001[Music] Oh yeah. [Music] Are you [Music] Are you Are you are you [Music] are you are you are you are [Music] Whenever you're It's not 6:30 yet. >> Great. >> Yeah. Uh, good evening. Thank you for those in attendance tonight. Um, at this time we will do the roll call right at 6:30. >> Mrs. Eicholds, she will be listening by teleconference tonight, I understand. Mr. Marks >> here. >> Mrs. Sing >> here. >> Mr. Sunwell >> here. Mr. Tullus >> here. >> Thank you, Mr. Davis. This time, is there a motion to adopt the regular meeting agenda? >> So move. >> Second. >> All in favor? >> I. >> Thank you. At this time, we will stand for the pledge of allegiance. I do have two special guests who I would like to come invite
002to the stage to lead the pledge of allegiance with me tonight. If there's a Satie and James Talis out there, could you please come up? >> Sadie and James Tullus, please come forward. >> James, come. >> Come see Mr. Kcki on stage. [Music] I pledge allegiance to the flag of the United States of America to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. Thank you. Good job. Thank you to our special guests there. We appreciate that. >> Hey buddy, he's fine. Might want to put a fence there next year. Uh at this time, Mr. Davis, any public commentary? We have none at this time. >> Excellent. Thank you. And at this we will move into Mr. Kcki. Recognition, correspondence, and announcements. >> Thank you. Welcome members
003uh and our guests tonight. They're listening in and uh all of our guests in the audience. Uh first, we have some recognition, correspondents, and announcements this evening. uh pleased to announce uh both Indian Hill High School and Indian Hill Primary School have been awarded a combined nearly $200,000 in grants as part of the Ohio K12 school safety grant program. Uh this is the third uh grant total awarded to Indian Hill High School uh Indian Hill School District, sorry, this year to enhance safety as a part of our current project. Uh in May, Indian Hill Elementary School was awarded 100,000 in funds. These funds will be used to cover expenses associated with physical security enhancements such as security cameras, public address systems, automatic door locks, visitor badging systems, and exterior lighting as a part of our
004current project. So very excited about this grant program. Uh want to thank Mr. Nichols uh for putting some time and effort in, Mick Davis for the work they did, and our staff for the research uh and our project team for the help to uh garner these grants. We want to celebrate the announcement of $15,000 in grants awarded to Indian Hill Elementary School and Indian Hill Primary School to enhance our science, technology, engineering, and math programs. The 2223 Ohio STEM Learning Network OSLN STEM classroom grant program awarded $5,000 to our elementary school to invest in robotics and 10,000 to our primary school to invest in technology that supports project-based learning and Botley 2.0 0 robots to assist our youngest braves in developing skills in coding language. Really excited about the advances that our teams at both
005buildings are making in their STEM culture. This is great evidence that they're doing the right work. The Ohio STEM Learning Network only gives these grants out to select school districts that are demonstrating STEM culture holistically. So, we're very proud of the teams at the buildings that worked on these programs. Want to congratulate Indian Hill High School senior Joseph Kaine and Kunal Ranjan and Prana Rotogi. All three have been named semi-finalists for the 2023 class of the Coca-Cola scholar program. Moving on to the next round of selection process to become a Coca-Cola scholar and receive a $20,000 college scholarship. The three seniors at IHS were selected from a pool of over 91,000 applicants from across the country based on their academic excellence, leadership, and service demonstrated in school and community activities. It's a very selective process
006to even get this far as a great achievement uh for th those three seniors. So, congratulations. Like to congratulate one of our staff or two of our staff members from the elementary school, Betsy Henning and Amanda Sopco. They were recently published in ASCD's Educational Leadership Magazine. This is a national publication read by educators and leaders across the country. Betsy and Amanda featured uh information on students self-directed learning and the use of our gotime program which impacts all of our students at the elementary school. It's a wonderful article if you get a chance to take a look. Congratulations to Betsy and Amanda. We'd like to congratulate our very own Dr. Melissa Stewart, who was recently featured nationally by All for Ed, Future Eddie, and ASPA for her work in school leadership, programming, and instruction, coaching, mentoring,
007and training of other leaders. Uh, this featured twice nationally in the last month. Dr. Stewart, congratulations. Thank you for all the work that you do. I know that she probably is not happy with me shining the spotlight on her at all, but she deserves that spotlight. We're excited to announce the Alpa Family Economic Center at the University of Cincinnati will honor Indian Hill Elementary School educator Betsy Henning as the 2223 personal finance educator of the year. Betsy was selected for her long-standing commitment to delivering realworld financial education to our students at IHES. Betsy's stock market gain program is a perennial powerhouse and our IHES teams often finish in the top 10 statewide. Typically, we have multiple teams in the top 10 statewide. Betsy also was instrumental in bringing family financial literacy night to Indian Hill
008Elementary School the last few years and in collaboration with the center and uh has been a great partner to the center. This is a great example of one of our transformational community partnerships uh in this school district. Betsy will be presented with her award at TQL Stadium on April 6. So we look forward to that and congratulations to Betsy. It's welld deserved. At this time I'd like to turn it over to Dr. Melissa Stewart for a strategic plan update. >> Thank you. This is a really exciting time to talk about the strategic plan and I'm really excited to share some of the updates with you. I want to start by talking about how we've worked so hard to make sure that the strategic plan is our plan. It's not my plan. It's not Kirk's plan.
