001The time is 7:20 p.m. and this April 17, 2025 comprehensive planning and development committee meeting of the Fairfax County School Board will now come to order. Uh I'll start with um the minutes of the uh February 13th meeting. Uh the minutes of the February 13, 2025 CPDC meeting are before the committee for approval. Uh, do I have a motion for approval? Sema, uh, the M Dixet. Thank you. Um, second, I have a second. Okay. Uh, all those in favor, three. Uh, any opposed? Any abstaining? Opposed? Okay. Abstaining. Okay. So, uh we have uh we have Dr. Anderson uh abstaining and everyone else uh in favor. Okay. Uh now we will move on to updates on the motions from the uh February 13, 2025 motion um uh sorry meeting. Uh so at the February 13th meeting
002uh there was a uh motion uh uh that was approved to endorse the proposed revisions to the FPAC charter and forward a recommendation of adoption to the school board. Um and since then um there was discussion within the public engagement committee uh that uh a charter that sorry FPAC is the only advisory committee with a charter and that is undesirable from PEC. So for that reason uh PC uh uh the chair uh Miss St. John Cunning made a request that we pull the charter and uh and direct FPAC to instead uh take the content or much of the content of the charter and um put it into their bylaws. And so I'd like to first make a motion to withdraw um the FPAC charter from submission to the school board. Um, so, uh, I move
003that the CPDC request that the school board chair and vice chair, uh, remove the FPAC charter from, uh, the consent agenda for the next school board meeting. Do I have a second question? Who's the CPDC vice chair? Sorry, I said schoolboard chair. Oh, okay. I'm sorry. Can you please repeat the um, Yes. I move that uh CPDC request uh the school board chair and vice chair to remove the FPAC charter from the agenda. I I I'm so sorry. I have questions. I'm a little lost. Let me try again. Um I withdraw my motion at at this point. It's not on the agenda. So I don't do Kevin do we need to withdraw it formally? No, you don't need to withdraw it formally. Um it can just die like it would die if it's never Yeah.
004Okay. So what agenda are we withdrawing it from? The consent agenda for the school board meeting because we took that taking it out of the meeting altogether. No, I I killed my motion. We don't need I know. But I I just want to make sure I understand. February 13th, CPDC approved the FPAC charter, sent it to the school board. for the school board to approve. So, it's on consent for the school board to approve. It was It was It was taken off consent. So, what are we So, what are we withdrawing? We're not doing any We are not withdrawing anything anymore. I thought we had formally pull it back. Kevin says we don't. Okay. Okay. Uh so uh I would like to make a motion then that we uh I'd like to move that CPDC
005request FPAC to uh move the content of the FPAC charter into its bylaws and bring to CPDC a redlinined version of its bylaws reflecting the incorporation of the content from the FPAC charter. I have a second. You can. It's just uh not encouraged just for expedience. But just as a point of clarification, um FPAC's bylaws are approved by FPAC. Um, so they wouldn't after they approve them, they wouldn't necessarily need to be approved by um, CPDC or the school board. So each advisory committee approves their own bylaws, but they you can still request that they submit, you know, a draft copy to you, but you wouldn't ultimately be the approval. Um, Mr. Dunn, may I make a request? Yes. I I know the second the motion has not been seconded. If I ask if we
006could just kind of have a conversation before we get to a motion. Sure. Um Katie, can you speak a little bit to your position regarding this request? Sure. Hi everyone. Katie Herman, uh FPAC chair. No, it's okay. Uh so FPAC is has had a charter since its inception and then I believe at some point probably early on after the charter was established by the school board you know 10 13 years ago bylaws were generated. Um Kevin Jackson is correct that to this point uh the charter has been a collaborative document. At least it's my understanding that historically it's been a collaborative document that the school board has um worked with FPAC to update as needed though it doesn't receive updates very frequently. you know, maybe every few years, every five years, you know, not on
007a year annual basis. Um, bylaws again up until this point, um, those were gen um, updated and maintained by FPAC. It's my understanding. I have not gone back to listen to the separate committee that had um this discussion, but it's my understanding that it's the desire of that other committee from the school board pees public engagement committee. Yes, PEC, sorry. It's their desire to have one um document instead of two that helps organize and define FPAC. So out of that meeting and that desire from that separate schoolboard committee um FPAC is happy to be flexible on this topic and meet the needs of the school board. Thank you. Is there can you articulate I have two more questions. Um if you can articulate the difference between a charter and bylaws I would appreciate that. And
008while you are offering that definition can you also um express any advantages or diff disadvantages to either structure? Um, I'm not sure that I'm the best person to answer that question in terms of any potential legality concepts that would come up with trying to define at the time what a charter meant for a public body versus bylaws. But again, in action, the charter was meant to help establish FPAC as a public body from the school board as well as um highlight its um mission and um topics that fall within FPAC's consideration. Um so that's my understanding of that. And the bylaws are just more of functionality of how we meet. Um what kind of membership we have, that sort of information. And my last question, I did forget this one. Um if FPAC were to
