >> it's way we build community here. Absolutely. >> Absolutely. >> Those are both musicians and student athletes now working athletic programs with our students at that level when the high school students go down which is great. Um and for point of reference we have over 85 clubs and activities in K12. Um that's and
028growing. [Music] We have a ve I'm not sure the exact percentage. We have a very high percentage that are involved in activities and middle school high school. Those numbers continue to grow because they continue to add new clubs and activities annually. >> I'll make a motion unless there's any other discussion to approve the treasures report uh 8A through F3. >> Second. >> Roll call. >> Mr. Marks. >> Yes. Mrs. Iicults. >> Hi. >> Mrs. Singh. >> Yes. >> Mr. Phillis. >> Yes. >> Mr. Simroll. >> Yes. >> Thank you. Okay. Item nine, the policy updates. Mr. >> This is a second reading and uh we've reviewed the policies. I would ask the board would entertain 9 A through Q if you are ready to do so. >> Okay. Any comments? >> Okay. Okay. May we
029have a motion to accept the Neola policy updates? >> I move we accept the Neola policy updates. Item 9 A through Q. >> Second that motion. >> Roll call. >> Mrs. Zikols. >> I. >> Mr. Marks. >> Yes. >> Mrs. Singh. >> Yes. >> Mr. Telus. >> Yes. >> Mr. Summer. >> Yes. >> Okay. >> Going to move to other business now. Uh board members, as you know, we held some committee meetings last week. Our operations committee met Tuesday. Our finance committee met Thursday. Mr. Sini, if you could share the screen to me at this time. I am not going to run back through the presentations that we did during those committee meetings. But I think it's important for the public and anybody who is watching to know some of the work we did and
030what got us to this point for this dialogue we're going to have tonight. So uh going back to June, we held a work session where the board talked about a master campus plan next seven to 10 years and we tried to talk about some phases of some priorities and things we were going to study, things we're going to be looking at financially in terms of facility needs. A lot of that stem from dialogue the board had last year with us about an enrollment study that we did. Um and also some needs and wants identified by community partners, stakeholders, donors uh that were prospective at the time. Talked about dive about a map campus plan some of our sites. We did some background work and I just and point out number two uh Mick and Jim
031spent a lot of time adding a new software system uh we call FMX that allows us to do long range capital and really capture the inventory that we have on camp. Did I say that? uh and allows us to strategically think about how to do things over the lifespan of equipment and facilities in a a better way that helps us both short and long term. Anything you guys want to say about that? >> I just think it's important to point out that the uh bond the bond get the opportunity to reset and do that planning. Um so everything's kind of new and fresh. They can put it all into the system and put in the lifespan of it and just kind of get that look to in some cases 30 years now and do it
032for everything from buses to HVAC to equip just now robust inventory system and able to do just some great planning from from here on out. I just want to add that as you alluded to on the bond issue that gets us back to level set in some areas we have some deficient buildings and some needs that were very very evident and now that we are almost there to the finish line as we said a few minutes ago as as Jim talked about now these other projects are to help keep us at the forefront of committee not only in in Cincinnati but across the state across the region across continue to invest in this community. Make sure school stay topnotch. That's very very important to us. And there is a list. This group put a lot
033of hours in to identifying what the needs are short-term and longterm and then prioritize them. It's not task because everyone wants their pound of flesh and trying to figure that out and work through that is important. So it's uh it's quite an exhaustive list and it's impressive got on the horizon for many years to come. So there's still a lot of work to be done, but the nice thing is there's been some time put in to identify those needs and to be proactive. >> Well, and I'd like to share one thing on this screen. Um, there's been a lot of effort into this conversation. I think we're going to go into here in a minute. But on that component of number one, donor conversations, there's been a team effort. But I want to specifically tell
034who has put an incredible amount of time into those conversations and while it's been a huge community effort, I I think he's led that charge with the board and I appreciate that. >> I appreciate that. But there's a lot of people it takes a lot just a small part of it. So I appreciate that. Now >> I just want to take a minute to say uh I echo a lot of what Mr. Marks just said. uh you know a lot of time we don't take the credit but I agree there is lot more people who are involved and because of which we have received this historic donations that I don't think in my 15 years I have ever seen this kind of donation coming to Indian Hill so you know I think a huge round
