001school board is now called to order. Welcome to everyone here in person and those joining us online. In addition to the live stream, both audio and video are being recorded. Nurture and challenge for success is our district's mission and serves as a reminder of our intent to enable every Van Township student to learn, grow, and thrive. Please rise now and join me in the pledge of allegiance. >> I aliance to the flag of the United States of America and to the stands. One nation, indivisible, liberty and justice for all. So, announcements are next up on our agenda, and I have several. First, I'll say that members of our community are encouraged to participate in board meetings in person or to view them online in support of both transparency and community engagements. Recordings of all board
002meetings starting with August 14th of earlier this month can now also be watched afterwards on the district's YouTube channel. And thanks to everyone in the administration who made a big blue button so they cannot find the YouTube channel. That's helpful. Um board member Aaron Hoffman is not present for this meeting because she's recused herself from any votes or involvement in any part of the selection process of architect firms because she's employed by one of the firms under consideration. Board member Mark Bazar is unable to join us this evening. Lastly, I'd like to share a little bit of context on how we arrived at the decision to hold the special board meeting tonight. Facilities planning in our district is under construction. Cross your left here. I'd like to share some details about that. In the past,
003facilities work was done by members of the administration who comprise the school district's facilities team. They met on a monthly basis to form recommendations that needed board votes. The superintendent invited select board members to participate in their meetings in an advisory capacity only. The work of vetting and selecting vendors was typically done behind the scenes and afterwards board agendas would have a recommendation to hire a recommended vendor firm. It is a typical routine in many districts to have decisions framed up in this manner. The structure and processes around how facilities work is changing for two reasons. Number one, the magnitude of the dollars involved, the impact to the community, and the complexity of the decision making are all increasing. The board is seeking to increase transparency, accountability, and engagement. So that's the past, recent past
004and the future. The board is moving toward a facilities committee of the board. Board committees follow all the same rules for notifying the community of a meeting, posting agendas publicly, including time for public comment that regular board meetings have. Any committee meeting will also be recorded and available on the district's YouTube channel that I mentioned before. Moving to a new structure will require a policy change, which will require first and second readings at the September and October board meetings. The transition, this is where we are today. Today is the date of the regularly scheduled monthly meeting of the facilities team. The board and the administration are taking an interim step together to make upstream processes more transparent by holding it as a called board meeting instead of a closed meeting. Rather than having an upstream
005selection process and bringing only one firm forward to the board with the recommendation to hire, we will hear from Mrs. Robbins and Mr. Cotch and Mr. Charles tonight at this meeting about the process of selecting and vetting the two firms that the board will choose between. The full board will have an opportunity to ask questions and we'll have a chance to hear from community members prior to voting. I think that is all my announcements. Finally, um next we'll get to our presentation which is the Trower Elementary study phase one. Mr. Cotch, plant manager, Mr. Charles, assistant plant manager, and Mrs. Robbins, our chief property officer. Thank you. >> Good evening. Good evening, everyone. I'm here to do the happy dance as we start the construction project of uh natural elementary school and that's first process
006supply hiring architect. That's where we are right now. [Music] All right. So, selecting an architect uh concludes a fivemon process that started with us sending an RFP to four prevetted firms. Every one of the firms has either worked for the district in the past and done a project or has been involved with projects that the district has done. We then interviewed the four firms in July and evaluated them based on five criteria. relevant experience, vision and educational alignment, creative design approach, communication evaluation, and sustainability and future readiness. Through the process, we narrowed the pool down to two firms, Reese Law, Patrick and Scott, and the Straer Group. We then asked the two firms to provide additional cost information, and we also reached out to their references to rate key factors of their performance. And these
007results uh will be distributed. >> So tonight we are requesting that board of school directors select an architect perform phase one work. Phase one work is to investigate and provide a thorough analysis of all relevant factors for NRA elementary schools. Provide cost estimates. provide a recommendation based on a minimum of three options. Specifically, a full renovation of the existing school to address aging systems and code deficiencies with no addition. A full renovation of the existing school to address aging systems, code deficiencies, and add approximately a 40,000 square foot addition to address programmic needs. And the third option is 140,000 square foot building, new building to address the programmic needs and then demolish the existing NAR elementary school. Upon the architect's completion of phase one work, the middle the Manheim Township School District will then have