009have bylaws instead of both bylaws and charter, would it impact how members are selected? because it is the only committee where there is a robust application process because we're looking for specific skill set um to participate on the committee. With other board committees, it's you know, we pick a person and everybody just determines whatever their process is. It could be my neighbor asked me, I'm submitting the names. But with FPAC, we're really looking for individuals with specific skills. Um, would moving to a bylaws impact that in any way? I would say that's something that CPDC, for example, could have a conversation about if there's um appetite and opportunity to change that process, then we can have that conversation and FPAC is certainly willing to listen to that conversation. Um, you know, we want to continue
010to work closely with the school board. So, um, sure. And Dr. Anderson, that, um, FPAC application process is spelled out in policy 1710 as well as the, um, community advisory committee operating manual. So, it's codified and Okay. Thank you. Uh, do I have a second for my motion? Let's fix it. Thank you. Um, do you have the motion typed up sufficiently that you could put it up on the everyone had a chance to review it. Uh, with that, uh, all those in favor, I'd like to speak to the motion at this time. Okay. Um from what I think I understand here, this mo this um this activity is essentially to align um FPAC with other advisory committees, but they are decidedly different because of the policy that the deputy clerk just stated in terms of
011its membership. And so this seems to be a solution in search of a problem. um they are different members are identified differently. So I I I think I'm taking umbrage with the fact that we need to do this. So I will be voting no but these are my reasons why. Thank you. Uh for for clarification uh the desire uh of um PE was to standardize the governing documents for all the committees. Um a charter to address your earlier question Dr. Anson is generally similar to a constitution. Um in this case it would be just you know that's how uh FPAC was set up in at its inception and its intended scope of activities. Now, what I uh found when I was comparing the charter to the bylaws is that uh they both define the issues
012that will be addressed by FPAC. And because FPAC charter was changed significantly, there's now a disconnect between what the bylaws say. The bylaws were last updated 2023, was that right? Um and what the charter says. So in either case, the bylaws need to be updated even if we maintained the charter. But given that there's no um uh objective purpose to have a charter specifically for for FPAC because while FPAC is different, there's one other board advisory committee. Do you remember the other board advisory committee and the not at this time but I can there's it it's many of the requirements in the um advisory committee operating manual you know this applies to all except FPAC and maybe it was Fleek it was Fleek Act which is now disbanded right which is now disbanded so so
013FPAC you know can still maintain its differences in terms of expertise and things like that which are codified in in policy 1710 but that doesn't necessarily they require a charter to accomplish that objective. Um so, uh with that, anyone else have any remarks that they'd like to say? Okay. Uh all in favor? Uh all opposed? Yeah, you're on the committee, so you can vote on all motions. Sure. Are you opposed? Abstaining in favor? Okay. Mhm. significantly different than the other um committees and because I don't I don't feel I have the understanding about the you know the importance of a charter versus the bylaws I I understand that you could put the same information but does the charter set it is that what sets it apart so I I'll abstain because I don't feel like
014I I vote no. Uh, the motion fails. No is not here. Right. Right. Okay. Can you table that for the next meeting? Okay. Um update on board appointments. The joint board of supervisors facilities committee. Um Mr. McDaniel and Miss Baron were appointed. Uh I believe the meetings are scheduled to start in September time frame. So more information will be forthcoming closer to that time frame. um 2232 process discussion. I think uh the request was to postpone that till next time. Yes. So um that we would postpone 1.05 and 1.0 uh 1.05 through 1.07. Okay. Then we have 1.08 um school uh construction updates report. Uh yes uh 1.05 through 1.07 were tabled uh due to um a miscommunication uh and will be addressed at the next meeting. Good evening. Jessica Gillis. Um so I have
015a rather lengthy update. Wonderful. Okay. Um by project and so um and could you introduce your colleague? Sure. Um, David Bennett, assistant director of facilities. Nice to meet you. So, we are I don't know if this one's broken because it has tape on it. Sorry, I stole his mic. Uh, so I'll start with the projects and if you would like to interrupt me at any time, let me know. Okay. So, um, Armstrong Elementary School and NTP for construction was issued on March 13th and a community pre-construction engagement meeting followed on April 9th. The contractor is completing pre-construction submissions and is beginning some on-site construction preparation activities. And that was a design bid build. All of our projects are currently design bid builds. Correct. And when do you expect to start construction on Armstrong? Um well,
016we're doing all of our pre-construction activities. So like we're doing construction layown. all of our um site work will be done. Yeah. So, this summer in the next few and and do you have a projection of when you expect the work to be completed? I have a substantial completion date. I can pull that up for you. Would you like the substantial completion dates for all the projects listed? Not if it's too timeconuming. Just Yes. I have a Yeah. list of updates for each project. Sure, that's fine. Okay. Uh Bonnie Bray, the construction is uh in the first phase. The roofing work is nearing complete and phase one addition and renovation areas are targeted to be turned over to the school by um oh wait, I have an old one. Pardon me. I'm sorry. I reverted
