4/13/2026 - FCPS Comprehensive Planning and Development Committee Meeting

001Time is 6:57 p.m. in this April 13th, 2026 public session of the Comprehensive Planning and Development Committee of the Fairfax County School Board will now come to order. Mr. Dunn submitted a request to attend tonight's meeting virtually, uh remotely, excuse me, due to personal reasons as he has a professional obligation conflict and is located in Mount Vernon, Virginia. I performed an initial review of Mr. Dunn's request and having found it to be in compliance with the School Board's remote participation resolution, I've approved the request. Uh Mr. Dunn, can you check your audio visual? My audio is working. Um my visual on my FCPS laptop is not working for reasons I don't I now ask committee members who are physically present to vote on the following. All those in favor of confirming the chair's approval of

002Mr. Dunn's request. Opposed? Any abstentions? And that's unanimous. In order to comply with Section 2.2-3712D of the Code of Virginia, it's necessary for the committee to certify that since the Fairfax County School Board Comprehensive Planning and Development Committee convened a closed session on April 13th, 2026, to the best of each member's knowledge, only public business matters lawfully exempted from open meeting requirements, and only such public business matters as were identified in the motion convening the closed meeting were heard, discussed, or considered by the committee during the closed meeting. Do I have a motion? Ms. Miron, is there a second? Mr. Dannon, all in favor? Opposed? Any abstentions? And that's unanimous. Okay. Agenda Item 3.02, confirmation of action taken in closed meeting. No actions were taken in the closed meeting. Agenda Item 3.03, overview of CIP

003and ongoing facility matters. Mr. Gordon, I would call on you for a presentation. Kevin, you got the slides? This is the old version. We're still having printing I'll I'll talk then in a second. All right, so as as we're waiting for this, what you'll see, I think Mr. Setty has uh our last year's version of the Capital Improvement Improvement Plan, CIP. So we've gone through the process where we've briefed the board, the board's approved it. I briefed the county planning commission and briefed some other folks as well. And so it's currently in this form for me, but it will soon, after we print, will be in that form. So we'll pass that around and show that to you. As as we're waiting for the slides to come up, I'll just give you some fun facts

004about the about the facilities. So we've got 231 leased and owned facilities. You know, that's a breakdown of high school, elementary schools, and um middle schools, and then support facilities, you know, much like you see Gatehouse right here today. Um Also, you know, in our facilities, we host roughly about 500,000 community activities a year. So it's a pretty significant uh number, right? And then if you're looking at our facility footprint, uh roughly si- uh let's see, roughly 62% of our facilities were built in 1960 or earlier, right? So we have large footprint. Roughly of that uh 231 leased facilities, that's roughly 29 million square feet of real property. Um so it's a significant footprint for the county to support as well. So the slides are up. So I'll go go ahead and walk through a

005condensed uh slide presentation that I gave to the planning commission as well. So uh go to the first slide here. So again, the purpose of the Capital Improvement Plan is is a basically a fiscal management tool that we use to coordinate the location, timing, and funding for projects over a five-year period. You know, it's not necessarily limited to the five-year period as far as planning, but it's done in five-year increments. So uh that the one that's going around was for 2000 uh 26 through 2030. Currently we're working 2027 through 31. Um and again, please note uh facilities works reaches beyond just the five-year cash flow. It also is a look at uh projects ranging from our looking at reactive and preventive maintenance on our um uh OFM side of the house, our facility maintenance piece

006of the house as well. And you know, it gets into, you know, doing new construction projects, doing renovations, you know, um improvement projects such as roof replacements, HVAC replacements as well. So we'll go to the next slide. So this was a a standard equity statement that we were required to put in from the county as we briefed this to the planning commission. So I won't read that to you. Slides should be available. If you go to the next slide, this slide briefly covers the process for the CIP. So this timeline shows the annual FCPS CIP process and cycle. CIP approaches uh includes the development of a five-year membership projection set, which I'll cover on a couple slides down the road here, and ongoing facility capacity evaluations and annual update to the schedule of capital projects

007and their funding and the facility management program. Uh FCPS annually reviews program needs and future program location reviews and updates school boundaries and continues to monitor uh facility membership uh and impacts of new residential developments uh throughout the year. So we'll go to the next slide. And so if you if you've been aware, we've we've have seen a decrease in students this year, approximately, as you see, roughly 3,000, you know, 3,200 students as at time these slides were developed. Excuse me. [clears throat] The CIP also includes a five-year student projection membership. We've had a decrease in roughly 3,200 students from last year and expected overall decrease out to the out year, which is 2031, of 5,700 students. Um and so that does affect how we, you know, looking at our capital uh improvement program. However,

008um just because we're losing less students doesn't mean we don't have we have we don't have less needs. It's one thing you'll see across uh the inventory, we have roughly I think about 569 uh temporary classrooms or called trailers or at, you know, quite a few of our schools. That's not a preferred option, right? And then we also have roughly 262, I think, modular units. Modulars are considered semi-permanent. So they there's a foundation poured, you put a structure on there, they have interior bathrooms. And so again, they're just as we say, a semi-permanent uh structure. But again, in you know, from a facilities perspective, those aren't preferred methods and that tells me that we have, you know, even though the as you go through the the program or through the CIP, you may see a

009a certain high school with modulars might be at 89% capacity. But you know, from a facilities perspective, that tells me we still have a we still have a deficit of facility requirements if we're building modular and and and have temporary classrooms out there as well. So there's some some nuances that you'll see through the process. Um go to the next slide. And so um you know, one of the things that we do within the facilities office is we set projection capacities. That's based on kind of three inputs. One, we look at birth to kindergarten ratio. And the birth to kindergarten ratio is comparing the number of births at a point in time and the kindergarten student membership five to six years later. So my staff tracks birth membership within the county and looks at that

010all the way across the high school life the birth projections of where we would be at any given point in that life cycle. Also, the migration number of students inside of FCPS and outside of FCPS. And then number of students that we transfer into the county, out of the county, and transfer within the county from one school to another based on, you know, given programs that one school may offer versus another school. And so all that goes into a formula, and then we set what we think the capacity will be at any given school. And that helps drive principals how they determine what teacher uh load they need or um teacher population they would need at any given school throughout the year. And it's it's a guess, and we generally range between, you know, 97%

011accuracy in that process when we do that. All right, we'll go to the next slide. Um this again, this slide just quickly looks at overall capital budget budget that we have. So if you look uh the circle to the left is we have a budget of $1.1 billion looking at the um the first at the five-year time frame. And that of that $1.1 billion dollars 505 of that is currently funded by a bond. And roughly 600 million will need to be funded by a future bond. And so we go through a bond cycle every couple years. You know, we bonding at 230 million a year. So a bond cycle 460 million every year just got voted on it this last cycle last November and I think we passed it at 75% plus pass rate which

012was you know pretty good to have that support from the community as we're going forward. Um And then what that means is that we we list you know projects the CIP will list when projects would be potentially you know achieved um and that is based on a cycle from a facility condition assessment. So back in 2008 we did a facility condition assessment that went out and evaluated the facilities and ranked and stacked those facilities and we're currently working off that list. And off that list we still have roughly nine projects that we have not executed. And I think most of them if not all of them have been listed on some bond as at all. So they've been identified on a bond and we'll fund them as we get that project as money is available.

013We're currently doing a facility condition assessment now. We let the contract um I think technically the board approved it in the December time frame. We executed it in the January February time frame. We're currently going out as of a spring break of this year and starting to do evaluation. It's a multi multi-phase event. They're looking at condition of facilities as a It's mostly a visual inspection but it's in line with industry standards. So we're looking at work orders, age of equipment and visual inspection to produce a rating for each facility by by facility type and by component. We're looking at every every component whether it's you know the window envelopes, the roof uh looking at outside athletic fields and there's a educational suitability analysis as well that we'll go through that look at you know

014programs cuz when we talk capacity for facilities there's also a capacity for the number of students you can put in there and there's also a program capacity. So you know a standard math classroom might have 25 students but a special ed classroom might have 10 students. So the more types of special programs you have or different programs can reduce the capacity of the number of students you can put in within a facility. So you know there's some things that we deal with when we do this analysis. So the right side of that circle talks about what are we looking in the in the 10 year cycle. So about 1.6 billion in the 10 year cycle and of that 1.6 billion 514 of that is already been identified on previous bonds which leaves about 1.1 billion

015that will come on future bonds. So we'll go to the next slide. And the purpose of this slide is give you a summary of kind of what we're doing for construction. We do new construction, we do renovations. So most of our facilities are in a in a renovated type state of work. And a lot of it is a phased construction. So we're coming in um school still occurs in that facility. Think of culture high school. So ongoing multi-year renovation projects phase. We we do bring in some trailers, temporary facilities where students can use a swing space but then you're knocking out the construction in a phase approach where you're taking out this piece of the of the facility and then complete that work, occupy that piece of the facility and move on to another piece.