008a right to enter into an agreement with the firm. Of course, based on liking phase one, we wanted to give a back door. We wanted to give an exit plan just in case things don't work. We don't envision that, but we just wanted to make sure you had that option at a negotiated price for phase 2 services. Phase 2 services will include the design, detailed drawings, specifications, preparation of bid documents, and construction administration of the selected project. As noted in the previous slides, once we narrowed the field down to two firms, we reached out to their respective references. We had to provide a project fee for a hypothetical $40 million project. We wanted to do that just so you would have an idea what would phase two cost. We know what phase one cost and
009the board will be approving that tonight, but uh we wanted to give you a hypothetical of what a cost for a $40 million project would cost. and we asked for pricing for phase three and four of the campus master plan. If you recall, we took a pause on that, took a step back. Do we want to add that to the scope of services of the selected architect? So, that would be a board action in September. Zach, >> good evening. Um, as Tom mentioned, uh, with the NRA study phase one, I have proposed costs for everyone. Um phase one uh RLPS uh fees is $24,900. Um phase one fees for the trader group of $55,880. Uh please note that both uh firms would fully reimburse uh this amount upon completion and advancement to phase two. Um,
010moving on down additional cost. Uh, we have hypothetical project fees for a total project budget of $40 million on a hypothetical site for Nitro Elementary. Um, that fee for RLPS came in at $2 million and the Shrader Group came in at 2,5656,050. Um, as you can see, each of the firms fees are around five or six% of the of the total cost of the project, total budget of the project. Uh, keep moving on down, we have the master campus plan project fees for phase three. These fees are based on the previous architects conceptual plans. RLPS came in at 1,332,400. The Shrader Group came in at1,446,880. Uh just to refresh everyone on the board's uh memory of what phase three consists of. Phase three would be bleacher upgrades at the stadium home and away. Uh a
011team room, a fieldhouse, new parking, softball and baseball improvements, and concessions, ticket booths, and scoreboard upgrades. Moving on down to uh project fees for phase four of the campus master plan. Um phase four consists of the indoor practice facility if the board administration decides to go that route. Um RLPS came in at $750,000 and the Shrader group came in at $865,400. I'm going to pass it off to Mr. Robins. >> Good evening. Um so we're finally at the next step where we're asking the board to go this evening for phase one. And um so these later on in the evening when we're ready to do that there's two possible motions um based on what Zach had said. It's very important to note that both of these options would net out to zero assuming that we
012would move these firms to phase two which would be a board vote later on. Um and then uh in September what we're proposing is whoever you award this this evening would move on to um be recommended next month as the architect for the camp master plan phases three and four that would occur next month. We did provide this also attached to your agenda but just for ease we did um provide you with the original phase one proposals and then the addition that we requested. Um secondly for the firms and also the cost more specific cost information they can find there on the PowerPoint and we are um here to answer any questions you may have. >> Thank you. What questions want >> Hi, thank you guys for the presentation. Um I just have timing question.
013Is there like we just had a board meeting that was half an hour, less than half an hour. Is there a reason why this couldn't have presented been presented in that meeting? Was the information was because I don't understand I don't understand the purpose of a separate meeting for this. So, was there some reason we did was there information we did not have? I'm gonna just I'm gonna just chime in and you'll you'll correct me if I'm wrong, I'm sure. But um this is this is not um later than August. I'll just say it's earlier than September. Um so this this would have been something that would have come to us after the facilities team met tonight. Um Mrs. Robbins, Mr. cut a few board members who have met behind closed doors and come to
014us with a recommendation of one of these firms at our September meeting if we did it the way we've been used to doing it. Um but instead we wanted to say could we have more discussion, more dialogue, more vetting and consider maybe more than one choice. >> I understand that the issue I have is the timing just the timing. So we are having a special meeting something that was not um planned and in the interest of the the public the our constituents have rolled this into one meeting instead of two I think would have been more convenience uh there's I I don't know if there's a reason to have a separate meeting for this and that's that's the issue I have. So, people have to plan to come out again. It I don't know if
015it's a great use of the public's time. I don't know if it's a um you know, all of us have busy lives. I'm not sure if it's doing us um I don't know if it's the best to have anymore, especially if we had this information last week. The meeting was less than 30 minutes. I'm saying um for the community, for the student body, and for the good of the board members that maybe make it more streamlined. >> I will just chime in that work was still underway. So, the administration's been doing some more information gathering on our behalf, including reference checks that weren't done um by last week. But your point is well taken about the routine that the board and our community is used to >> that this will be moving forward this is