009It's our plan. And we want to make sure that there's lots of opportunities for shared ownership. So we have over 75 staff members who are currently engaged by being leaders of the strategic plan by participating in the initiative teams. We have 10 initiatives and each one of those is surrounded by teacher leaders who come together on a regular basis and talk about that initiative and really are doing some esteemed work and research to determine what these initiatives will mean for us. We also have over 425 hours so far this year dedicated to each of those 10 initiatives to make sure that we really are researching them as robustly as we can. And finally, those 10 initiatives are really what's driving all of our professional learning. So, we tried something new this year called personalized professional
010learning. You'll hear us often abbreviate it as PPL. And it was a real opportunity for teachers to have a menu of ways that they could evaluate their own learning and determine how they wanted to participate in their own professional learning. So this graph just shows these are all the different menu items that people chose to be involved with. And you can see that it's relatively um we didn't have any initiative that wasn't supported. We did not include streamlining communication as part of the menu item because we have the fabulous Mrs. Heather Hickden who is running that initiative for us. So our teachers were highly engaged to the other nine initiatives. And I think one of the ideas that is so encouraging is the idea of STEM and the fact that you would really see that
011there were people involved in that in all four buildings ranging from people who were really familiar to it. People who were really new thinking about what STEM could mean and their particular field that often isn't related to science, technology, engineering, and math. So our teachers have done a phenomenal job engaging in this process. >> Just say one comment about this. The creating new spaces piece as well. I think what you're going to see in our upcoming board meetings in January and February is the evidence of our faculty input involvement, especially when we talk about the design of our new buildings and the furnishings that will go into them, which we'll talk much more about next month. But I was thrilled at how many staff members were involved in that initiative and really thinking about teaching
012and learning design for now and the future. >> So now that we've wrapped up the menu items related to personalized professional learning for this year, it's time for us to really take a reflective glance and have multiple ways that our staff members can share ideas with us. what's working for them, what's not working for them as we start to engage in looking at what PPL will look like for the 23 24 school year. So, here's just three little quotes that we wanted to grab that that really are able to show the qualitative data as well as the quantitative data about how our teachers are engaging in their own learning. When it comes to that learning, there's some really powerful things that are happening for us as a school district that really emphasizes K through 12
013alignment. And this is a really great example of that. You'll see in the small picture to the right, this is the design process that was first developed by Indian Hill Primary School as they engaged in their work around STEM student agency. that has now transitioned all the way over to the bigger picture which is the design process that the high school has now adopted and you can see all of the similarities. So through the strategic plan it's really exciting to see the alignment that's taking place from building to building to building so that when our students go through our organization they will have an opportunity to build upon each other and it won't be that they're starting new just because they transition to a new building. what they've learned in one building will be connected
014to what's happening in the next building. >> So, this is a great example. A lot of times parents will ask us in the community, um, why is this so important, the design process? What what is all this about? As we're communicating about the strategic plan, this is how students are learning. This is all about the how. How are our students learning K through 12 to tackle problems and find multiple solutions to problems? It's the how. And um the why, of course, is the exciting piece that we're always worried about. Uh making sure people understand why Indian Hill. That's been one of our themes this year. And the what is what our teachers are currently researching. But this is the how and our our students understand this language. >> I think when we look at the
015previous slide, when we look at these design cycles, the other part is we can feel really proud as a district that I feel we're on the cutting edge of looking at what's happening in education. I don't know if you've seen recently, there's lots of articles that have been published about artificial intelligence and how it's going to impact what happens in schools by being able to do things like using artificial intelligence to design essays, as an example. So, for our students, we've been talking for a long time about having them do work that's not easily determined by a Google answer. This is it. And we're already there. So thinking about what that looks like and how that's aligned and what that means for our students when they graduate and leave us makes us feel really excited
016about the future. We also were able to solidify what our communication cycle would look like. And as you can see, it's also really important that we are constantly in an iterative process. So as initiative teams are keeping students at the center of all their conversations, they are able to present information to community staff teams, agency partners and leadership teams who then provide feedback, give that back to the initiative teams. They work on the next iteration of their ideas and so on. It goes back and forth and back and forth. Our worst fear would be that when we get to the point of full implementation of an initiative that there would be some teacher who would say, "Well, I don't know anything about this. this is the first time I've heard about it. So having a
017very defined communication flow is a way that we can make sure that not only people are informed but that everybody has a voice through the entire process. And I'd just like to say again uh what we went through last year, we had such a fabulous turnout of stakeholder involvement, community members, parents, agencies, businesses, and students of course. And as we move into 2023, we'll be bringing back together um some of our steering committee members and advisory for a kind of a look back and a look ahead. Uh we'll facilitate a great meeting that you'll be hearing about soon from Dr. Stewart. And I'm really excited about what people think about what we're showing you tonight and and how they've been engaging and interacting and understanding the strategic plan as we began to implement uh this
018past year. And 75 faculty members being involved in a district this size just in year 1 is incredible. We owe a huge debt of thanks to our world-class faculty members for the time they put in and it's been time well spent. Uh that's a huge number and and I'm sure it will grow here at Indian Hill. So congratulations to everybody that's involved. I know Julie's here tonight, but all of our teachers. >> So we also want to make sure that we are continuously sharing information. So I just want to give credit to Mr. Kcki and how he's really kept the strategic plan at the front of every conversation that we've had. An example of that is that he has a monthly update that he provides to all of our staff members and there is always
019information about progress within the strategic plan. We also have been really partnering well with Heather Hickden, our chief communication officer, who has stayed very involved in the process and is thinking continuously about how to proactively include as many channels as possible so that people can receive information about the ongoing progress at any point. Our initiative teams will have another round of meetings coming up in January and we have made sure to dedicate our staff meetings with the teachers at least once a month to information about the strategic plan and on a quarterly basis we meet with our teacher leadership team known as the brave leadership team meeting. So about 50 teachers meet in the room and we spend almost the entire evening speaking about the strategic plan and gaining their feedback. >> In terms of