035of applause should be for Brian Phelps Jim Nicholson Mick Davis Mi and moral and all the board members who had been very actively raising this kind of money. So you know it is just it just brings me so much happiness to see how our community is being involved and how well we are partnering it uh with our community members and you know just I think this school district is just super amazing and I just want to say thank you to all of all your and the time that you all have put in for for our children. So thank you. >> And the last thing I'll say is I appreciate that the kind words We want to invest in the school district because it attracts families. It retains families. It's so important that some people just
036don't understand. But that's the gist of it. And by having top-notch facilities and being innovative, being proactive is what this is all about. And it's something I think this group and this leadership team are very passionate about. >> Thank Thank you all. I I think it's important to say because you've all said it already, but I think it's important for people to know. Um, again, this is a team effort like Nikki said and Craig said. Um, every board member here has been involved in conversations with members that has been a big help to our team. We all appreciate all that help. Um, and Mr. Phelps is here in the back. I think Ryan Phelps, please our athletic director. I don't know that if he ever sleeps. He has done the work on this and what
037we're going to talk about tonight. And he's here to be an expert in case we need to consult with him. I'm going to move through this deck though and then we'll get back to what Brian has done before the end. >> Yeah, I want to thank him too because he he's not gotten the credit he deserves. He's put a lot of time in outside of his normal working hours. So, Brian, thank you from all of us. We appreciate it. >> And Brian, you'll probably have to come forward. You can't be standing behind. >> Yeah. So, um in June the board green, uh lit an RFP process. We went through the RFQ. Uh then we got into the RFP. We're going to talk about that in just a few minutes. Mr. Tullus was directly involved in
038that uh review process with us. Again, I just point out the rationale. We talked to the public about this goes back beyond last June, but we reiterated many of these things in June. Looking at our site strategically, our enrollment growth over time, making sure that we're using all spaces for impact and trying to keep our community on campus for extracurricular activities. That's students and adults. and then making sure we're a good service for all of our partners and including the community of Indian Hill as we move forward. Uh since June, we have again gone through the RFQ and the RFP. One of the other things you're all aware of but maybe some of the public are not aware of is we worked with the IH Foundation who is the fiscal steward of a new annual
039tradition that was created this year, the first annual day of giving. We uh held that to coincide with homecoming weekend on 929. that effort and the awareness of the project that we're working on this year, which was fun the fieldhouse, has since raised uh over $100,000 and counting. We expect some more uh donors uh for the day of giving to continue to process not just cash but also securities and working with the uh foundation in flexible ways uh to be charitable to the district. We want to thank everybody that was a part of the first annual day of giving. everything counts and everything matters. But more important than anything was the dialogue that that activity created. Uh and a lot of people in here had a lot to do with that. So we want to
040thank everybody about that. We concluded the RFP October 13th just last week. Uh we've continued to have core donor meetings and ongoing meetings and we will after tonight. Um this is really just a launching point this dialogue tonight and we've started to do pre-work on site condition studies with all the teams. Bear, do you want to just talk about your perspective on the RFP so people understand? >> Yeah. Um, so at a high level, we started with the request for qualifications, the RFQ, and I think we had six interviews that we sat through probably for 45 minutes to an hour each. Um, whittleled that down to the request process, the RP process. We had four firms and it was a design build process. So each contractor teamed with an architect to up their proposal for
041the project. Um we had four second round interviews or each probably again an hour each. U and at that point it was a little more detailed as to what the project was, what it would potentially look like. We're obviously very early in the stage of what it would look like. Um but one question comment that came up through really by Kirk and me on every interview was this project is unique for us. We've never seen this level of private donation into a project and it's on a very accelerated timeline. Um and in order to hit that timeline, things have to be happening now. U we have to be doing the initial site analysis. What can the soil support? Where do our sanitary sewer go? Where's the storm water go? All those types of things that