016going to be the new format, right? or is this just truly a special meeting or will there be a separate all board facilities meeting each month >> like this? >> We will make some decisions about the committee structure but it'll be a board committee that has a planned schedule in advance in a routine once we establish a normal board meeting. >> Yes, that's the board committee. The board committee, >> right, >> facilities committee have like this every month. So just for clarification, I'm not saying I agree or agree, but I think last week was maybe an anomaly that was a half hour, right? Sometimes they're two hours and then if you were to add facilities on to that then it would extend it. So while it's kind of inconvenient to come out half hour then
017however long today during those meetings where we're here for two two and a half hours of our work session I guess I might appreciate coming out time >> thank you Dr. Anderson, Mrs. Miss Lamb, >> just for clarification, the facilities team was going to meet for part of this, correct? And we're just now getting the opportunity to make it public so that we're all we can all be a part of this meeting and that's the reason why. And we haven't voted on a facility. That's on the next voting agenda. And that's why this is >> it'll be on the voting agenda after we change the policy, but it'll allow us to vote on it. So this is like just a way so that we can all be involved. >> Yes. Only um uh four only
018three or four board members are are there in the facilities team in an advisory capacity. In this way we can invite the whole board and when we invite the whole board we always invite the public as per also the law. >> Mr. I don't want to go any further in the wheat. Um, but point well taken. Um, there is other school districts around here that have separate committees that meet um, in public. They do it the same day like right before the board meeting. So, there's there's other thing there's other options we can consider. Um, and I think that's all stuff that we should talk about since the new business was brought up next month because we haven't We haven't actually voted on that or even discussed it. >> Correct. Thanks for that. >> Good
019for thoughts. Point well taken. >> Thank you, Mr. Lus. Mr. Greger. >> Yeah, I I'm aligned with you, Mr. Lis. And that I I I take this as some growing pains that are reflective of uh the previous practice which had been gone going on for some time and I was on that facilities team wherein we would be meeting but uh there weren't public the accessible notes there wasn't available to receive and hear public comment uh and certainly given the scale and importance of of what we're talking about this evening in particular around Mitch hour but also in general around you know the outlay of significant tax dollars um and and significant financial decisions by this district uh that we wanted to speaking for myself and that's is why I made the motion last board meeting
020to to switch over to this uh committee format which will allow for far more public engagement um uh and an accountability quite frankly to us and the decisions that we make and how we reach those decisions. Um and so understand your frustration Dr. Henderson glad you raised it. Um, but I I uh you know hoping that uh you forgive a little bit of a bump on the road as we as we land this and uh you know I know it'll be on the agenda for discussion on next month's board meeting on how we do land. I would be happy to pass a sense otherwise I was going to get into some substantive discussion about the proposal we just saw but >> I I was just going to bring our focus back to the point of
021the meeting is to actually use the architects. >> Thank you and I was going to ask a question around that although you know happy to hear what Mr. Fender has to say as well. Um I was just wondering the two uh that have been brought to us. Uh when have we dealt with those uh architects in the past in um in in what uh project and how how do we feel about each one? I assume we were happy if they're here in front of us, but I would just like a little bit. >> We initially had four firms that we prevented. The two that are remaining is Reese Law, Patrick and Scott little history. Uh they were the architects of record for Brett Neth actually the Nitro project back in ' 89. Uh they also
022were Ryenbach and Schaefer. So they have a lot of experience. When the district looked to go to the high school, they were looking for more of a national firm and they put out RFPs to firms. If you recall, it was a company called Fanning Howy and they were out in the Midwest. Uh the Shraider Group was actually hired by Remington Berdick Engineers. If you remember Anina, Nina's an engineer and she her firm hired Shrader to come up with the 11 options, all of those options that we had when we made the middle school decision. So, we had great experience with them. they could not uh bid on the middle school project because we wanted to ensure that there was no uh incentive for a certain recommendation. So once you worked for Remington Verdict, you could
023not bid on the middle school project. >> Thanks for bringing that all back to mind. And then the only thing I have to say about any of this because I feel we cannot go wrong with either architectural Um, I like the look of the work coming from RLPS um more so than the other. And that other than that, I'm happy to go with whatever. [Music] >> Thank you, Mrs. Spence. Thank you, Mr. Mr. Sorry, >> Miss L. >> Um, I just want to say thank you for the attention that we've been bringing to Metro Elementary. I agree with Mrs. Hence. Um originally when we were presented more firms, I felt like we can go along with all four. Um the administration has done a great job vetting those firms. Um I do see a significant
024price difference for the between the two. Is there a reason that traders almost double? And I know that will be reimbured into the project later on, but just for clarity purposes. >> I I think when you look phase one to to many firms. Uh I don't know if the pricing is as important because if you go to phase two, it really is zero. But with that being said, some people will use it as a loss leader. They'll be lower in price just because they want to get phase two. So you have to be cautious of that. When I look at it, as Donna said, this is really, you know, I would very well be surprised if we didn't go to phase two with other either firm. And with that being said, the cost is actually