020celebrations, one of our goals when we communicate about the strategic plan was that we would communicate the plan locally, regionally, statewide, and nationally. I'm really proud to say that our faculty and staff and our strategic plan have been featured by all seven major publications and social media outlets that are covered nationally in public schools across America this year. Um recently we presented at the Ohio School Board Association conference and it was amazing how many schools responded to the presentation. Uh Dr. Owens, Dr. Stewart did a great job and we have heard from over 15 school districts that want to know about our model. I think that speaks to the work that our entire community did to put this plan together. Made me very proud and you should be very proud. I just wanted to share
021a few examples of what it looks like as our teachers continue as our as our teachers and our administrators continue to share examples of what this looks like in the classroom. In my years that I have been here, I have never seen work be as aligned as it is now where in every classroom you can go and have an engaging conversation about what does the strategic clan look like in action in that classroom. It's really exciting. So next steps for us, we would like to bring together community members that were highly involved in the formation of the strategic plan. Those would be the people who served on the steering team and the advisory team in January, February to have a meeting in order to present all this information and gain their feedback and help us
022to think about the next steps. Round three of the initiative teams is coming up and we are in the midst of planning for what is professional learning look like for all of our teachers for 2023 and 24. In closing, there's a few people that I have to mention. Um Dr. Dr. Kim Given could not be here tonight, but she has been so focused on supporting this strategic plan and making sure that we're really organized and in all of our materials and our meetings and to make sure we're really clear in all of our communication. So, I'm really thankful for that. I want to thank Julie Piper as well. She's been such a great partner and someone that we can bounce all these ideas off of and ask what she thinks about PPL and she's always
023right there to give us some honest feedback. So really appreciative for all the people who are here to support this work. It really feels like it's our plan >> and I I'd like to take a minute just to say thank you to all of our administrators. I think we have asked over the last few years for our building principles and assistant principles to get involved in different ways. One of the great things about the levels of engagement we had with this strategic plan is that assistant principles and head principles have been engaged at every level along the way and are having weekly meetings not only with each other but with their own building leadership teams monthly uh going through this district leadership teams to really talk about that common language and alignment and ultimately helping
024lead the way. Really appreciate the work of all of our principles. >> If I could I just want to thank you Dr. Stewart for the wonderful update and we appreciate all the work of you and the team. I love your enthusiasm and leadership on this and this is what makes Indian Hill such a great school district and what you guys are doing here is going to change this for many years to come. So thank you. This is very very cool stuff. >> Thanks. >> I echo that. Thank you. Awesome. [Music] >> Okay. few points that I noted which are really outstanding. It is just amazing to see that 75 teachers are actively involved in this process which is very very nice like the idea of aligning between all four buildings because it is very important
025what happens at the primary they move on to the elementary there should be some kind of connection so it's a great idea of aligning all four buildings together one thing I noticed that and I have said this before while we were doing this plan the Students are always the center of every design, every discussion and it is great to see that it is still the same. Students are still the center of every design that has been created. Every educator has a voice in this which is great because the more people involved the more good ideas that come in. So that I thought was a brilliant idea and it's nice to see that finally the district is getting the local and national recognition which I think is not only good for our district but also for
026our students when they go out after they graduate. So great job. It's really exciting. Can't wait to meet other community members in the January or February meeting to see what feedbacks they have. But this is very exciting. Thank you for everything you guys are doing. It is just amazing. Thank you. >> Well, I want to thank you because you were also one of the architects of this entire plan. You were at every meeting when we were developing it. >> Yeah, I think it's important to remember that Nancy and Nikki were involved as steering committee members and moving forward. Uh want to keep you involved and appreciate all that work on on everybody's part. Okay, with that, we're going to move on to an operations update and turn it over to Mr. Nichols, >> thank you.
027Um, as I invite the uh, operations team to come on up, I'll just share a couple of quick highle updates. Um, here at the high school middle school, I think our progress is fairly evident out there. Um, you've seen the building come up nicely and uh, really you can see the full structure all the way from here over to the um, old kitchen which is uh, being renovated right now. So, that's exciting work and you're starting to see here in the front of this building the sheathing go up where we're enclosing and that work will continue. Um, so we're progressing nicely at the middle school. Over at the elementary school, again, a block building has went up very quickly over there. Roofing is going on um and should be complete relatively soon. We've been doing
028a lot of work to tie in the existing building to the new building and so that work uh is almost complete. Our friends at the elementary school did a masterful job of letting us close partially the hallway near us to the cafeteria and uh they had to walk around the to get to some other locations. So, they'd have to walk all the way around the corridors to get there, but they they managed it beautifully and we appreciate their patience, but we're about done with that. And then at the primary school, again, work continues. We're going to take full advantage of winter break um on all sites and specifically at the primary school. We're going to be able to get some fire suppression uh done in the gymnasium there. Uh we're going to be able to
029paint some fire suppression we put in last year in some of the building interiors. So, uh work will continue through winter break and and we'll make some good progress there. So, we're really uh looking forward to uh the new year and and seeing things uh progress even further. At this time, I'm going to turn it over to Chris Payekch from MSA, Holly McClean from MCS, and Chris Sto from Scanskow. >> Good evening. Thanks for having us again this evening for provide an update on the construction projects. Uh Mr. Nichols kind of gave you a an overview of um what people are starting to see out on site. And tonight, we just wanted to provide some updates when it comes to budget and um cost. A couple items I think that um we're looking for some
030uh approval from the board this evening on as we get through it. Um, initially uh the slab we're going to show up here right now is just giving you an overview of the uh the budget and the finances of the projects. The on the left uh is where the the budgets have been. The big bucket being obviously the um the bond levy uh that's funding majority of the of the work. That's the red box there, the 77 million and a couple other smaller buckets um of dollars. the energy projects that have been ongoing for some time uh in the lease purchase there at the top and on the right uh in conjunction with that is then where a lot of the dollars have been going and the expenditures which we'll get into more detail here