016So the the bulk of our work are in phased work. You know example of a new facility would be we're looking to receive bids back for a Dunloring. Dunloring would be a situation if if approved and going forward with would be we we would build a new school on the athletic fields at the location then when it's done tear down the old building to bring back an athletic field. So that's kind of two two two phases we do and the two types of construction either build new tear down or um do a phase construction. Another example would be we just acquired Skyview High School. It was the former you know King Abdullah Academy. So we now called it Western High School for a while now it's been named as Skyview. So bought a facility it

017should you know there's you know two shell buildings with that with a existing building. So we'll at some point we'll do some renovation work to the shell shell buildings and modern work inside to bring that school up to standard or to support a four year high school from from our FCPS standards. So this just gives you a list of where we are in current programs and you'd see those actually in the CIP and the current CIP that we have is listed on the website as well on our FCPS website. So next slide. Excuse me. Mr. Gordon Mr. Chairman may make a comment? Yeah. No Mr. Gordon you mentioned the new construction and I just wondered if you could please share the policy update that we did in the fall which allowed us to have the

018different types of contracting because we didn't know it was an option and we're trying to be more nimble. Yes ma'am. Thanks. So policy 8240 allows us so a standard construction process would be design bid build. So you design it, you build it you bid it then you build it. So under Virginia law I don't remember the procurement act number per se but we do have the ability of a project is complex and there's some other criteria that we could use design build or use CM at risk construction management at risk and the different the nuances of all those are design build and CM at risk allows you in theory to bring a faster product and and if the process is done correctly you'll have less change orders and in theory you know you're going to

019get a project which you bid for instead of having you know a standard design bid build you know the architect and engineers don't ever catch don't catch everything. So the engineers you know whoever's you know the construction team that bids it will have some sort of change orders down the road. So with a CM at risk you bring a construction manager on early on in the process and that construction manager works with us the owner to develop a set of drawings based on our criteria and they'll give us a guaranteed maximum price that we'll hold to as long as we the owner doesn't bring additional requirements that would cause for a change order. So as Mr. Chairman said we do have that ability to do that going forward if if the project is complex. If

020it's routine run of the mill we wouldn't necessarily use CM at risk or or design build. So Mr. Chairman can I ask a question? Um sure. Um on on the I don't I I don't see the slides so I'm not sure what slide we're on but Slide 8. I'm looking at the the slide that's numbered 8 that's entitled capital improvement capital improvement summary. And under renovations I see Virginia Run Elementary listed there. And I'm very familiar with Virginia Run because it was one of two sites that were considered for possible Montessori program. Virginia Run is an administrative center and there are essential programs like child find that are in place there. It's also a school that recently within the past four years received a significant amount of renovation converting the kitchen into a conference center

021or conference room or set of conference rooms. Um so it's recently Um it plays a critical role from an administrative perspective geographically for child find and similar programs. And I don't know why it's on the renovation list because um I have schools in my district and I'm sure this is true for other magisterial districts as well that have been waiting for decades to be renovated and are in dire condition. So I have a very strong objection to Virginia Run coming out of nowhere to be put on the list for renovation when it's not on the renovation queue and when it's serving as an administrative center it would be converted from an administrative center to a future school especially at a time of declining student enrollment. So I I just I don't understand the the the

022basis the factual basis for for putting Virginia Run on there. So I I just like to understand the context and the background for how Virginia Run came to appear on this list. Okay. Mr. Gordon's going to take that as a go back and get back to you on that. Okay. Next slide. So um for everyone that's new here so office of facilities has you know two two sides of the house. One does capital planning construction projects, other side does facility maintenance and management. So now this is looking at a kind of a deferred maintenance look or requirements across you know those four major categories HVAC you know heating air conditioning type systems athletic capital so athletic fields asphalt capital and major maintenance. So right now we know we have a deferred maintenance requirement of 394

023million dollars. I believe that's going to go up. My past experience in other locations Department of State I had about half of the square footage here and my deferred maintenance was fairly equal to that. So I think as we go through the current FCA process that number is going to increase significantly in in real time. And so the purpose of this chart is just to see a cost escalator what would happen what we think the total is going to be in 2031. So again I think we'll know more in the December January time frame coming up of what that actually is. And if you go to the next slide next slide is still maintaining here is what we'll see you know if you using an 8.5% increase over 10 years that 394 million goes up

024to roughly 800 million 800 890 million at current funding dollars. So as you see across most of most of the federal inventory and state inventory deferred maintenance does increase. Doesn't mean everything is an emergent need to be fixed. It's just Um that's how the we see the facility's requirement in the out years. So, so that's basically the kind of overview of the of the CIP. Um if there's any other questions, um Yeah, we'll open the floor to any questions that anyone may have. I know it's probably drinking from the fire hoses. It's a very synthesized version of a 300-page document. So, any questions that anyone might have? Sure. It Just just wave it. I'll I'll see you. Go ahead, please. Are there any decisions that need to be made at this time? Not on this

025item. This was really a primer for for your all's benefit. And there's going to be a test on the entire document at the next meeting, so Go ahead, and then I'll put you >> What are some of the items in the major maintenance bucket? So, major maintenance items are um roof replacements. And they can those can be, you know, multi-million-dollar uh assignments. Uh athletic fields as well, replacements. Um bringing uh HVAC upgrades into into schools can be a major maintenance. You know, there's and there's ways you can instead of fully replacing stuff. At Hayfield, I think we took about 380 current HVAC systems cuz generally classrooms in a in a school has has their own HVAC unit above above that above that room. So, in Hayfield, I think we broke down and cleaned roughly 380

026of those. And in doing so, you you you're extending you're you're extending the life expectancy of that system. Um average system, I think, at Hayfield was about 23 years old. Sorry, I I meant this fourth item on the bottom. This unless it's I'm misunderstanding it cuz if athletic is a separate bucket Can you go back a second? Go back to slide Kevin. Go back. Slide nine. So, maybe I misunderstood. So, say it again, major maintenance. Just that fourth category. That's right. If you could break that down a little bit. Is it what you just described in terms of there's a mixture in there. I mean, you did say roof replacement, so primary driver there? It's one of them, for sure. I mean, and of course, I gave you athletic and HVAC, so I gave you

027components of the other two as well, so Mr. DiLorenzo, and then Ms. Miron. Oh, Mike. Yeah. Yeah, if you don't use the mic, it cuz this is a public meeting. I see. Okay. Uh quick question, how do you evaluate and prioritize your CIP projects? It's a good question. That happened, you know, so that model happened currently in 2008, right? So, we're working through that right now. And so, generally in a facility condition assessment process, um it's good to hire a third-party vendor, which we have AAECOM as the vendor of going through this process. And so, you'll walk go go through and you know, there's generally a mathematics piece of it, you know, that will say, you know, if if this facility has some sort of degraded, you know, uh roofing system or plumbing system or

028building envelope, they'll they'll assign a mathematical rating to that. And so, all those little systems they look at will get some sort of mathematical rating that will add up. And that will add up to some number that will give a facility condition index for that for that one individual facility. And then, you have the same team evaluating, so you know, they're looking at systems here, but putting the same mindset and looking at systems over there, so that they're given a fair and kind of a balanced look at it across the way. So, at the end of it, then you'll have a a one-to-end list, prioritized list of that. So, that that'll be the kind of a mathematic component of it. And then, there'll be another piece of it where we'll look at we'll, you know,

029I'll come back with recommendations to Dr. Reed, and Dr. Reed will come back most likely to the school board how we add any additional screening criteria to that process. You know, ideally, you wouldn't want you'd you'd want that, you know, you want the worst taken care of first, right? But you also want to make sure that there's equity spread across, you know, the the division. So, there's a process to take a mathematical rating and then also apply criteria to make sure there's kind of equitable balance across the organization. Is that Wait, that answers my question. I'd I'd love to see the kind of standardized process, what the criteria are, what the metrics are. Just if you're able to share that with I think we'll we'll we'll be developing that as we go forward. Ms. Miron.