042goes in any kind of construction project. Um we we're trying to stay ahead of how's it going to be received by the village, our partner in the zoning approvals. Um and so through this and most importantly what's the budget going to be? Um we of course don't know what the final number of this project. You'll know that till we design the thing and put it out for bid. Um but vetting the uh folks who submitted RFPs for their best estimate, working estimate, highly educated estimate as to what the cost was. Understanding that if we are to move forward tonight, we will approve the second stage of this which is starting to spend some money on the design of the building, further site investigation costs, uh the architectural cost to come up with the drawings, uh
043what it will look like, and then bid it. um you know we can't and we've reiterated this time and time again we have a number that we really can't don't want to and if through that process it turns out that our estimate by 30% the project you know is going to be on some face some significant troubles. Um so part of our investigation, part of us the interviews we did was trying to gauge out how much work had been done by the groups in advance, how to feel with their estimates on the cost and where do we feel they were in the project today. Um all four groups that submitted the RFPs were um it was the choice of kind of picking the best of the best. Um we saw great designs, we saw some
044innovative thoughts. But ultimately the group here tonight really blew us away was the passion for the project um the excitement for the project and the preliminary work that has been done both with the village on some zoning ideas and then some site investigation work. We felt they were probably a month or two ahead of other producers as far as the timing of what this project will look like. Um you know this thing also we're very very cognizant of this. It's going to be a decent sized building when you pull into the campus. And this group came through that how to kind of mitigate the the visual impact of that when you pull allow visibility of the football, the baseball fields, the softball fields, the home of the brave and that building blend in with the
045campus. A lot of effort and attention went into that process. Um but as Kirk and everybody else alluded to tonight, this was a team lift. Um it's you know because of this accelerated timeline it was a lot of you know reviews of the proposals meetings etc for the last I don't know what three four weeks it's been um but it's been exciting and you know what's fun as you see involved and that's ultimately at the end of the day what excites us um you know this fieldhouse will not just be a big gym it will be a statement to the community that things are going to happen on campus it will be used by the rec commission be used by you sports by community members of course our student athletes and whatever else we can
046think of to use in that space. It's going to be a beautiful one building. Um it's not just going to be a metal block right in the front of our campus. Um and you know there's still a lot of work to go. Um we have to work through the costs. We have to work through all the other issues um that come with building a building like this. But it's been a great process to admitted it from day one. Um, thank you to the groups who are here tonight. U, thank you to all the groups who did submit RFPs. Um, I'm excited about it. I'm excited where we are. The design, super excited about the design, which know Kirk, you're going to show here in a minute. Um, now we got to do the hard part
047to roll up our sleeves and make sure we can afford this and get it built. Thank you. Uh, just a couple of uh kind of high level summary. We went over this again with some of the committees uh last week. We talked about the different options we looked at back in June and kind of where we've landed today. Um we know that uh along with the six and a half million dollars of pledged donations we have from co- donors we've got aboutund,000 that has come in from the the day of giving when we talk in just a minute about the firms that we vetted. Um we know that there will also be opport sponsorship and some revenue cash flow in the future. Um we've had one of our first corporate sponsors committed to that you
048may have heard of the day of giving. 50 West and uh want to thank 50 West as a corporation as well as of course the Slatterie family. Um but as Bear said, moving forward tonight is just the first step. We still have to work to close the gap on the revenue. Uh we have to work to close the gap on ongoing effort from donors to make this happen. Uh we've got to continue to work on identifying corporate sponsors who really want to be interested in this long term and working with our partners. There could be additional fundraising activities that the board needs to consider. All of those things are in play. Um, you know, and I think it's important for the public to know that sometimes they see the board approve a resolution and they