031in a minute. The big one being the blue uh which are the projects that have been approved and cumbered mostly the middle, the elementary and the primary schools. Uh and at the top there are a few other projects that we're looking for approval this evening and then some other additional contingencies and dollars that will uh continue to be there for the district to tap into as needed and the project team um as the project moves forward. So if you go to the next one, Kurt. Um just another way to look at it again on the left showing the the budget overview of where the dollars the budget dollars are coming from. uh the full 89 million plus uh it's going towards the projects and then again on the right uh the different pieces and how
032it breaks down the biggest one being um all the GMPS and the work that have been encumbered and we'll talk through the high school and transportation here a little bit more in a minute and then at the bottom uh what comes into the contingency dollars which are those dollars like I say that are that are meant to be there for um unforeseen and as a project proceeds to tap into some of those have been approved and there's some pending ones we'll talk to this evening and then additional dollars that'll that'll continue to be there as a project moves forward um as has been kind of developed early on in the project to to make sure that they can keep moving forward and that the dollars will be there to finish the projects out. So with
033that, Hie's going to go through a little bit some of the details on the contingency dollars and then Chris will go through some of the details on the GMPS. >> Thanks Chris. Good evening. Um looking at this, we tried to break it down into three sections here. We've got two different buckets of contingency. One of them is owner contingency, which we've been holding um throughout the pro the through the budget and the process. Um the other one is CMR contingency, which is already encumbered money within the contracts under Scansa. Um and those are four separate items that can be used for certain types of changes with scope gaps. um with if they need to accelerate a schedule um and some contractual items where they could use that. >> Uh yes sir, >> we had a
034question before. Maybe you could just uh point out for the public who are paying attention in this meeting because there are two kinds of contingency here. Could you provide a general example of when owner contingency money is consumed so that anybody paying attention in the community can understand versus a CMR contingency? >> Okay. Well, there's a couple different ways it can be consumed. Um, some of those are owner requested. Um, as we start to get through the process, we start to see things coming up. You can tell where certain things are going if there are requests along the way. Um, additional items for playground is one example. Um, and sometimes there's errors and emissions. So no set of draw drawings and documents are going to be coordinated and um perfectly. Uh we've got so many
035different groups and individuals working through a project and so many different components that coordination and items between there um we have to tighten those up. So there could be some errors and emissions and we've got a certain balance that we try to keep throughout the process on that. There's also um field conditions um unforeseen conditions. So, we go into the ground. Uh we find a portion of the building out here that uh and soil that doesn't have the right makeup to hold the foundation. Well, we need to pull some of that out. We need to put some of those concrete peers in. Um we have certain measurements in the field that may be not consistent with where the drawings were originally. Um, so items like that throughout the process. This is a normal thing through
036construction. Um, this is why we budget that money to begin with. Uh, so as we go through, >> that's exactly what I was hoping to hear some examples for people. I appreciate that. >> Yep. >> Um, so looking through this right now, as we look through the project, uh, this takes you through the end of November. Um, we're looking at project completion and this is just uh the overall budget by what has been spent already. Um, we're usually running about 5%ish behind of where the actual dollars are with different contingencies and things like that as we as we look at that because um we're only doing payments once a month for those items. So, we're usually running about 5% um financial completion, different than what sometimes the schedule is. Uh the owner contingency, we're running
037about 50/50. Our owner contingency bucket started with 3.8 million. We have 420,000 of that has been approved as changes to date. pending changes which you'll see some of those which need decisions tonight and in the next couple months as we as we go forward are captured in there with a remaining contingency balance with owner contingency of 1.9 right now CMR contingency um as we go through the process we do have certain audit points where some of that money can come back into the owner's hands if it's not utilized um we have a check in early next year um for a portion of that and then closer to the end of the project. So some of that money if it's not utilized which it's in their right to use we go through different um checkpoints at
038that time when it is used but if it's not used then a portion of that comes back to the owner. So, if you go to the next slide, we'll talk through some of the um two of the GMPS that are on your agenda tonight for approval are the high school GMP. You see our budget from the previous slides above of 3.5 million, transportation GMP budget was 386 almost 387,000. Um the GMPPS which were bid and have been um have been drafted by Scansa came in around 3 million for the high school and 3.77 for or 377,000 for the transportation building. >> That takes Sorry. Go ahead. >> Sorry a question and this is a good a good question. And I think this is the first time in uh at least the 12 months I've been
039involved in this board that we're seeing some GMPS coming in below the budget. Are we seeing a change in the market? Is it how do we achieve how did you achieve those savings? >> Um some of that was from uh reacting to some of those market conditions that we saw up front at the beginning of the project. A lot of that was and we had to look back to the project team with the designers with your staff. We we comb through the documents and looked at what was really needed in these projects. So, it was a balance of um understanding how much money we needed after we we got some initial shocks from the market to also really sharpening our pencils with design and understanding what we're putting into these buildings and um making sure
040that we were coming in under those budgets for sure. And those GMPS take us to 100% correct on those roughly 100% on those two projects. >> The three million the three million. >> Yes, that's for those two projects. >> Okay. But there's still allowances built in that are yet to be finalized. Correct. >> Or we have we made all of our allowance selection >> there. There's a there's one on the high school. Is that correct? >> Uh there's an allowance included in the high school overall project wide. we uh encumbered about 90% of the allowance funds. So there still >> that that's really what I was asking. Thanks. So that's the reason just asking that that mitigates the risk of future you know spikes going forward. I think we can we're finally getting to the
041point where we pretty much know the cost and that's that's great. Thank you. >> Yeah, >> I think that's really important uh Mr. tell us for the public to paying attention to this and this is a great example once these GMPs pending approval from the board we move forward into a new phase of the project where we've mitigated a lot of the initial risk of the project and now we're into a new phase >> so so really on that first slide that Chris presented when we look at that bar chart at the beginning we're we're turning that into blue >> we're we're we're we're working our way to get everything contracted up to make sure everything is encumbered that we need encumbered. The remaining portion is going to be the owner contingency at the end.