030So, for me, I'm I'm just thinking about this from like a committee perspective and just wondering, I mean, it's towards the end of this year, but like we don't have a plan for obtaining more revenue. Like we are beholden to what the funders provide. And so, like that's a whole bucket. When it comes to the CIP, like 2008, this queue was put in place for whatever factors were at that time. And since then, especially last year and the year before, this data like this categorization of data had never been seen before. It was like January of '25. And so, knowing how much we'd actually need that we're on a 45-year renovation cycle, that this is the projection, so we have this for the first time. And I think like the question you asked, Mr. DiLorenzo,

031how does the queue get set? Like we're at the this board has come to a place where like we need the facility condition came up like Skyview, so we're going to purchase this building because the trajectory was increased um or highly um high membership in those same schools even if the population is increasing, it was still like at 100% capacity. What I don't see the board having done yet is like really talking about, so what do we do now? Like we're in these positions that we're in. We're not the funders. So, how do we actually tackle this because it's not something you could just cut away at, and now we're actually dipping into operational funds to teach kids to address crises. And so, like I've been kind of looking at it as a communications campaign,

032but the more we get the data, and that's why the board asked for the facility condition assessment, and I forget if that includes athletics cuz I know there was like an initial athletics one as well. Um we just Mr. McDaniel just brought forth stating I'm naming rights to generate revenue. Like we're doing all these things, but I do wonder if maybe the committee can help us figure out like what more information do we further need to make the case, or are there other ways to do things because it's we're not like actively pursuing a strategy to help this. I think we're being super nimble and doing everything we can to be frugal, but we need a lot of money, like billions of dollars, so So, uh I'll put you down. I have Ms. Yap going.

033You'll you'll go next. Oh. Oh, thank you. Um I think it also begs the question, so if we are currently doing FCAs on schools now, that's going to feed more information into this report that was done in 2008. So, things that we had um projected for this year or next we find things that at need to be added to the list, which would increase the funding requirement and increase perhaps the um the backlog inventory as we go forward. So, I think this just adds to your question of how do we get the funding because this is 2008. So, assuming FCAs are done maybe within the next year or two, we're going to see an increase most likely in what the um requirements will be. Absolutely. Fully agree. And just want to go back. I I

034think I may have misheard misunderstood Mr. Dunn's question and confused myself in the process. He asked a question about Virginia Run versus Virginia Hills. I think he So, Virginia Run is elementary school. Virginia Hills is a support center. Got you. Just want to clarify that. That I apologize for my mistake. Thank you, sir. It's fine. We'll blame Zoom. Um it's your Mr. Dunn. Um thank you. Um I wanted to just uh address two things. First, uh my colleague Ms. Miron naming rights uh is able to bring in find the potential private public partnerships um to follow in the footsteps of uh Prince William County and other places. Um but I also wanted to ask about slide nine um because the departments listed identify HVAC far and away as the largest uh potential source of uh

035the infrastructure backlog. Currently, uh the uh FCPS has looked at uh establishing an ESCO uh with one company um or using one ESCO, but I want to ask uh Mr. Gordon whether he had considered using uh I believe it's 19 um accredited companies that can serve as ESCOs through the wider variety of infrastructure offered through those companies, and and it's readily available from a legal perspective and a procurement perspective to FCPS. Hey, sir. I I think, you know, all options are on the table. I think we have to go back and evaluate that from a staff perspective. The one one area of concern is uh we have spoken with other firms. I won't mention any firms, you know, in the public setting, but one of the the things that we're hindered as within this the

036division is we can't take any loans ourself. And we have to we're required to, you know, get money from the Board of Supervisors. And so that leaves you with one thing. It leaves you with getting if you're going to spend your own capital to do that. A lot of these escrows look at, "Hey, if you bring your money to the table, um we can work it with you and you can have some sort of savings that will pay for themselves in the out years." So, but that that leaves us with spending capital on that and I don't know that we have capital already to do that. So, that those are some of the concerns, but we're I think Dr. Reed is willing to listen um to And I know we have a potential uh like

037a work session or um a study that's been requested. So, it's something that we're looking at for sure. Um I I I will say um uh for for for sharing information that we engaged with the county and um and, you know, multiple of the 19 require money up front. So, it might be worth, you know, uh engaging with the 19 require capital up front and which which don't because the the model that seems to be predominant in the Virginia energy cash up front. They only get paid out of of savings. But um but I've I've done a lot of work in the utility sector, so versus different companies. So, thank you. Yes, sir. Thank you. Um I had a couple just one one question. So, it kind of playing off of I think the comments

038Miss um Yap made. Slide number 10 showing that backlog, that is based on the current baseline of maintenance requirements that we know of. So, I think to her point uh and I asked this question during I think the CIP work session. We would We would anticipate that number following the FCA we would anticipate these red bars to go higher. 100% in my experience the answer is yes. Got you. Okay. And then um could you uh kind of overview the different funding sources for CIP both for the construction side and the maintenance side? Obviously, we have the bonding, but we also spend a little bit out of op- we also spend some out of operating. Sure. So, again, there's two sides of the house, right? So, there's the capital and planning programming side that looks at

039capital bonding funding, you know, the $230 million uh a year, 460 every 2 years in a bond cycle. We also have we receive funding uh from the county in the operational funding to support uh it's roughly somewhere between 35 and 42 million dollars that we'll receive from the county for operational funding. We also get funding in uh it's called the sinking fund. Uh the county takes money in your money and sets it to the side and then they use that at the end of the year to provide money to support for our case we support turf fields with that replacement. So, there's two or three elements without going into too much detail, but it it counts to between 35 and, you know, 42 million dollars that we'll receive. That's not counting salaries as well. Is

040that So. Yeah, I think the the point I was trying to get at is we are spending and this is kind of I think Miss Miron raised the point. We are spending dollars that could be spent in a classroom on a kid or a teacher on maintenance and playing whack-a-mole with emergency issues. Um and as we go through the FCA process and as the facilities and the systems are are age um that problem unless there's a sustainable source identified um is only going to continue to to grow. Miss Miron. So, this could be I know we have our agenda in order, but this could be a segue to policy 8410 discussion about leasing and I'll just mention it. You do what you'd like, Mr. Chair, but like 8410 is about leasing, but it's intricately aligned

041to our community use program. And our community use policy is something that I think needs a lot of attention because right now the expectation is that our school facilities are going to be available for public use through the county of the programs from dawn until well past dark. And we don't have MOUs in place. We're not being adequately compensated for maintenance and personnel. And so again, like I've tried to raise that, but um and I have a copy of the draft of the the community use policy that I updated in December as an idea, but so there that's a huge component here that we're not that we are saddled with that other school divisions are not around here. It is like the most robust community use program in the area. So, that's another thing. Just

042want to clarify. I mentioned the sinking fund. So, the sinking fund is not used to support uh turf fields. We get a separate line item for that through the MOU process. The sinking fund um was reduced from we took about a $6.4 million reduction. It was roughly about 13 million and now we're down to about 3 million of that. The sinking fund about 60% of them support HVAC projects, another 20% for elevator uh athletic, and roofing goes about 10 to 20% that we use the sinking fund towards. Now, just to give you some other kind of data points. Uh we go through for 2025 we we knocked out 95 infrastructure projects. And I can give you some categories of those. 50 of those were ADA projects, six for roofing, three were asphalt. And this is

043listed in the CIP, the previous CIP, so like I can you don't have to look too far for them. Um at 26 HVAC project, eight eight elevator upgrades, and two athletic projects. So, that there is a tremendous amount of work that goes on within the county. I guess the point is whether it's through the capital program or through the uh operational part of it. So. You're good. Are are there any planning initiatives in place that are actually addressing this budget shortfall? Planning. I know recently uh I think before my time we the county did agree to increase that bonding amount up to 230. It was a a number lower than that. I mean, I think we would, you know, I'm not sure what engagement activities are actually occurring, but, you know, from the senior leadership

044position, you know, we're always looking to try to increase that amount, but there's that that that is the ability of the county to take capital bonding on to increase that, right? So, we don't have the ability to tax at our level as well. The county has something the county has to do. So, planning initiative. I think uh for me the biggest thing I have for planning is doing the FC the facility condition assessment. This, you know, it's a straight facts. The facts don't lie and it's going to tell us where we are for deferred maintenance and requirements across the uh the division footprint. Is is the plan essentially to just sell more bonds as as I mean, is that Uh that's for the county. So, the county raises bonds. We don't we we have no