049think, "Okay, this is a done deal." Um, as you said, Bear, there's still work and effort that has to happen. Uh, that being said, Mr. Davis ran a cost simulation for uh, committees last week. Um, Mick, do you just want to explain this high level for anybody who's paying attention, please? >> So, this is a very simple uh, graph that I did. Um what this does is assume a cash balance in the general fund of 16 million at the end of 2023. Um I looked at revenue based on six and a half million of donations and expenses of 10 million u to build the uh the potential fieldhouse um and showed those in in fiscal year 24 and 25. and then just gave the board a kind of an idea of what that would look
050like as far as our cash balance would look like just to give um an idea if there was a comfort level of that particular balance over time. Um this is assuming that there's no you know the revenue is going to stay stay equal with expenses. Um I will have a five-year forecast in November and we'll talk more about that and obviously get in more detail about what that's going to look like. But this is kind of showing, you know, just very simple, you know, what that's going to look like if it's just the fieldhouse with nothing else going on. >> The other thing we wanted to review, and of course some people know, we've talked about the idea of originally back in June, we were estimating cautiously of $12 million maximum project. Now we're estimating
051cautiously a $10 million uh maximum project. and some of the firms that we vetted here over the last month, you get a little bit of an estimate of the average of the range that they were sharing with us. And as we move forward, we'll talk more about that as well. Um, I want to make sure that we have some time though to talk with that group and see some concepts tonight. So, just here are some next steps that we'll be talking about with the board uh and our committees moving forward through the end of this year, reviewing financing options in an ongoing manner. Uh we need to talk about getting firms under contract uh hopefully after tonight with the board's uh purview. Uh we're going to need to look at securing uh an advisory again
052uh for a new project. Uh obviously completing pre-build site work and then getting whatever team we might identify to complete a design and budget uh so that the board can actually get a GMP in front of them and look at numbers and and try to think about that uh cost moving forward. Uh so those would be our immediate next steps. And >> if I could just interject, you mentioned one thing and I meant to say it but I neglected to. Um one question if lessons learned from the construction of the much larger project with the middle school and the other uh middle or the primary school and the elementary was the number of GMPS we ended up having to enter into and part of it was the project scope and just it's it's a much
053different project. But something that we've set the expectation this is for this project is to have one or two at the most GMPs. we might come in for a site work contract and then do the building down the road. Um the importance that that will help us mitigate the risk of change orders down the road. Um and of course not knowing what the next GMP is going to look like. So as we factor into all these different options, that will be something we review very closely. >> Yeah. And then just in an ongoing fashion along with what we need to do operationally, we're going to continue to have partner input, get some feedback from donors, get some feedback from the community about concepts. We're going to continue to talk about fundraising activities moving forward long
054term for the district and then uh making sure everybody's happy with the design and budget as as we move forward. So, uh with that, I'd like to um move to the next piece of our agenda. And I think I would like to invite Bob uh up. Bob Riggs, would you please introduce your teammates that are here tonight and uh talk to us in general a little bit about Oswald and SMP? And I know you have some uh items you'd like to show us here visually. Uh I can control that as you let me know what you'd like me to do. >> Sure. No problem. Thank you very much. First, I just want to congratulate Indian Hill on all the accolades that we heard earlier today. That's a that's tremendous work that the board and the
055district's uh it's kind of reinforces the goals that the district wants to achieve over over time. And it's great to hear all those come up at the board meeting. I've been at so many board meetings in the past. I'm so good to see all of those things come to fruition in a board. It just it's great to hear and congratulate everybody involved. Really appreciate that. U I think first we're going to start with who's here today uh from our team. Um I'll let them come up and say their name and introduce themselves real quickly. Lindsay. >> Hi, I'm Lindsay Selders, business development and marketing manager for Oswald. >> I'm Greg Phillips, principal at S&P Design. I'm Bob Riggs. I'm the director of pre-construction at Oswald. And Ken, thanks Bob. Um Ken Oswald of Oswald Company.