017back to March April update. Yes. One second. I wasn't exactly sure how these were handled in the past. Um how you do these if they were posted ahead of time or not. So I think we prepared them for your March meeting which may have been cancelceled or postponed and then I just did an update to make it for the April meeting. Pardon? Says my original message can't be shown, but I don't know. Kevin, hold on a second. Let me try my trusty pocket computer. Hold on, Kevin. Kevin I'm going to see attach word document. Thank you. Great. Okay. So, for Armstrong, um Bonnie Bray, the constructions in the first phase, roofing work is nearing complete, and phase one addition and renovation areas are targeted to be turned over to the school by the end of
018May. Uh there's a very full scope of work accomplished this coming summer. um BMAR Park. We're in the very early uh in the construction process. The contractor has mobilized and is performing pre-construction work on the site such as completing the construction entrances, fencing, sediment, and erosion control systems around the property. Uh the project middles have begun to be received for review by A&E teams and FCPS. Brookfield Elementary School. Uh very early again in the construction process contractors mobilized and early abatement and uh demobilization or demolition work has started. Um site work construction continues and their project submittals continue to be received and reviewed by the A&E team in FCPS. Could you scroll down please? Centerville. Both the building and site are in the permit review process with land development services in the county. The 2232
019process and achieving all zoning requirements, however, has been a challenge and is on hold pending a resolution with Fairfax County Park Authority or an alternative solution. The project has been in design to incorporate more energy reduction strategies. So, the project will result in being FCPS's most sustainable and energy efficient high school to date. projected to have an energy use intensity of or an EUI of 13.6 and it is well below the systems high school EUI average of 53.8. The team is also doing a high level feasibility study for an offsite solution an off-site solution. So if we are not permitted to like continue with the project on the site due to the complications with the zoning, what are our other options rather than renovating on site? Cooper Middle School uh building construction is substantially complete
020and the punch list work is on the interior continues. Construction focuses now on the remaining site work and the renovation of the kissen ride and the tennis courts. Final site work is projected to be completed this July and a building completion uh community engagement uh session or ceremony is confirmed for April 29th, 2025. Rosfield phase 2 substantial completion was received on April 12th and the relocation of the students um from the trailers is taking place over spring break. The community uh end of building construction engagement or the ribbon cutting ceremony is scheduled for April 29th. Final site work is projected to be completed over the summer. Dunluring Elementary School. The project resoning request was unanimously approved by the Fairfax County Board of Supervisors at their February 4th meeting and the project is now in the
021later stages of design documents. The first site plan submission has been made to uh land development services LDS and several reasonzoning profers are being finalized. Sustainability revisions to the design are being implemented which will drive the energy uses to a net zero ready range. Drainsville Elementary School, we are still in the early stages of the construction. The roofing activities and um MEP or mechanical electrical plumbing addition uh infrastructure work is taking place. Structural steel for the addition is nearing completion and the interior partition uh construction is ongoing. Summer work includes completion of the classroom edition, the kitchen and the cafeteria. Falls Church High School construction phase two of the project at the site is progressing with the academy edition, the administrative suite, the main entrance, sidewalk and site preparation work, auditorium and set shop spaces
022have been turned over to the school for use. Phase two is working towards completion um in the April May time frame and the school is starting to occupy the space. Phase three work has commenced in the gymnasium support areas, uh, locker rooms, weight room with renovations to the gym commencing May 1st. Uh, phase three activities will increase as the school moves into the phase 2 spaces. Turnen Elementary School, the uh, Fairfax County School Board approved and the award and an NTP was issued to the contractor dated March 28th. Uh, the contractor is progressing on required pre-construction submissions. This is a town of H Hearnden um property. A community pre-construction engagement meeting is scheduled for April 23rd and the town of Hearnen has approved all permits and all ement contingency requirements have been satisfied. Classroom trailers
023are located on site um will be located on site during summer break. Justice High School, the project has turned over to the school and is in closeout. Uh the three-story edition, the cafeteria expansion, the new stadium restroom, and a new outdoor classroom were turned over to the school at the start of the 2425 school year ahead of schedule. The capital projects completion event ceremony is scheduled for May 28th at 9:00 a.m. Lee's Corner Elementary School with schoolboard approval for the construction contract this past January. The project is in its very early stages of construction. A community pre-construction engagement meeting was held February 28th. The contractor has mobilized and commenced early site work and limited demolition within the building. Project submitts continue to be received and reviewed by A&E team and FCPS. Louise Archer Elementary School.