045part of that. We have no authority to raise bonds. But that that's how our capital money comes from is comes from bond the sale bonds and the raising of bonds. Okay. Um let's because I know Mr. Dan has to leave a little early. I did want to get to the next presentation on factory construction, which is a new topic. Um so, let's go ahead and move on to agenda item 3.04 presentation on factory construction. Uh what time do you leave? 7 minutes. So, just you just start. So, Kevin, can you bring up the slides, please? Hey, good evening. Eric Gordon, Chief of Facilities. We were asked to put together a briefing on what we're calling factory uh construction. It's basically looking at how do you have some sort of, you know, a pre-built system that

046can be in combined with traditional construction as well to maybe potentially give you a faster delivered and maybe slightly cheaper type of product in a school system. So, um tonight I'm providing overview of fact- factory construction, which has previously been referred to um as um permanent modular construction or PMC. So, if you Google this, it's going to come up on under as PMC. I'll briefly explain what it is, how it works, and its pros and cons, and potential delivery method. So, we'll go to the next slide. This is the agenda that we'll cover. Um we'll touch on how the design and construction process works and highlight common applications in school settings and review both benefits and challenges. We'll also wrap up with a local uh example from Prince George's County. And I hope that guide

047our discussion. So, go to the next slide, please. So, it's important to distinguish factory construction from things like semi-permanent modulars or classroom trailers or precast concrete structures. They are not that. Uh or pre- uh concrete structures such as our stadium restrooms. We are discussing here a permanent, more complex facilities that which are intended to serve the same lifespan and function as traditionally built schools. Go to the next slide. All right. So, when we talk about factory construction, some people to about a product and more about a less about a product and more about a delivery method and construction of a building. So, instead of a building everywhere sequentially on site, a significant portion of the work is shifted into a controlled factory environment while site work like foundations, utilities are happening on site, the building

048modules are being fabricated in a parallel in parallel in a factory. That overlap is one of the key distinctions from con- from traditional construction. Each module is essentially a fully constructed section of a building and once delivered the modules are set, assembled, and finished in a single cohesive building. A common perception is that factory construction buildings are temporary or lower quality. These buildings must be met to the same building codes, inspections, and performance standards as any traditional traditionally constructed school. In K-12, this approach is well suited for repetitive program driven uh spaces like classrooms, administrative areas, and support spaces where layouts are consistent and can benefit from standardization. Go to the next slide, please. One of the reasons for considering factory construction for K-12 is the reality many districts are facing is we need immediate

049space needs, right? Traditional construction timelines don't always allow with don't always align with how quickly districts need to respond whether it's for new classrooms, program expansions, or overcrowding relief. Another key advantage is the is the repeatability of the building solutions. School programs, especially classrooms, administrative spaces tend to follow consistent layouts. Factory construction allows for districts to standardize those designs and refine them over time and replicate works what work work what works well. There's an increasing emphasis on schedules certainly and cost control especially when factory construction is paired with construction management or design build delivery methods. When combined with early contractor involvement, it allows teams to lock in pricing earlier and better manage risk throughout the project. As a design concept factory construction can inherently incorporate value engineering into the project. Go to the next slide.

050The manufacturing general contractor must be brought on board early during the design process. They work alongside the owner, the architect and engineers to make sure the building is designed specifically for this approach. This collaborate This collaboration is key for successful factory construction projects. From there, a large portion of the building is constructed offsite in factory. This includes structure, mechanical, electrical, plumbing systems, and many of the interior exterior finishes. Because of this work happens in a controlled environment um This is one of the reasons why we see it can speed up with the delivery method. So, some of the points here you're going to I think you see a a typically about a 35 to 70 35 to 65% split of what's built offsite and onsite. So, 65% can be built offsite. 35% you're thinking uh

051like your gymnasiums, your cafeterias, main core mechanical rooms, vertical conveyance like your elevators and and stairwells are all going to be traditional build and then the components would be this you know kind of kind of snap together components. So, I think sir, do you have a question before you leave? So Uh you you can go. Okay. All Uh let's see next slide. So, I have three or four more slides. So, as we look at overall benefits benefits of factory constructions, there are there are some key areas where they stand out. One of the biggest advantages is a faster delivery since site work and building fabrication happen the same time as we're constructing you know elements of the buildings within the within the factory, we'll we'll be able to shorten the overall schedule. For modular portions

052of the building, installation can be up to 50% faster in the traditional construction. So, an elementary school project that might take typically 2 years, it could potentially be completed in a closer to approximately 16 to 18 months. Another major benefit is improved quality control. A large portion of the building is constructed in a factory controlled environment which means we're not dealing with weather delays or inconsistent working conditions. So, go to the next slide. While factory construction can offer significant speed to market speed to market advantages, it isn't a one-size-fits-all solution for K-12 projects. To use it effectively, we must navigate specific design logical boundaries. So, this another thing I'll throw in there as well. So, we have standard design guides that we use called EdSpecs that tells us how to build a facility. So, you

053know, a classroom, a science lab may have a certain number of requirements which equals to a square footage, right? requirement and so on and so on across what I would use as a design guide or EdSpecs. So, um So, our standard modular units are most effective one to two stories. Factory construction can scale up to five stories. For tight sites, keep in mind that structural rein- reinforcements required for the height often begin to erode at initial cost savings. So, the higher you go with you're going to see less cost savings. This is a consideration when examining the school site and space available. Flexibility is a trade-off for speed. Program challenges are difficult to implement once the design is set. Any alter any alterations need to align strictly with a modular bay. So, again, once you've

054gone through for the design, you have a improved design and they're in the manufacturer process. It becomes difficult and expensive to make changes at that point cuz now you're changing something at the factory made and not doing it on site. So, at PMC projects, success depends heavily on the team. There is currently a limited pool of local professionals and manufacturers who are truly understand the nuances of the modular construction process. This is not a figured out and go process. Factory construction requires intense upfront coordination. All design decisions must be finalized early and the documentation must be incredibly detailed to ensure the units fit perfectly once they're moved on site. We can we consider this physical journey of the building arriving We must consider the physical journey of the of the building arriving on site. So,

055it means it's not necessarily built here. It could be built a state away, right? It has to be transferred transferred to the site to be installed. Finally, we consider the long-term life cycle because of the way the modular units are structurally integrated complete building renovations in the future can be more challenging than with traditional steel or wood frame structure. So, I think it talks about how you can do an addition onto it might be a little more challenging versus a design that was you know, fully onsite. So, I think next slide is we can go through an example. So, the slide here you see is a Cherokee Lane Elementary School in Prince George's County, Maryland. This project is one of the few K-12 factory construction projects in our area and opened in 2022. This is

056a 95,000 square foot facility serving 846 students and features a two-story design. Their team used a hybrid approach to ensure the school had architectural presence in a traditional build while hitting an aggressive timeline required by the owner. The classrooms, administrative spaces make up approximately 65,000 square feet of the building and were completed using factory construction. The gymnasium, cafeteria, and kitchen were built traditionally on site. Um Yep. By utilizing factory construction, this project was able to significantly compress the construction schedule. And for the for this particular project, the owner and the owner was able to cut normal construction time approximately 30 to 50%. According to the broad action summary in June 2019, the estimated project budget for the elementary school was approximately $25 million. According to FY2631 proposed capital budget for a program and program document

057estimated cost for one of our schools is 64 million. So, the potential to see savings there is is significant. Um Cherokee Lane was the first school public school built in Maryland using this information. So, I think the last slide is this a conclusion slide. Um And I'll just go through factory construction is promoting is a promising path for K-12 projects. But it's not a universal solution. Its greatest strength is the ability to to compress project timelines and minimize onsite disruption. So, one of the things I would say is, you know, we we for sure that it we could deliver faster, but design process is not faster. Design process is generally the on par with our you know, whether it's design bid build, whether it's design build, or CM at risk. So, that's basically the meat

058of the briefing. I'll stand by for questions. And I Mr. Dunn, I saw your hand. Yes, thank you and I finally got my video working. Thank you for this. Oh, you can't hear me. Kevin's adjusting the volume. Can you hear me now? >> Yes, we can. Much better. Okay. Um I thank you for this presentation. I really appreciate the the deep dive into factory construction to to educate the school board and and our new civilian members. Um I wanted to mention uh that one of the things that was mentioned in the presentation was the uh the difficulty moving some of the modules um in in certain areas. But I I wanted to mention that uh one of the schools that you had in in the photo is the BASIS school in New York City. Um