042Um so to look at that variance, our current owner construction contingency of the 1.9 um we had about a half a million dollars of savings from those two GMPs. So that rolls back into the owner contingency which gives us 2.4 as our balance at this point. >> Any questions on that? >> I have a question for you. >> Yes, sir. >> So when you look at the contingencies going forward, do you have any other good guys going to be coming down the pike as far as what you just presented to us? >> Have any other what? I'm sorry. good guys. As far as uh positive variances force >> positive variances, we don't have that much more to >> as far as additional contingencies. Do you see anything else? Do you see trends continuing in the
043last phases of this of this construction? there's only smaller portions of allowances that were built in previously that could possibly come back and then the only other avenue would be that um CMR contingency if that pans out >> and otherwise it as as we encumber that that kind of caps our ability to bring back in h like half a million dollars >> to to maybe take a step further with Craig's question I know you mentioned mentioned this previously, but um when you said early next year, when when is it that the board would expect to hear from Scansa about that bucket of contingency? >> I discuss it next board meeting. >> Next board meeting, >> I would say well I was we were going to discuss it in January. >> Okay. >> So I would
044say I was going to get February. >> Thank you. >> That's all right. I would say the February board meeting then. of Holly in terms of I mean from the pre-work and then today what I'm hearing you say just to make sure I'm clear is that from the dollars that are we need to encumber right once we complete assuming we approve the GMPS for transportation high school those will basically besides allowances will be basically at 100% encumbered minus the allowances correct is that right and then is it our assumption that some of the allowances I think we started looking at right in terms of what we're going to do there that we're on target with those allowances or where are we at in terms of we've budgeted you know x amount obviously for different allowances
045for different projects where are we at in terms of knowing when do we expect that we'll know the delta on those allowances is that um in terms of the overall bucket right so if the overall bucket of the allowances is x the vast majority of that we'll we'll know where we're When does that look like? >> The the largest chunk of the owner direct purchase allowances is coming through the loose furnishings and and like >> Mr. Kcki said that is um early next year when we're looking at that. So in January I think we're doing our final check >> before that comes. >> That was going to be my my next question was it seemed to me the only big ticket item left relatively speaking is the furniture. >> Um I know Melissa, you and
046others Jim Sure have spent a ton of time. Can you give us just a quick update on kind of where that budgeted number came from? Um when do we actually buy that place that order? >> We're going to uh be sharing with board members resources in the next two to three weeks that you're going to get preloaded before the next two board meetings and we're going to be doing some presentations where we really dive into all of that. Um because that has been an ongoing project for the last 13 months. Uh that's now kind of wrapping up and that is the last big bucket for the board. Um, but along with what Holly was saying here, you'll see on the next couple slides some of the timeline for board decision- making that goes through February
047and we're going to kind of go through those line item by line item and then um the furnishings of course you're going to have time to review those budgets. We are the good news is and I think I can speak for Jim and Melissa, we're on our timeline and we're within our budget, our aotted budgets. So that's the good news. Is that satisfied for now? >> Yeah, that that's a a joke in there I'm not going to make. >> All right. >> Okay. >> Um well, moving forward, um I'm going to have Chris Soda come up and talk through some of the pending change orders and some of those decisions. >> Good evening, board. Uh so, this chart up here lists the change orders that are up for approval at the meeting tonight. I'll run
048quickly through these. Feel free to ask any questions. Uh so first on the list is the coral room prep. Uh installing a recessed floor. So what this does is it prepares the coral room for perform to be able to be used for performance spaces at a later date. Uh so that investment of $33,000 is relatively minor in the grand scheme of the project, but if this work to were to be performed at a later date after the building's occupied, it would be much more expensive. Uh so that's why we recommend proceeding with that at this time. Uh we also have two change orders for playground allowances. So the playgrounds at the elementary and primary school uh have exceeded the allowance budget uh by 25,000 at the elementary school and by about 47,000 at the primary
049school. So, since we're exceeding the budget and we're over by more than $25,000, it's up to uh to the board to approve uh these change orders. >> Chris, just to interrupt briefly, I think it's important for people paying attention to the public as we look at some of these things tonight. Some of them make make sense, right? Like a floor. When it came to the playground, when it comes to things like theater packages, our teams had to do a lot of research to not only price out what these items would run. So, for example, a modern contemporary playground, it's not just the pieces of equipment. In order to make these playgrounds state-of-the-art and all access, we had to learn a lot about surfaces and how people can access modern playgrounds. And so, when you see
050the variance in some of these prices, to me, they make common sense based on the research we've done. And that research taught us a lot about the pricing as we went through these uh exercises with the team including staff and students over the last year to dream up and then really measure out great playgrounds. >> I think that's an important point because I know that it's the team it's been important to make sure no one feels marginalized that we look at 100% of our total student population and having you know access for all is is critical. So I appreciate that. One one question, Chris, maybe you could share on the controls package for the 950,000 just for the public. Can you walk through that because that's a big number. >> Obviously, we want to have