056And uh it's a pleasure to be here tonight. I woke up this morning, put on my usual dress, jeans, and a shirt, sport coat. Had no idea I'd be in front of the steam board of the Indian Hill Board of Education tonight. So thank you. Uh this is really a passionate project for us. I have two sons that graduated from Indian Hill. Jud in 1998 and Brad in 2001. Uh they were both athletes and one of the things that they got out of coming to Indian Hill aside from just a terrific education. Both of them were on premieres and they were both in Powow on a number of the production. I never thought my sons would be in theater, but theater really became something that they've really enjoyed ever since. So, this school is so
057unique by what you offer students. I sat here thinking, okay, is it living in the village that makes Indian Hill School or is it this school that makes Indian Hill Village what it is? They two go hand in hand. You've done a great job. Keep it up. I walked came in here tonight and I thought, well, okay, I know remember where the theater was because of the, you know, when you talked about the elevator to raise the thing. I remember because my sons were on those plays. You know, that's how old that is. I couldn't find this room because the school has changed so much. It's dramatic. So, thank you very much. We look forward to the project and I'll let our team tell you about it. >> Thanks, Ken. >> We're glad you found
058the room, Ken. Greg, if you want to come up as well and we'll talk through a some things we we collaborated on from a very talking and listening to some of the board members, everybody involved that we we spoke to from the very beginning was about a gateway to the home of the brave. Something as you come in off the street and doesn't interrupt your your view of the home of the brave, but accentuates your home of the brave. So with a site that you now being a slope site from Drake coming down to the main uh campus, there's about a 10-ft fall in that slope. So our initial thought is let's build into that slope. Let's use that slope to our advantage so that as you come in off of Drake, you see a
059one-story building from one side and you see a two-story building from the other side. You massive piece of of property right in front of you, but you see something that fits in with the fabric of what's there already. It breaks it down a little bit. um allows you to to see a top of the building as you come in and see what you've already created which is a fabulous athletic complex complex be beyond it as the home of the brave um and moving forward. So if you want to move forward I'll let Greg talk a little bit about that. >> Yeah, as Bob was saying it's really an extension of home of the Braves. Um but it's also a gateway building. It's it's a gateway building to Home of the Braves as part of the
060athletic cuts, but it it's also right at the front door. It's a gateway building to the campus and it has to be treated in in a way that's responsive to a campus environment for for a school district that's just been identified as the number one school district in the in the state. So, it has to have some matter of presence and importance um to create that as a gateway building, but at the same time, it has to be fiscally responsible and and drive the program. >> Right. One of the things we looked There's a lot of on the we wanted to bring into this this facility with some of the light wells on top some of the materials that are used the colonade and some things that are already on this campus so we're not
061creating something brand new but we're incorporating some of the fabric here already if you want to move forward. So having a lot of glass on the help bring natural light into the building. Everybody hears that natural light is is very positive impact on the on the spaces that you learn in and that you also perform in. So that was one of the concepts we looked at here. In doing that, if you go on to the next next slide, taking the track and actually moving it along the the structure of the building so that they are on the outside of the building and that's where the glass is. So you see the activity on inside the building from the exterior and also as you're running around the track, you get views of that's already there on
062a 360 degree radius. What that does is it also makes the court size very efficient so that we can do cross courts as well and not have the track interfere with a lot of the the parts and pieces on the inside, but then also push the glass out so we don't get direct glare on the inside of the courts uh when somebody's playing basketball or volleyball or tennis. >> I just want to chime in. I thought this was one of the coolest design ideas that was unique to your guys' presentation and when you look at the I don't You really can see when you compare it to even other layouts how much more room that feels for courts below to not having the corner of the track kind of button on top of the basketball
063court or whatever the court configuration may be. So I think that's a great if you move forward Kirk to the next um you can go forward a couple more show like there you go. So on the inside you can see that the the track on the long sides is outside the main frame of the of the building. So you get more expansive submissions out of the courts on the interior. So if if you want to do crosscourt basketball, you can do that and bring in portables. If you want to use the entire as one big open space, you can do that as well and not have the track there. And like I said, it also pushes the glass out to the sides. >> The other other advantage to that was by pushing it to the
064outside that the radius is on the corner. So for runners both with putting the glass there, letting them have used out so they're not running enclosed space what time of year it is but also easing those corners um making it the athletic movement around those corners easier um >> is it more useful for that as a >> I think I think it's important just for any public these will be available for people to see obviously we're going to take some input we have to go through design but this concept the cut that you brought that we saw through the RFP process. It's amazing. Thank you very much. I mean, I I think it's very dynamic. Personally, professionally, I think your team really brought it with this concept and unique uniquely Indian Hill will ask for.