059and New York City is obviously um much more dense, uh densely populated, uh much narrower streets uh than Fairfax County. So, I believe that's a that's a reflection that um the the modules can be delivered even in in tight uh dense urban areas. It can certainly be uh delivered in um in suburban areas, which characterizes most of most of the county. Um I also wanted to mention that um the uh the you mentioned the less cost-efficiency when elevating beyond two floors. I I'd just like to if you could share any information you have on that because um the BASIS school that's pictured in the presentation um is four stories high. And and I have not seen anything uh indicating that it becomes less cost-effective the higher up you go. Although, I'll note historically uh FCPS

060doesn't seem to construct vertically. It always seems to construct uh horizontally. Um I also wanted to mention that uh al- although Fairfax County may not have significant experience from a permitting perspective, um the International Code Council created two model standards for factory construction. One focused on planning, design, and fabrication, and the other focused on inspection and regulatory compliance. And Virginia was the first state to actually adopt both sets of standards, uh which were effective in 2024. So, while Fairfax County may not have as much experience from a permitting perspective, those standards should um expedite and inform the the permitting process compared to states that have not have not um adopted those standards. Um I also wanted to mention uh that uh one of the benefits of of factory construction is that it avoids the use

061of phased construction or phased renovation, which characterizes uh almost all of our renovation projects. So, that you know, avoids having the trades come out multiple times and can actually have something delivered um adjacent to an existing school. For example, you could throw up a a brand new school next to an existing one and then just demo the the older one um and potentially achieve uh uh cost savings through that. Um It can also enable mass production. One of the things I don't understand is why FCPS adopts, you know, creates a unique design for every school rather than following, for example, the example of Prince William County and kind of creating a standard design for its for its high schools and and I believe it's elementary schools. Uh Mr. Gordon, can you talk about just adopting

062a kind of a standard design for FCPS schools and and whether that's something that you have explored at all? So, hey sir, I think you asked a couple questions in there. I think um you know, I I don't know off the top of my head why uh some of the things are more or off the top of my head, I would think some of the reasons why going up multiple stories is more more expensive. I believe above three stories, you get into progressive collapse concerns. Uh might require additional uh steel design to support uh for buildings above three stories. I think you'd also have to have uh a larger crane and more in-depth crane lift plan to support that. Just off the top of my head, Scott, is there anything you would add to that?

063No, I think you're on the right path there with, you know, when we had conversations with uh the architect for the PG County school, uh we got a lot of information from them. And that was one of the things that they had in uh stated that is the higher you go, your your um uh your costs your cost savings kind of diminish a little bit as you go up. And I have a feeling, you know, a lot of that crane logistics has a lot to do with it as well as steel. But that's not terribly undifferent or different from traditional, you know, uh where the higher you go also requires larger larger equipment as well. But the I think you do get some diminishing returns. And I believe uh school board member Dunn is also

064correct in we don't really do the four and five story uh building around here too terribly much. Okay. Hey sir, and the last part of that question is uh looking at a design a standardized design set. So, I'm I'm not against looking at that. Um I've I've I've seen it. I've used it in other areas. And I I there's pros and cons for that. But I I would like to you know, not just answer off the shoot from the hip, but maybe look at what I think the pros and cons are of one method worth another and get back to you on that, that's okay. Thank you. Yeah, I guess I'm happy to learn about this method. I'm just wondering why. I know Mr. Dunn um brought it forth as he did the um design-bid-build

065and the other change that we made. But like to what end? So, Mr. Gordon, is there something preventing us from moving forward with this type of procurement and construction? No. But I think we've uh through this analysis, we've determined that it's it's suitable and feasible to do. We just have to uh uh pick a point to maybe pick a project and do it with. So, do our policies allow for this? So, I don't know of uh anything in our policies that would prevent it. Right? So, I think it does line with our current policies. There's nothing that says we have we're we're we're stuck with a standard, you know, uh brick-stick-built type of construction. Well, we do have all of our ed specs, though. And I wonder if that are there things in there that

066are going to say, "Nope, you can't do it this way."? I mean, It'd be more of the master specs versus ed specs. I'm not I'm not aware of the master specs. I I guess like again, I'm trying to figure out like I'm so excited to have the new experts with us. Like how do we leverage them? Are we asking them to advise us or like even just to dovetail with what you and your team bring, Mr. Gordon? Like alternative procurement, alternative building ways. Like we as board members did a lot to bring the alternative procurement. I mean, Mr. Dunn, myself, like we got it together, had the presentation, you know, with our director of facilities at the time. And like okay, so I didn't know any of that before Mr. Dunn happened to say it.

067So, like I just I'm trying to figure out like what next? Like I definitely would love to review the policies this evening. But like I also like what do we do with this? So, that's what I'm thinking. It's It's a clarification for the group. So, I mentioned we have design guides. And design guides tell us um So, design guides tell us what needs to be built, kind of square footage. And master specs tell us how to do it, you know, construction materials and methods. So, I think it you know, we go back and verify in the master specs. It's something we'll take back as a do out. Unless Scott, you have something to add on that. I don't know. No, I think you probably would take a review of the master specs. The the um

068the ed specs is where you may have to do a little pushing and pulling cuz to get those efficiencies, you really need to stay within that module where it's a consistent build and you're not changing this module because this group of offices are, you know, one set of square footages. And the next module is changed because requirements call for something else. I just just want to throw that out there. But if there's questions, just wanted to add that before we ask any additional questions on it. Sure, thank you. Um just a follow-up question. So, there are different classroom requirements for different grades. So, for example, um so, does factory construction allow for the different requirements? So, for example, kindergarten is going to be different from first through third grade, and which is different from middle

069school or high school. So, are there different modules for those different grade types? Or does factory construction offer like um perhaps modules for a certain grade type? I I believe the modules are expandable, you know, scalable I guess more of is a better word. They're scalable and uh and can support the diverse use requirements. So, I don't have any issues or concerns about we're using uh a factory built construction any one of our three facility types, you know, elementary, middle school, or high school. So, I I fully believe that, you know, when you get into it that they're going to find the problem set and determine how you're going to do that. So, we're going to tell them that our average, you know, square footage for a classroom is, you know, 860 square feet, right?

070And so, that's going to be that's going to work into the problem set. So, if it just speaking generically, if it took takes, you know, five modulars to build a 400 square foot facility or room, then you're going to, you know, keep expanding on that to to make it work for our requirement. And you know, as well as uh for example, the restroom requirements Yeah. in in the lower grade. Do you want to add Scott? The more you stay with a standardized module, obviously the more efficient and more cost savings you get. But I think if there are, you know, this comes down to the design kind of creativity of if a your standard classroom is 800 and, you know, 60 feet, but you've got a science lab that's 1,200 square feet, that 1,200 square

071foot is maybe two bays instead of one bay, and the leftovers taken up by offices or support spaces, kind of thing. It's I think there's ways to to to skin that cat. Um to use that that consistent module uh and still and still get those efficiencies. >> [clears throat] >> I did have I did have a I got I got I got a running list here. Sorry, I'll put you down though. Um Thank you. Um I guess I would when we've used this in the commercial when we looked at looking looked at using a new system that's never been used before in the commercial space, we usually do a lot of um interviews with people who actually have used the system in the past and actually are actually like occupying that space and need to

072maintain it as well. And I don't I wonder if you've had those conversations to see what the feedback is from from Ma'am, I think we're on the front edge of that. So, we've talked to the manufacturer, and we've talked to some end users as well. I wouldn't say we've gone to extensive interview, but we've done some of that on the front end. Is that right? Um another question would be are there proprietary These are proprietary systems as well? I I think the methods and materials and techniques, sure. I would say that. So >> Not proprietary to the point of we own it once we build it, right? So Right. I guess when we in the commercial space when we enter you know, start looking at proprietary system, uh one of the risks we encounter often

073is that um you know, on an ongoing maintenance, there's certain um parts you need to use which requires like an additional cost and other procurement sort of ongoing issues after the building is built. I I'll I'll answer and let Scott come in after me. I I don't So, this you're getting a facility, right? So, then you're going to have your standard manufacturer warranty, insulation warranties that will occur up to the first year and beyond and after that, then you're into maybe specialized warranties for a roof. But I think once it's delivered, it's a building. And so, how you access the building is the same as you would access this building, how you maintain it would be very similar. I don't know of anything prescriptive or prescribed to a you know, a factory build that would