051state-of-the-art controls, but just explain what the controls are, why we made that, why you're asking for that decision so that the public can understand, you know, why that makes sense from a >> sure, you know, architectural perspective. >> The entire controls package uh is worth about 1.5 million in change. And what that controls package does, it controls the mechanical equipment in all four buildings and it optimizes the energy consumption. At the start of the project or earlier this year, uh the certain amount of funds were included within the CMR contract. I think it was around $600,000. The remaining portion of that work was originally going to go to a different company that had previously done work on or for the school district. There was a decision made to just put all that work into our
052contract. So that would be considered a change order to our contract. So that 1.5 million or so uh was reduced by $600,000. That was already included in our contract with a net result of about $950,000. And what just for layman's terms, what is the main benefit to the school, the operations to our energy budget or energy spend for having updated modern controls? >> Sure. It's energy efficiencies. Uh so savings on utility bills uh conserving energy uh so I think that fits within the general concept of you know sustainability for the school district. >> Do we have an ROI on that in terms of payback? >> Uh I'm not familiar with the ROI uh the mechanical engineer could answer that better. uh Moes engineering. I >> mean, my understanding on the controls, and obviously we can
053have those folks, but my understanding on the controls is, you know, it's things like the efficiency of our HVAC, right? When our heat's coming on, when it's coming off, how it's moderating temperatures, >> you know, right? It's it's sort of being a little more sensitive to that. Same thing with our lighting and so forth. Correct. >> Yeah. It's thermostats, it's CO2 sensors, so the quality air quality in the building. So constantly bringing in fresh air or bringing fresh air when it's needed. >> And Chris, it's all about controlling everything from one central plant, right? From the whole campus, not separate units. >> Yep. So this package would impact all four buildings plus the central utility plant here at the middle school and high school campus. >> And the other piece to my understanding is not
054only is it around the utility bills, right, in terms of heating, cooling, so forth, but also the life expectancy of our HVAC system, right? that if we're more efficient, it gives us a longer life >> cycle out of that product which then goes into the capital budgeting and so forth. Is that right? >> Yeah. And uh the district has a mix of old equipment and new equipment. Uh likewise, there are a lot of old controls and devices scattered throughout the building that are frankly at end of life. So this stays ahead of that. Uh it saves on maintenance long term as well knowing that those costs are coming up later. So, one thing I would like to point out is that if we look at those different buckets on page one, um you'll see where
055the um the energy project had about $330,000 left. That was earmarked for replacement of controls in the high school and the elementary school. Um both of those control systems were 15 years or plus in age. Um, we really did a lot of studying on that with the help of Mo modes engineering to determine that it would be more it would be more beneficial for the district to put all of the equipment onto new controls as opposed to trying to update those 15 year uh 15-year plus controls and then having different products from those those products as opposed to the products we have now. So, you got a lot of different systems talking to each other. you got a lot of of of knowhow that our our our mechanics um would have to be able to
056manage. So, it was decided as the project started that we would use that bucket to get new controls as opposed to trying to update those old end of life controls. And then we also um as part of this project used some general fund money to sort of supplement that as well to make sure we had brand new controls throughout the district. >> Thank you. Uh, I think the remaining item on here would be the replacement wood flooring at the stage at the primary school. Uh, not sure last time you folks have been on that stage, but it is rotted through and it's in really sad shape. So, this change order would includes cost to remove that wood floor and replace it in entirety. Uh, so last point here is that all these change orders have
057uh these costs have already been factored into the remaining contingency. So that $1.9 million already accounts for all these items listed on this page. Uh these change orders do not increase the overall project budget. Like I said, it's all baked in already. Okay. We also when we looked at the auditorium, there was a lot more obviously was rotted, but also looking how we can make it more accessible into certain parts and that was part of that process too for >> the project already included a ramp up to that stage. Yeah. So this does uh take a holistic approach. So that stage is ready to go for the students. All right. Uh sneak preview for the next board meeting. There are four uh change orders that'll be coming towards uh the board. Uh these decision dates
058are for January are important to maintain flow in the construction process and maintain pricing. Uh the first two are allowance overages for the theater and stage packages at the primary school and elementary school. So, this includes theater lighting, uh, rigging and stage curtains. Uh, that's typical to both of those schools. Uh, then we also have two alternates at the high school. So, this is a potential additional work at the high school. Uh, mostly in the wrestling area, uh, replacing an entrance door, improving the safety and security of a rear door in that wrestling hallway, and then adding some windows. Uh, that's the wrestling area storefronts that add some windows in that hallway to brightens up the space. So, I'd like to just again interrupt briefly, Chris, and and explain two different examples here along with
059what you saw on the first page with the um coral room recess floor that you would consider tonight, board members, and the wood flooring of the stage of the primary. Our faculty and staff have done an amazing job of working with our project team to not only give input and and ideas and share feedback along the way, but also do research and homework. And I also want to give credit to MSA and the consultants they've worked with and Scansa and the consultants they've brought in. When we talk about things like theater packages from uh people like Denny Dubs and Eric Sini to the consultants that our project team are working with, we have set a standard and told them go out and find out what the best are doing and then get us the best
060pricing to put together the best packages. And I feel like our teams have done that homework. And so while you see those numbers there for future consideration on the theater packages, we're talking about theater packages that not only meet the standards of Indian Hills performing arts programs, but that are also the most efficient in the pricing and the homework and the research done by the best consultants in the country looking at the best schools. To me, I think that's really important for our public to understand that there's a lot of research and time that's gone into these numbers. Same with the athletic areas and Mr. Phelps working with uh with our partners. >> And I also for would like to discuss the formatting of this document real quickly. Um we decided to put it together