025zero. I hope that answered your question. >> A little I think I I looked at the full scale and there is a difference between the two regardless. Um, but it's I would say maybe not a huge difference, but there is a difference. So, I was trying to see why there was if there's a reason for that. Um, but I'm looking at through the different phases as well. I thought there would be an exact answer. Yeah, it's hard when you estimate how different corporate structures work and um but I think if you look at like as Zach mentioned, you're looking at for a total project about 5 to 6% on a $40 million project. I wouldn't recommend using a percentage that we recommend a negotiated fee that we would sit down and say, okay, we're looking
026at that. What is the cost and how did you arrive at that cost rather than being an arbitrary number? >> Mrs. Um, I just had one question. I maybe not a question, yes, a question or something to think about, but um, it's kind of mindboggling to me that the proposed fee for phase 4 for just like one standalone facility is more than half of the extensive um, plans for the camp like phase three. And so I just wonder if during this process we get more detail on that or ask for them for a better price. But it just seems kind of crazy like 750,000 for just the practice facility plans, right? That's what that's saying. Seems like a lot for one building. >> I would agree with you. I found it surprising as well. But
027>> and that's a lower one. >> Yeah, that is. And that's why It's best to negotiate >> like throw that in for free. Thank you. >> We're going to send Kim on and all our >> Dr. Henderson. >> Mr. Ger, >> I kind of have a question. Also just uh want to kind of get some clarification and make sure I know there's some folks who are here with us and and I'm sure there's folks uh listening so I want to make sure that >> we're all tracking where we are because it's been there's a lot of moving pieces here. Uh for example, I thought that phase four cost was a construction cost. I didn't even particularly realize until you described that. So thank you Mrs. Romano for for raising that. Um I I I I
028found both firms very compelling when they came and presented to us. I I'm alive hence that I don't think there's a a wrong answer here. Uh I certainly appreciated the history that we have with RPS as a school district. Also the fact that the their their firm's office is practically a stones throw away from the itself. Um and and many of the folks who would be working on the project or township presidents I found quite compelling. Um but you know, so what this board is taking action on tonight is to retain one of these firms to present an uh a uh recommendation for us of those three initial options of whether we want to fully renovate, whether we want to renovate and add square footage or a brand new building. That's all that we're deciding
029this evening. know obviously our choice this evening is going to have uh ramifications for the future of this project as we continue to evaluate it and and engage moving forward but I just want to make sure that's really clear that there are a number of phases that we're looking down the road to and anticipating but tonight we're only thinking about phase one so I just wanted to make sure that uh you know everyone understood where we're at and what that looks like um I guess I would say Uh, you know, I I I I thought uh you know, I've had the opportunity to to look through the the proposals that the administration gathered and put together for us, including some of the um comparable school projects, the recent projects they've done, and and certainly I
030find the recommendations from the anonymous recommendations from school districts that have done business with these groups lately to be compelling. and both received quite high scores though uh you know there is a difference there. Um you know I I found uh particularly the ability just through my kids playing sports to spend some time on the Warwick campus in their athletic facilities that uh I've been quite impressed by though I would never tell them that. uh but uh I know that was an RLPS project and and they spoke about that to us and so that is um certainly you know some lived experience that I have that is uh underscoring my um how I think I'm going to you know where I'm leaning right now though I certainly want to hear from folks uh for public
031comment as well but uh you know I just want to commend uh the the firms for putting their best foot forward and making it a challenging decision for us that I think is only going to have good outcomes and really excited for the future of Thank you, Mr. Grant. Yes, for anyone who's watching online or here in person who's doesn't have all the papers up in front of them and nich hour equals phase one equals nour. So, we're we're talking about our focus on nich hour. I just don't want that to get lost in all the details we're all talking about. Um, are there other questions? Mr. Landis, >> I don't really have any questions. Right. Um but thank you so much the team the um administrative team and the rest of the facilities team
032that's been working on this um and I think this is a great format here have it in out public everyone might be able to see what is um you know going on since this is a large project significant project um I also just this was already discussed at the beginning um the air was sort of cleared, but Mrs. Hoffman has had, you know, no influence over this process. She hasn't been involved at all in any of these uh decisions just to clear the air on that. Um you know, that there hasn't been behind the scenes, you know, things going on at all. Um so I wanted to be clear the air on that. I at this point, um I'm leaning actually leaning towards RLPS. they presented a little bit better um when when the four