074be prohibitive to us, right? Would I don't I don't see an added cost coming into it to maintain it. So, it'd be normal like a normal facility to maintain. Scott, anything you want to add to that? Um thank you. The conversations that I've had with the manufacturers and it and I think the the presentation uh stated that there is a very small pool of these manufacturers, and um I believe they're both up in like Lancaster County, Pennsylvania. Um you bring they need to be in as part of the design process because you're using them to create this design and this construction. In terms of proprietary though, uh one of the things that they did tell me is they're not their own MEP, they're not their own in-house, uh you know, um uh finishes group. They

075bid out They still bid out all of those components uh to the local trades up in in Pennsylvania, we'll say. So, they they get competitive pricing for the tile work, the drywall work, the floor work, the concrete work. And then all of those trades come in to that factory and do their work within that within that factory. Thank you. Okay. Mr. Di Lorenzo and then Mr. Setting. >> [clears throat] >> Um thank you for the presentation. I I I enjoyed it. I'd never heard of this particular construction method. I you know, one of one of my concerns with all these new construction methods is what what really is the life cycle of of the building. We don't really know what it's what it is, what the manufacturer says it will be, and So, it may

076be cost effective to deliver, which is fantastic, but you know, how how long would the building last? I mean, some buildings are standing 100 years later, 200 years later, and some buildings may have a 30-year life cycle. If you look at some of the new construction methods now, it's it's concerning how how long will these buildings last. So, I would just recommend, you know, taking a deeper dive on that because it's it's pretty critical. Mr. Setting. Thank you also for the presentation. It's helpful. I think just to bridge to what Ms. Marin was asking about the what now? I think is that what is that what you said? Is it So, three three questions, I guess. Well, one question with three I guess. Um is there any swing space options coming up in the very

077near term, which might be a pilot, a decent pilot to try this? And then is there anything at um I know that Dunn Dunn Loring is the bid is due. Is there a mechanism for a hard pivot if you really wanted to go down this? Um that would probably be highly unlikely. And then Skyview, obviously, is the other one. So. I I answer So, um let's go the easiest one first. So, we did do analysis on Dunn Loring. If we pivoted to a, you know, cost savings versus time, and and we didn't think we could deliver you know, we would go behind we we would take steps backwards to do it to get a design in place, right? Cuz you have to start the whole RFP, and you're 4 to 6 months into that process.

078We'd gain time back manufacturing on site, but then delivering it, we'd still be, you know, 2 or 3 4 months behind. And for us, delivering a building at the beginning of the school year is is critical, or it's potentially sitting there for a year. So, it was really about could we pivot in time to do that? The answer was no. Um we didn't think we didn't think we could do that from our our analysis internally. Um so, the Skyview question. I don't know that there is you know, currently we're in a 2232 review process right now. And so, um that's a land use requirement. So, it was a private school, and we're switching to a public school. And so, there isn't really any new construction that we would do there. There is two shell buildings

079that would need to be renovated to do that. And so, it wouldn't be a good application there at this point in time cuz it's the building the main building is there. And to answer your first question would be do we have a some sort of you know, easy little my words test case to do that? And the answer is probably not because you know, the next building um uh it we're really looking what's what's in the 2 to 3-year time frame for awarding of a project. And uh Scott, you might have to help me here. I think we got Willow Springs is coming up at some point. We have uh potentially, I think the best case would be for the CIPs, we identify the new build being Silver Line, which is an elementary school out

080in the western part of the county. That might be the best uh time frame to do that, but off the top of my head, Scott, is there something else you were thinking about? Yeah, there's a professional advisor group that we have in-house that's kind of evaluating these things right now. Um as part of the evaluation of the complex project to potentially use design-build or or CMAR uh delivery methods. And part of that that analysis is looking at the project sites for the projects coming up. And is there the potential to do that swing space? Does the site allow you know, allow it both access-wise and just overall size-wise uh to be able to do that? And there you know, there there's possibilities at at one or two, you know, uh coming up that we uh

081are evaluating that, and we'll make a recommendation. Thank you. All right, I'll take a quick Did you want to Okay. Um So, keying off of what Mr. Setting and Ms. Marin said, the ideal type of project, do we see a potential after the FCA comes down after the renovation queue is is re-looked at of of maybe taking a look to see if one of those projects would logically fit in for this type of construction. I guess the question is to the point where do we go from here if we think this is a viable tool to keep in the toolbox or if it's something that maybe a one-off project, or is it something that we could leverage across the division? Hey, so I think there are a couple questions that we got to ask internally

082and can go out and, you know, make sure as Ms. Marin was saying, is there anything prohibitive of us doing it within our Ed Specs or within our Master Specs, right? So, I think that's one piece. The second piece would be I think we're going to go forward, let's let's pick a test case to do that with, right? And that you know, this may be a multi-year event to get there. And if it's if it proves to be a, you know, a a viable method to go forward with, then I would think the answer is it's something that would be adopted for the division. Maybe not in every instance, but, you know, Yeah, I would think so. I mean, you mentioned Silver Line. I would think that would be a very distinct possibility cuz that

083is a pretty small footprint. And to Mr. Dunn's point of going vertical, I think that's a I don't know what the acreage of that site is, but it's pretty small if I remember. But we're I don't remember off the top of my head, but yes, it's small. Yeah. It's small. It's elementary school. >> For elementary school, it's it's small. Um but uh anyway, um okay, any other questions? Oh, Ms. Marin, sorry. Yeah, so another few nexus points. So, the 2008 queue, there was a point on the previous board which ran through 20 23 where we had to decide like are we going to continue with the 2008 queue or interrupt it. And we decided at that time to continue with the 2008 commitment. And now that we're doing the facilities condition assessment, like we are

084still like waiting like we're kind of locked in. Um Skyview sort of disrupted that, and we are able to, you know, we can move the money around. but the board has been trying to stick with this commitment because the schools you know, people in schools have been waiting. So, that's one thing that we're just kind of hurry up and wait. The other thing I'm thinking about is, you know, Mr. Dunn has said many times the cost of these renovations keep rising. Like at what point do we analyze that it's just going to be less money to build new and tear down old. And so, even if that becomes a swing space, like couldn't we build a factory model of factory design as a swing space? And cuz even that was like a revolution. We've never

085done that before here, and that's now in our policy that we can. So, this gets back to just my questions about what's our plan? Like could we plan for a swing space? Um you know, I hear the the response about Dunn Loring, but to wait for the silver line, I mean that's like at least a dozen years away. Right? I mean, it's not that school is not coming online anytime soon. So, how do we fix, you know, the schools that are really in need now? And maybe we have to wait for the FCA, but okay, then what? Like what can we start putting in place to start testing out the um factory? If that or whatever is the option, but if that's a good option, like let's try it. So, yes, ma'am, noted. I I

086I think it's a good suggestion. Let it What What is the FCA? How's that going to inform the process? So, absolutely. So, we'll move on to policy review agenda item 3.05, policy 8410, leasing for school facilities. Uh Mr. Gordon. 8410. Yeah, so 8410 So, what I took from the last time we met in CPDC, we were asked to align look at lining 8410 with 8420. So, 8410 being leasing of community use of facilities, 8420 is a community community use uh policy. So, and specifically was we're asked to do some sort of analysis or lining of them based on um uh requiring insurance. So, this is for the group. So, we have, you know, again, we have um you know, 500,000 community use events a year in our facilities. So, they come into one of our

087facilities, generally you got to sign some identification requirement, show proof of insurance. So, in school board policy 8420, uh identification statement and a minimal liability insurance of a million dollars for them to come in to do that. Um million dollars generally would cost about $100 for a vendor to do that, right? To get that type insurance. And so, I think Ms. Marion had asked, hey, we have this policy, doesn't seem to be aligned with 8220. And so, ma'am, what I did was I took the I worked with uh Mr. Muick, looked at 8420. I used the uh language that's within 8420 and added it under I think it's paragraph 10 and just put the same identification requirements in there so that the two policies are aligned as per the request or the analysis and that

088for for this review. So, that's where I have for 8410. And just to be clear, is this Was this born out of Mr. Dunn or someone's asking about that insurance coverage specifically? >> it was Mr. Dunn had My apologies. I thought it was you. I'm just trying to remember. It's been back and forth. It was Mr. >> Dunn Mr. Dunn, I think um and you can speak for yourself, of course, but I think you had the concerns about the insurance requirements. Yes, that's correct. Um I'm I'm sorry. I'm not following. Are Are we eliminating the million-dollar requirement or or what's the what's the outcome that is being proposed? Hey, sir, uh the I don't think I have the authority to eliminate it. It was per an OAG recommendation, I think in '22 or '21 or