061this way to give both the board and the public the sense of just how much money is left and available. Um sometimes these change orders do seem very daunting. Um we just want to make sure that the public's aware that it's part of the project. It's just simply something that hasn't been um included in the original designs. Therefore, we're using that contingency. We're staying within our allowed pot of money. And then also, we we've put in a slide to be able to show what the what the change orders are coming up pending on the most current meeting and then also things in the future, which is that slide. So that way the board can keep up to date with what some of the things they're going to be looking at and the information that's going
062to go out from us between now and the next meeting. So you'll see this you as we move forward this document's going to change. Um we will remove the slide that has all of tonight's u GMPS and change orders uh provided those are are are voted through. And then those will go into the blue part on the first page of that that that bar chart and you'll continue to see um the movement and and how those budgets are working together. Um if we would receive another grant, for example, that would be more money on the revenue side and that would be more money that we could put to contingency to potentially pay for something else down the road. >> I think it's also important to note that those are all student impacting pieces, right? that
063that these change orders are things that we know that are going to directly impact the kids that come and spend their time in our school. >> Yeah. And I want to give some credit to uh not only our board members but Mr. Davis and Jim Melissa and the team because that's been the number one thing we've talked about whenever we look at these change orders is how many students will this impact and keeping that question central to the decision-m and I think it's also important to not only think about it in terms of how many students are impacted but for example the controls buyout is going to lengthen the life of our buildings that we're building right now and it's also going to help um we won't have to pay for these items five ten
064years from now when the the the controls now get to the end of their life. So there's some savings in that as well. So we're not only looking at number of students impacted but the life of these buildings and making sure we're building things that are going to last for generations. >> I think Mick you know this better than I do but for me most important part of this is as you go to set your budgets year in year out look at these five-year forecasts we're eliminating the issue we had with the middle school of these massive surprises out of left fieldielder. I guess we should have expected with the old middle school, but major hits to our daily operating budget that we'd rather be spending on teachers and on student programs versus those types
065of things. >> And again, this will give us a reset on all of those items. So, it's going to allow us to produce a document um once this project's complete for the next 5, 10, 20, 30 years of all those necessary things to to keep our facilities modern and up to date. Well, I think it's finally and then I'll stop making comments, but I think it's important to recognize like the effort that the team does. Mr. Nichols, you know, Mr. Kcki mentioned it earlier, but the $300,000 that we just received. Not every district, you know, got the level of funding that we got for school safety and um the forward thinking. I know that that's been something that you and I specifically have talked about extensively is school safety and and that the district is
066constantly looking out to say where can we get money and grants and so forth that you know we're going to make those decisions to put the safety of our kids first regardless but if we can get funding elsewhere that doesn't have to be you know taken out of our budget that's huge so I want to put an extra aster to that piece >> and I think to to add on to that Nolan is the fact that now We're taking $300,000 that we can use for things that impact students. And that's the impact that those grant dollars have. Every dollar we can save that comes from a grant that we can put into the facilities, now we can upgrade something or create something else that will impact students for years to come. >> Any other questions
067for the project team? I I I will say the um playground design was reviewed by two people in my household who had a particular interest in them and they uh were were wellreceived. Um so excited to see that come to fruition. >> That's passing the eye test >> with our students. The rocket ship looking thing in the primary school was a big hit. >> Anything else project team members? >> Thank you. Appreciate it. >> Thank you guys as always. >> Okay. Uh continuing on with our agenda, uh Mr. Talus, um thank you all for the presentations this evening. That was a lot of information, but really important. Um uh letter I, uh has a first reading of our board of education meeting dates for the years 23 24 school years. Board members, if you could
068just look at those closely over the next 30 days, please, and give us any feedback uh prior to our organizational meeting. it. Thank you. >> Moving into the superintendent report. >> So, uh, under letter A7A, we have >> Kirk, one thing real quick on the on your report, I did notice there was a a a clerical error that, um, items one and two of item A were originally under item B. I have fixed those on the live agenda and move those overnight field trips up into the correct area. >> Thank you, sir. >> No problem. I just want to if somebody's has an old agenda, I just want to make sure they understand where those items are. >> Sure. >> Calling that out publicly. >> 7A items one and two include uh the approval of
069a couple of overnight field trips for some of our teams moving forward. Uh letter B is an resolution that we have to approve every 3 years for our um representative to the Great Oaks Governing Board, Mr. Tim Sharp. Uh there's a resolution attached board members for your consideration. Again, uh Mr. Sharp has served our board faithfully as our representative for years. Does a good job with that. I I would just note on that. I I had the chance to meet uh Mr. Sharp last week and he expressed his strong desire to continue this job and that's great to have his participation and uh very much appreciated his efforts on that. Letter C is some personnel actions, tuition reimbursements, professional meetings. There are approved lists under one for some personal service contracts. Um these are for