065And I also want to point out to the public that this ongoing design process, right? This is not the set in stone blueprint of the building. It's not done. This these are concepts that are artistic rendering and will they will evolve. So I just want to make sure that we reiterate that for everybody >> right that's part of the whole collaboration process we wanted to start with something to get feedback from the way that you start the process getting it for everybody based on what you know at that time get feedback and then take that feedback and start the process of collaboration and understanding push and pull parts and pieces and define the budget with that and come in and finish with a project everybody wins and everybody has a great feel for it. So,
066>> any questions from the board for the team while they're here? I want to thank you for for sharing the concept tonight and for being here. We really appreciate it. Any any comments or thoughts for the team before we >> Yeah, I just I just want to say we're we're very impressed. I mean, I think I was talking um earlier to some other members and um I think the things I really appreciate about the design, again, I know it's not final, but you know, we're always sensitive to the community and so those families that do live across the slope and the say that it gradually comes in I think is well understated and it's it's great. I love the concept of the additional glass from a safety perspective, right? That as we're coming around the
067corner, home of the Braves, there's more sight lines that um I love the idea of of sort of two entrance points so folks that are using it track the community have the ability to get in there. um the natural light it just it really I think the word that you all presentation there was this concept of campus >> and I think that really hit the mark and so uh we we're very excited about the opportunity to partner and thanks for we could definitely it was very apparent that you all had done a tremendous amount of work and looking into what's important for the village what's important for the Indian Hill community what's important for the stakeholders so thank I just say one other comment is this is this team also spoke to us about sustainability
068um and how to work through design and cost with sustainable practices which we really appreciated uh and are always looking for as a district. So again thank you any other questions or comments for the team final thanks for Brian Phelps. We wouldn't be here if this weren't for your efforts. >> So Brian, why don't you stand up? Yeah, they've all undersold his work, dedication to this. Um, this wouldn't happen without you. So, thank you. >> Thanks, Bob. And thanks team for being here again. Ken, once and always a brave. Love seeing uh you here and and hearing about your your family and their progress as well over time. Um, and of course, Brian asked for a design with a lot of impact and a lot of use. Brian, I think I think this is a
069pretty good design. Thank you. So, at this time, um I think board members, uh I think there are a couple of resolutions to review. Mr. Davis, you want to explain uh the procedure here? >> Yeah. So, if there's no, would the board like to have any further discussion regarding this? Is there any other comments, questions? >> Good. >> Okay. >> So, we'll move to approve the resolution. >> There's there's two resolutions. Yeah. Yep. I was going to walk through the first one. Go ahead. Go ahead. >> There's two resolutions out there. The first one we would like to get approved. Um through that RFP process, um we've ranked the four the four groups that were remaining in the RFP process. Um Oswald Company was our first uh first in the rankings. Um what that means
070is we'll begin a process of negotiation with them should we pass this resolution. Um we will enter into a um an agreement for the design, preliminary and pre-construction services um with Oswald Company should we uh be able to uh come to an agreement with those services with them. Um that's what this resolution will then allow Kirk and I then to enter into that contract. Um we will work with our district attorney, our district council to uh work with that, work with Oswald and get that done. Um I I think I've covered pretty much everything in the resolution. Any any questions regarding the first one? >> And we're calling this resolution one and this the other resolution two. Correct. >> There they both they both have names that are at the top. Each each of you
071have the resolution in your packet. Yes. >> So, I'd make a motion, there's no more discussion, to approve resolution one, approving the selection of Oswald Company LLC as the best value design builder and approving agreement for design, preliminary, and pre-construction services. >> Second. >> Okay. >> Mr. Marks, >> yes. >> Mr. Tullus, >> yes. >> Mrs. Eicultz, >> hi. >> Mrs. Singh, >> yes. >> Mr. Solo, >> yes. Okay. And then the second resolution that we have in your packet will be a resolution that will allow us to begin um entering into an agreement with the geotechnical services. This allows us to get some of those preconstruction work items done um that in order to go ahead and get the project started. So there's two things we need to do to stay on our time