089'22 that said we needed to add it in there. So, this was just going back in uh the ask or the task I took was to align the two policies. This is This is aligning the two policies and making sure they both reflect it. Okay. Um Could I ask um I'm I I wasn't aware it came from an OAG recommendation. I mean, I'm I'm I'm happy to have my staff go and dig that up. Um but I I guess I would appreciate it if uh if uh if you could come back with and and obviously speak with the superintendent with a recommendation whether the million-dollar policy is is necessary because um I I I I don't think I was the only one who has heard from my constituents, nonprofits, and such who have had to

090stop using FCPS facilities. And understanding the data is still used 500,000 times a year, which is remarkable. Um al- although I I thought it 50,000, but maybe it is 500,000. Um but uh you know, I have heard from many community organizations who aren't able to use FCPS facilities anymore because they it's cost prohibitive. So, um they just uh I I believe it costs more than $100. I mean, I've had several groups say it costs several thousand dollars, and these are groups that typically operate with a total of a few single-digit thousand dollars per year as their total budget. Um you know, theater community theater groups or, you know, other nonprofits, charities, etc., or civic associations, and and they just don't have that kind of money. Uh so, they look to other places that may not

091be as robust or as as as a school. So, if there could be a recommendation made about whether that million-dollar requirement um was well-intentioned, but perhaps has adverse effects um and may not be necessary from a from a school perspective. Hey, sir, noted. I'll take that back to Dr. Reed. Uh and I'll just and I'll just reference it. This is an OAG report from 2021 that directed basically prescriptive language that went from may to shall. Required the identification requirement. Thank you. So, I'm remembering you know, this policy 8410 is called leasing of school facilities. But we had a question in some conversation that how does that differ than community use, which is 8420? Two different policies, and what Mr. Dunn just said about small nonprofits using our facilities, that goes under community use. And I'm

092wondering like what are the data about? Like are we leasing our facilities? And knowing that we have such limited extra space, I feel like we should understand that, but all the more I I think the we got to get the community use piece right because even what's put in here about, you know, the following groups who would be considered, public supported private nonprofit, government, you know, county government agencies. So, when I did um my review of the um community use back in December, and that was a culmination of being on the athletic council and working with Mr. McDaniel on facility stuff for the county, like we again need to prioritize our kids and staff, and then next is the community, and then, you know, maybe finally it's private. So, I I think this is like

093a huge meaty thing, and the question about insurance is something, you know, if it's $100 for the insurance plan, you know, for a small group that might be too much, but it's not, you know, like a million dollars for a million-dollar plan. But we need to understand are people even leasing our facilities? I think that's a data point because I don't I don't think they are. Do I mean, do you know? But regardless, like the work is in the community use policy, and I will send it to our new members once we get your email addresses. It's all cued up. So, may I might I know we have we as an organization have 11 leases that we do, right? To include this facility. I I want to say we have a handful of leases that

094come in, two to three. And in those in that the the risk management piece and identification piece is is part of the lease agreement. Okay. But then we need to be clear because I think the groups that, you know, Mr. Dunn is articulating are not those kinds of groups. I mean, leasing like So, this building is leased. We lease it. Right? Who is leasing our space? And, you know, is it And even the SAC program, school age child care, they don't lease our space. We have an MOU from 1980s, hasn't been redone. So, like we're not getting the right size there. So, if we're talking about five programs, that's fine, but then let's make this crystal clear in the policy that we're talking about leasing and not just using it a few times a month

095or year. But off my little handy-dandy lease sheet here, I have four four line items. One of them is uh Apple Federal Apple Federal Federal Credit Union. Right? Yes, ma'am. Uh restaurant employee parking for Luther Jackson. So, I think folks that park in the um restaurants can use or the employees can park over there. Um I track in Falls Church McLean Children's Center, Lemon Road Elementary School. United Community Early Childhood Learning Center, Bryant. I'll let you copy that if you want to you want to take a look. Well, I think that's really helpful because, right, Mr. Dunn, like these are not the groups that we hear can afford that insurance. So, I think >> Correct. Right? So, this policy could be what it is, and I don't know that it's then nec- necessary tenant selection.

096We're not giving leases to the Fairfax County government. In fact, we're trying to get space from them to park our school buses and all these things. So, I mean, now that we if this policy is really about leasing, we need to make it way more clear in the policy. So, Susan, I since from our perspective, 8410, the leasing agreement would cover the risk of indemnification as part of the lease agreement. So, then would we want me to strike that piece out then? >> Well, I don't know. I'd want to see what the audit report was, but if our our beef with it was we were were we were hearing that community groups, nonprofit groups, Boy Scouts, whatever, were being asked to have coverage of a million-dollar insurance policy. And we thought that that was not

097in line with the community use. But if we're talking about leasing, then yeah, I think we want to people to have insurance. This way if they damage our place, right? But so, then we don't need to have tenant selection. Is this actually what's happening? I mean, you've got public and then private nonprofit, county government, private nonprofit. I mean, they're not private nonprofit. The Right, like who are we We need some data to understand what this policy needs to protect. So, I don't know if anyone else wants to help me articulate what we want to get back and make it really different than community use. Like what information would we need to know? Yeah, cuz I remember that there was the there was a I think there was a I'd call it a nomenclature confusion between

098leasing versus community use. And this policy is, you know, the Apple Federal Credit Union lease, not the Cub Scouts that want to use the cafeteria. Um even though the Cub Scouts that want to use the cafeteria, I'm inferring have to have the same insurance policy coverage as the credit union over here. That's why that was That's a question I don't know that they have to. Well, that was the concern that was raised, and I'm inferring that from the two different types of policies. >> The community use doesn't say anything about that. That's the I mean, the insurance requirement. So, I wonder if this is like a Can we prove that actually groups are being told they have to have a million-dollar insurance fee? Like it's kind of starting to feel like an urban legend. Okay.

099Well, I don't know. Mr. City, is there a >> I've spoken with community groups that are directly told. And do you Can you say what kind of entity they are though? Are they a nonprofit? Are they a for-profit? Are they Civic associations, like neighborhood non-HOAs, but citizens associations. Um I don't remember Boy Scouts. There was a community theater group. Uh I spoke to members of a church. Um so, those are at least three examples I can remember off the top of my head, and I could probably dig into my emails to find more. Thank you. Mr. City, is there a template lease um that could be appended to this policy possibly just to be make it crystal clear, here's this policy, and then oh, it's a standard lease that FCPS typically uses. And then also,

100what is the process if I am a community member and I want to access space? And is it And the reason I'm asking that is it Is it clear that there's two channels ultimately? So, there is two channels. Again, th- this is for, you know, leasing back to us, and there's a whole community use piece where you want to come on to the on to the on to our property to use it. So, there's um whole part of the organization doesn't work for me, but there is a method to do that, a means to do that, right? You get registered, you get logged in, go to a website, and you start filling out information, and then all this kicks into place about how do you get into the indemnification piece. As far as a template,

101um I think as much as there's standardization are for our leasing template, they do exist, but they can, you know, they're going to be altered. They're going to be different based on whatever the requirement is. So, I guess the question is, do we want to send this back to staff for review? Do we want to send this to the board? I I'm I'm with my understanding of where things are, and I could be wrong, be drawing on our credit union example, I'm comfortable with this moving forward, and then the concerns about the Cub Scouts or the churches or the civic associations, um it is bifurcated off in the community use policy, but that's my understanding of this. Well, so what has been added to this is that indeed a minimum insurance coverage is needed for

102a million dollars, and that's the exact thing that the was being raised here that it's prohibited. Now, if that's the case, then I don't think that's going to satisfy why we brought it. I think we need to Look, this community use policy has been sitting because honestly, the county and the schools can't work out who gets what of the schools' facilities. And so, it's just been sitting there. So, I'd like to do them in tandem. That would be my preference because I don't want to articulate in the leasing facility who gets priority order. Should that really matter if someone's going to pay us, and they are in good standing, and you know, have some credibility, are we going to be selective? I I don't know. I feel like these are revenue generation questions for finance,

103I think, for I I feel like it's a it's beyond what I'm able to comment on. So, where um we can handle it in here, but if it's going to have community use, it may make more I don't know where community use is. It's nowhere. It's You know, the superintendent has It's this is a governance and ongoing governance challenge. And we've got big policies and governance that we're doing. So, CPDC can tackle it. I mean, I don't know. Yeah, it would be a big undertaking. I I I just had a quick question. So, what's the objective of the policy? Is it to increase public access access to public facilities, or is it to increase revenue? I think that's a great question. I I would say yes. I would say revenue. Yeah, well, yeah. I mean,