070um some of our classified staff members. Uh under number two, some approval of retirements and resignations. And um I don't think we have an addendum, do we, Mr. Davis? >> So looking at if there are no questions, approval for uh seven items A through C 2 C. I'll make a motion to approve uh items 7 A through 7 C 2C I guess. Um with the note that there's a lot in there around transportation and uh as a family with bus riders, our bus drivers do an unbelievable job and uh they're just pretty darn impactful in terms of how much they take care of our kids and at least that's been our experience. I want to give a shout out to them. leadership behind them. >> I know as people read this, they'll see Nick Darnell
071on there and he is loved across the district. Um, many of us will know that if your child first day of school comes out of the building and they don't know what bus they ride, all they have to do is say their name and he in his mind can tell you what bus to get on. He's not leaving us, but he is going to transition to driving more and it's what he loves. And so, um, we really appreciate all he does. But if anybody sees this, Nick's not leaving us. he's just going to do something a little bit different and uh he loves being with the kids and and driving. So, we're excited for him to make that transition. >> Second, >> Mr. Marks. >> Yes. >> Mr. Summerall. >> Yes. >> Mrs. Singh. >>
072Yes. >> Mr. Tullus. >> Yes. Thank you. >> Thank you, Mr. Kcki. Mr. Davis, treasures report. Under my report for this evening, I have to approve the minutes of the November 15, 2022 regular meeting. Approve the financial reports for month ending November 30th, 2022. There are two contracts I would I'm hoping to approve for this evening. Uh the first is for student services key behavior services um AB consult consultation consultation and implementation. Um and then they give their rates there. And then under item two is BSN Sports. Um, this is an this is a contract that will not uh cost the district any, but I wanted to make sure I brought it up to the board's attention and get their approval. Um, BSN in conjunction with Nike will be um giving the district quite a
073bit of money to enter into this contract. It will provide for new uniforms over the next one to five years. Um, we can also get some things such as flags that have Indian Hills name on them. We can get rugs. We can do all kinds of things um with the money that's in this. Um something else that's in there, we can also get discounts when we re we reach certain levels of funding. Um in the near future, there's if there there's talk of redoing weight rooms um we could potentially reach that threshold and get some items discounted and get some more, you know, a lot more bang for our buck, so to speak, um when we go to do those things. So, it's a fantastic contract for the district. We're really excited to do it.
074Um, Nike is just getting back into public school districts after getting out of this market for some time and Indian Hill was one of their first choices of being able to enter into the contract with them. Item D is the approval of the 2023 OSBA membership. Uh, this includes electronic subscriptions for briefcase and school management news. That's a cost of 9,610. Um, I must make this one notice to the board because OSBA does do lobbying activities. Therefore, it must be board approved. Item E is to approve the contracts that we looked at in the uh construction update we saw. There are two GMPS in there. There are 11 change orders. The reason that's more than what you saw up on the screen is that the the controls are actually broken out by building instead of
075one large sum. Item F is to accept the donations. We had one from the Greater Foundation Proctor of Proctor and Gamble for the robotics club, $2,200. Uh the IH Boosters Association uh gave their second half for the 2023 arts and athletic discretionary funds, uh 12,500 for each of arts and athletics. and the IH Foundation, the Hatfield fund donated for our senior trip for scholarships, $1,44.91. As always, we appreciate the donations that uh continue to fund the things that uh make our our school district great and we always appreciate those donations. Just a quick comment about our partners before we move on to the end of this uh report. Uh all three of our partners have continued working uh graciously on the Braves helping braves fund that was begun during the pandemic and have continued to
076uh provide assistance I believe this year for up to 29 families during the holidays and helping to continue to promote and raise funds that directly impact our children. Really appreciate the fact that all of our partner organizations continue to work on the Braves Helping Braves fund. Um and obviously we benefit every time that a partner makes a donation. So again, want to thank all of them for all of their work to support the district. >> Okay. I'd like to make a motion for letters A, B, C, D, E, and F. If I missed anything, >> that covered them. >> I'm sorry. >> That covered all the all the letters. Can we get a second, please? >> Second that motion. >> All right, Mr. Saw. >> Yes. >> Mr. Marks. Yes, >> Mrs. Singh. >> Yes,
077>> Mr. Tullus. >> Yes. >> Thank you. Thank you, Mick, as always. Um, the next item, we need to elect a president prom to serve as the board from January 1st as I get booted out of office at midnight on the 31st. Um, just through the first board meeting, um, organizational meeting in January of next year. >> So, I make a motion to uh, elect Mr. Tolls. Point of point of order. You just need to nominate. There's no motions with this, so just a nomination. >> Get it right. >> Thanks for setting me up, Eric. >> No problem. >> I'd like to nominate Mr. Tullus to serve as the prom for the next month. >> I second that. >> We just need to know if there's any other nominations. Hearing none, I'll take a roll
078call and just name the uh the person you would like to vote for. Mr. Marks, >> I normally would abstain, but I'm going to go ahead and vote for Mr. Tuls at this juncture. >> Mrs. Singles, >> I'll say Mr. Bearis. >> Mr. Summerall, >> Mr. Bear Tullis, >> Mr. Tullus, >> Nolan, I guess. Joking, I guess myself. >> Thank you. Thank you. Um, anything else board members? No. With that, uh, thank you everybody for everything, project team particularly. Uh, we were talking earlier that it's pretty exciting to see the actual structures coming out of the ground and what they're really starting to take shape. Uh, the community is feeling that excitement and it's going to be a fun next few months really seeing this project get wrapped up. Uh, Kirk, Melissa, Jim, Mick, thank
079you guys for everything. Uh, Julie, thank you for everything. Uh, I thought we can adjourn. morning. I hope everybody has a excellent holiday season and we'll see everybody back in January. >> Thanks everybody. Is there a motion to adjurnn? >> Move to adjourn the meeting. Mr. Talis. >> Second. >> All in favor? >> I. >> Thanks everybody. >> Thanks guys. Exclusive coverage on the Indian Hill Television Network has been a copyrighted presentation of the Indian Hill High School video department. Christ.