033firms presented to us last month um and but yeah both both firms obviously are top-notch firms I think I could be happy to >> thank you Mr. Landis any other discussion questions any kind of concerns if not I'll just I'm going to just lay out so the sections that we're going to go through. So this is our presentation section where we're going to have some have some of this free dialogue discussion. Um we'll have a little bit more because we're going to have community comment. Then when we um move to our next section for approval agenda or agenda modification if there are if there's any feeling based on what we need to hear now what we're going to hear to amend the agenda that's in section four. So if you wanted to amend the agenda
034in any way that's in section four and then we'll talk more about section five. We'll be making a motion to one of the two firms and again'll be another opportunity for discussion before the actual vote is called any other discussion in this section you'll have other opportunities. All right. Um I'm going to hold any of my comments till we get to the a future section. Um then have touch of community comments on action items. I should this might could just say action item only one. So residents, taxpayers, business employees and students are all welcome and encouraged to participate. The board won't will engage in discussion with you at this time, but followup will be provided if needed. If you'd like to speak, please fill out a commenters card for the to collect. limit your remarks
035to five minutes related only to this this action item before us this evening and share your polling before you begin. Who would like to make comments this evening? We'll be really quiet when we come. Do we have a mobile? [Music] >> We'd like to give you 10 extra points for all the jobs you're doing right now. >> And if you would just share your full name with us before I begin. >> Sure. >> My name is Colleen Savina. Welcome. Thank you. I'm a parent of four kids in the district, so excited about this conversation. Um, I have a couple questions actually that maybe can be followed up later. Um, just relevant to this decision and kind of the process that will go into it. My first is around what the timeline looks like depending on
036which of the three approaches we choose for new TRA, whether we do a full building remodel or we do an addition or we just do a renovation. I'm interested in what the timeline looks like for those three and how it would affect, you know, the the teachers and students. Um, I'm also interested in what goes into deciding between those three besides cost. So, you know, what else are we factoring in? Are we looking at the way in which the community might expand? Are we thinking about the impact on students and families or how quickly we can turn things around? And then my last is part comment, part question, which is depending on the approach chosen, I imagine some of them will take a lot longer than others. And what are we going to do to
037mitigate some of the issues happening at the school right now until we can get there? So I know you all have discussed and know some of the HVAC is issues, some of the water quality issues and rodents and things you know happening at the school and so wondering you know how we can mitigate some of that knowing that we can't solve everything right now but there's going to be I imagine a very long process no matter what phase we choose and just wanting to know like what is the plan to get us to there. So but I really appreciate that this is under discussion. I'm really happy that you all have taken a response to some of our community concerns and way that we're prioritizing this for our kids. So, thank you for that. >>
038Thank you very much. >> And yes, we'll have some followup to those questions coming to you. Great. >> Are there other community comments this evening? All right, hearing none, we'll move on to our next section, which is um for approval of the agenda or agenda mod modification. Is there a motion to either approve or modify the agenda? >> Approve the agenda. >> Thank you. Mrs. Pence has moved to approve the agenda. Is there a second? >> Second. >> All right, Mr. Grener. Any discussion? All in favor, please say I. I. All oppose. Nay. The motion carries. Now we are at item number five, which is our action item. And I'll read it for you. Um, it's a recommendation to approve RLPS architects for phase one of Nitour Elementary School in the amount of $24,900 with
039the full amount reimbured upon completion of study and advancement to phase two. Four motion to approve Shrader Group for phase one of Mau Elementary School in the amount of $55,880 with the full amount reimbured upon completion of study and advancement to phase two. Is there a motion? I'd like to entertain a motion. I would like to make a motion to approve RPS at a cost,00 reimburse. >> Is there a second? Now is our next time for discussion. Is there any discussion? All right. Hearing no discussion. Um I'll call for the vote and ask all in favor please say I. I >> I. >> All oppose nay. The motion carries for RLPS architects to be the architects that we've chosen. I'm going to read the whole entire phrase again. Um unless our parliamentarian needs me to.
040Okay, she's got it. Now we're at item number six, Manhattan Township Community Comments. Residents, taxpayers, district employees, and students are all welcome and encouraged to participate. The board won't engage in discussion at this time, but will provide followup if needed. If you'd like to speak, please fill out a commenters card for our board secretary to collect and please limit your remarks to five minutes and share your full name if you would before you begin. Who would like to make community comments this evening? taking me up on it. Then we will move on to adjournment. That brings us to adjournment. Is there a motion to adjourn? Mr. Greger, is there a second? >> Mrs. Romano, our next regularly scheduled board meeting is Thursday, September 11th, 2025 at 6 PM here in the district office. Meetings will
041be livereamed and recorded for viewing purposes. Thank you to all Manhattan Township staff, administrators, and volunteers for your dedication to our students and community. All in favor of adjournment, please say I. I. All oppose, nay. The motion carries. Thanks to all. We are here.