072time frame here. Um, one is to obviously enter into the contract with Oswald so they can get the design uh part of it going. The second is make sure we have everything done in this pre-construction phase so we know everything that's out there in the soil. We get it going so when the design meets the the pre-construction phase in springtime we can get out there and we can get going should we the GMP look favorable and we're ready to roll. >> Mick and and Barry a question for you as well. Does the geotechnical is that I know close soil sampling and making sure we've got the right dirt is that also is water retention part of that looking at the what our water retention might look like knowing that this is going to change but
073this is the footprint or where does that look >> what that team answer I think generally no we'll have to have a civil engineer come in and design and do the storm water calculations as to how much basically what was pvious surface we're now turning an impervious surface and where it goes but I'll let a non- lawyer and an expert answer that question >> right this resolution will just before the compaction of the soil that's there now for soil borings, not for water. That'll be part of our our design from a civil engineering standpoint. >> Okay. >> To work all that out. >> Thank you. >> And is there I guess the last question on that from a timing perspective, do we need to look at you know from a water retention standpoint? >> That's
074part of the design build. Okay. >> Okay. May we have a motion for resolution number two? I'll make a resolution or a motion to approve resolution number two appropriating funds and authorizing an agreement for geotechnical engineering services for the new fieldhouse project. >> Second that motion. >> Okay. >> Mr. Tullus. >> Yes. >> Mr. Marks. >> Yes. >> Mrs. Zikols. >> I. >> Mrs. Sing. >> Yes. >> Mr. Summerall. >> Yes. >> Thank you everybody. Um I just want to make a comment. Um and and before we adjourn this evening, um first of all, what you've all just done, I think is is really really important and I think the community understands how important and how um difficult sometimes getting through a decision-making process can be. We have a very savvy school community and I
075also think we've had a signal sent from our community about how much they support this school community. Uh and you've responded to that this evening. So, I applaud all of you and our school community members, especially these core donors who've had some amazing amazing aspirational conversations with us. I think back, Nancy, to uh over five years ago when we first met and talked in a series of dialogues about what the school board wanted to see and what what long range types of aspirations school board members had for the the facilities in the campus and how some of these things have come to fruition now over time. Um, and all the work that board members have done, it's really really cool. to see all the engagement and you've all been a part of that and everybody
076in this community has been a part of that. I couldn't be more proud. I I just have a couple um comments for people who are watching um just because I would we have a master plan and there are a lot of things on the master plan and this project seemed to bubble up to the top faster than maybe some other ones and the reason for that is that we had such strong support from the community in the in the you know way of private dollars. So we're able to do this one sooner. Um, this was not a part of our bond levy to be clear. Um, and so I I just want people to know that that's how this happened and it's amazing to have a school district of our size that has this kind
077of private support for a public building. Um, but the other thing that I want to be really um I feel very strongly about is that because this was not part of a bond levy and it isn't something that the community really had an opportunity to vote on um I feel very strongly that Over time, we need to work with our foundation and develop an endowment fund that will support these new projects and builds over time. There will be gas and electric costs, water costs, upkeep, repairs that aren't necessarily, you know, we don't want to necessarily have to put that in an operating budget. So, I would really encourage our community to work with our foundation and develop an endowment fund to support these amazing buildings so that we build amazing buildings and we keep the
078amazing buildings without taxing the system of our operating budget, which is how we educate our children. >> Very well said, Nancy. I don't think any of us could have said that any better than you just articulated that. Thank you. Any other comments? Do we have any other business? Okay, at this time I would like to adjourn the meeting. May I get a motion? >> I'll make a motion to go. >> Second. >> All in favor? >> I >> Thank you everyone for coming. >> Thank you everybody. >> Awesome. [Music] Exclusive coverage on the Indian Hill Television Network has been a copyrighted presentation of the Indian Hill High School video department.