104we're not giving away the leases for free, I presume. And that's not what the policy This is I mean, it's just interesting like with the governance policy work, we're having this kind of discussion often. Like what really is the meaning of this policy? Because some of them have been dormant for too long. And so, we're coming at it with fresh eyes. Um so, I think that's a valid question, and it would further, you know, bifurcate the leasing with the community use, which is yeah, it's a it's it's not driven by revenue, it's driven by openness for community, but now it's so big that we're losing money and damaging our facilities. We'll keep We'll We'll keep it in here. >> What do you think? We should just We can keep it in here. I mean, I

105don't have anywhere better to send it. So, we can keep it in here, and then we can go back and maybe use this as a catalyst to push forward the community use conversation. Uh that works. So, okay, we'll do that. All right, next agenda item, and I do want to be respectful of people's time. 3.07 policy review, 8335, wireless telecommunications facilities. Mr. Gordon. So, for the group, we have uh monopoles, you know, basically data poles that are on about 30 of our locations, 36 in total. Um so, there six or so contracts we have with vendors to do this. And so, um primarily, we were putting these on middle schools and high schools. Uh not so much on elementary schools. I think we have one on elementary school, and that's generally used It's about the

106overall size. So, elementary schools have much smaller footprint. High schools have a much larger footprint. A lot of times in the high school, we sent pictures around. I don't know if you guys have those, but we have pictures where they're tied into maybe the structure of a uh of the stadium and the lights, so they're, you know, unobtrusive, can't be seen. Sometimes they One of them actually looks like a, you know, a a synthetic tree, you know, out there. So, one of the purpose of this, we do generate money for this, uh about a million dollars a year, I think, maybe one to two million dollars a year. And uh school gets, I think, 15% of that back for them to use, and we then use it to support other telecommunication requirements across the county.

107And so, the last CPDC, there were some questions about A, what do these look like? You know, where are they Where are they? So, we sent some pictures to the general group just to show what the general what they are. Um some of the other questions were um how have uh security and facility upgrades impacted the need? And, you know, additional towers have increased communications. Funds from the revenue generated have assisted with projects around the district. Wireless communication device uh fees for the department radios and repeaters have been used by our uh office of safety and security. Um Intersection with uh county government, and what are we doing? Uh we've partnered with the county on areas that need additional coverage over the years. Uh SBA is a one of the owners, I'm sorry, uh that

108we've that that has uh rented out our location. Um so, we've partnered with, you know, several companies and the county to do this. Um revenue generation, um FY26 is projected to bring in approximately $2 million. Estimated annual monthly revenue is about $160,000 per pole. Payments are received via monthly checks, and about 15% goes back to the school that they use to however they want to use that money. Um Uh the the disbursements occur about twice a year covering periods of July through December then January through July. Uh what exactly is the structure? We did send around some photos and showed a couple types of the towers within the stadium across the footprint. So, sir, I think those are the answers to questions that we did I think shared out through the clerk's office. >> Yeah,

109and I looked back at my notes in the last meeting there the there were no issues with the red line itself. The questions were were more information. So, I think you you've provided that. Yeah, so just on the heels of the last conversation it makes me wonder why we don't have a subsection in the leasing facilities to include wireless telecom. Because really what the wireless telecom facility policy is about is leasing the space to the telecom. So, and you know, refreshing my memory, the issue is like this is a a source of revenue. Like we could look at it with that lens just like we did with the leasing of facilities and the stadium naming rights. So, if we use that lens, the challenge with this approach is that it gets stuck in the board

110school board's approval process and then the county's planning zoning process. And so, you've got a provider who's ready to pay and it just takes a long and it just So, the changes in the policy I think could could reflect how we want to try and speed that up. So, whatever we can do to say like we will execute the lease agreement on our end as soon as the county says go, then that will save us the multi-step process that just kills these projects and keeps the revenue away. So, um so I guess two things. One is that I do have some comments that I would make, but overall like specific word, but overall I would want to pivot the policy so it talks about having us give the okay, so then it's it's like a

111good it's a package to the board of supervisors. But the second thing is would we want to combine this into the leasing world in that leasing policy because it is a leasing agreement. That might be too much for this step, but I would for now at least like to get it to a place where it's generating revenue. So. I think we could add a reference to the leasing. It refers to to this one. Um So, are we okay to send this to the board or do you want I Well, um I I have some changes because the red line that we got um does not have that language about lease execution and it talks about reviewing and magisterial member and I I Yeah, because I if I recall historically sometimes you know, these could lead

112to some consternation in the community. I think that's why that language is in there. Yeah, it was just a little repetitive and also, you know, talking about that it's for admin and not only schools and even less you know, more so we could do admin buildings or maintenance buildings like specifying that we prefer maybe those buildings. So, there would be some changes I'd want to put in here. Um And then just suggest the specific about trying to execute the lease agreement before sending it to the county while reserving the board's right, you know, to review. So, I could bring back some suggested edits, share them with you first Mr. Gordon before we put them on the agenda. That works. >> [snorts] >> Okay. I will note that down. Okay. Last agenda item. Awesome. That's it.

113Okay, that's it. No, no, no, I'm sorry. We have one. 3. Sorry, 3. I went out of order. My apologies. 3.06 8310. Um site planning site planning and development. This was the the turf and um acreage. Mr. Gordon. All right, just conversation. All right, so we were asked to we brought forward 8310 which was the site planning and facility design and construction for site planning. And so, through the process we think we were asked questions specifically about synthetic synthetic turf about adjusting that. I have not made any edits to the synthetic turf, but just to give you uh kind of a quick rundown on what options there are. So, currently uh the uh policy mentions synthetic turf. Um Dr. Reed has authorized or directed that we will no longer use synthetic turf. Uh basically because

114of the PFAS uh component to that. And we've gone to a organic type uh husk or um uh seed type of uh infill. Uh we are also looked at a uh a second version of a of a system proprietary name called Pivot. Pivot provides kind of a a laying one system in it doesn't have infill. And some of the benefits of using a a Pivot system is um you know, roughly 20% longer life expectancy. There is a little bit of a cost to do that as well, but some of the benefits of having a Pivot system is there's no infill maintenance. Um it replicates of a natural grass look. Uh has, you know, we believe in enhanced durability. It's free of PFAS. And it can is is versatile. It can be used in many applications

115whether it's baseball, whether it's soccer, whether it's lacrosse, whether it's football. And so, we're actually we're I think contracted out to do one Pivot field kind of as a test case to see you going forward. So, uh Dr. Reed's direction is we might you know, pivot to that type of system that is, you know, not um on organic type of thing. Uh I think there is, you know, generally their questions are is one, you know, produce more injuries or less injuries. Um we're not seeing any data talking with Tom Horn you know, chief of uh of athletics of one versus another. Not seeing any measurable data saying one's safer than the other or producing more injuries than the other. So, that's kind of where we are. So, Does that need to come back? I I

116think I need to you know, I need to edit the piece out of Well, so there was there was conversations about, you know, uh legal counsel did add comments about drought resistant. And so, the preferred language would be >> Right. So, we'll we'll those two items aside, there's still the turf component that needs to be updated. So, Right. That I did not do that. That's correct. >> What we'll plan to do is bring that back at the May meeting with along with Ms. Miron's comments on 8335. Um and then keep plugging away on 8410. Ms. Miron, did you have a One question, you know, we had done the policy uh for environmental sustainability 8542. And that's going to connect into here. So, if we remember we had a work session on it Ms. McDaniel February

11712th. I don't remember where that is, but it has implications for this one, the turf because we'd want it to be aligned. Are you able to find out what the status of that one is? 8542. I'll make a Yeah, thank you. All right, so at the next meeting we'll plan to come back with staff edits on 8310. Um Ms. Miron's going to do some redlining on 8335 and then we'll keep plugging away on 8410. Um that's the last agenda item. Is there any Okay. Our next CPD I'll circulate to the to the full group a spreadsheet so we can pick the next meeting sometime in May. Um our next CPDC meeting will be scheduled uh shortly. It'll be here in the Gatehouse Administration Center Fairfax County School Board Comprehensive Planning and Development Committee meeting is

118adjourned as of 8:33 p.m. Mr. McDaniel, couldn't uh not talking about CPDC, but can you and I talk by telephone afterwards when you get free? Thank you.