024The full facility has been turned over to the school and the project is in the final stages of wrapping up the fieldwork and minor punch list items. Final site work is being done in preparation for a final site walk with the county and the town of Vienna as this is a town of Vienna property. and a capital project completion event is scheduled for May 13th at 11 am. Mosaic Elementary School, the final phase of construction is underway, which includes the construction of classrooms, the administration suite, the main entrance, and the clinic. There is one last summer left to complete the remaining site work, the sack rooms, and corridors to ensure the project is substantially finished for the upcoming school year. A community meeting uh an outreach meeting took place in late February 2025. Wakefield forest
025full facility has been turned over to the school and the project is in the final stage of wrapping up the field work site work over spring break minor punch list items and a capital projects completion event is being coordinated by um office of community relations and engagement with the schoolboard member staff date pending Willow Springs the design is currently being modified to locate the entire building in the R1 portion of the property because a resoning will not be granted for the portion of the site in the RC zone. Uh sustainability revisions to the design are being implemented which will drive down energy uses us usage to a net zero ready level. That's our current update. Thank you for your time. And that's just all the schools that are being renovated. Uh there's a larger number
026of schools receiving security vestibules and larger number of high schools receiving stadium bathrooms. Is that right? Correct. Yes. I didn't realize it was such a large number of schools that were being worked on at any one time. How how many of that how many is that in all? So these are the projects I don't even know the number right now that are either in design or construction. [Music] um I say 13, but I'm not really sure. And then we have projects that are closing out. Um which we mentioned here. Our our stadium restrooms we're finishing up. We're targeting uh you know by the end of this school year. Um our outdoor classroom projects are moving along quite well. And um I believe we we will have a facilities update for you as part of the
02790 days or every quarter Janice provides that um update and we are working on it currently. So it should be show you uh for this next quarter. Okay. Uh any questions? Caroline, did you have a question? Okay. Um all right. Uh moving on. Um there was a request so agenda item 1.09 uh different renovation cues. Um I don't know if are you prepared to speak to this? I'm prepared to read the statement. Um Kevin I forwarded you an email please that you can Okay. Okay, background. FCPS implements the major maintenance and replacement of capital pro capital assets. This work is funded by a combination of operating funds, county infrastructure replacement funds, non-bond construction funding, county syncing funds, county year end. Actual budgets have varied year-over-year. Currently, this work is not funded by bond referendum funding.
028More information regarding funding sources and past budgets can be found starting on page 174 of the adopted FY26-30 CIP. Pages 174 through 176 of the CIP also shares more information on the types and categories of projects implemented with the forementioned funds. General category categories include HVAC, ADA, roofing, asphalt, athletics, elevators. Below is a more detailed list derived from the categories mentioned in the CIP. Please note, not all capital assets are on this list and do not have a regular replacement schedule. For some of the assets below, only one school may be identified per year or there may be a year where there's no replacement for that type asset for that asset type depending on funding limitations. While assets on the list, spend plans are developed with identified projects contingent upon available funding. Facilities use age,
029date of last replacement as the primary factor for identifying work. However, additional data such as work order history or condition performance data is also considered where available. Tenative plans are made one to two years in advance, but but there is not an established long-term queue that is committed to allow for asset work to adapt to new maintenance needs and to review new data. Capital asset work includes HVAC equipment replacements. Examples: rooftop units, boilers, chillers, building automation systems, switch gear servicing, emergency generators, interior lighting, ADA upgrades, interior and exterior projects, school age playgrounds, ADA and equipment replacements, preK playgrounds, elevators, rooftop solar, roofing replacement, gym floor refinishing, Painting, interior flooring replacement, interior bleachers, exterior bleachers, asphalt, stadium turf, practice field turfs, athlet athletic lighting, tennis courts, athletic scoreboards, running tracks, it infrastructure not funded by facilities,
030and safety infrastructure are also not funded by facilities. Thank you. Um, Dr. Anderson, thank you. If you could just set some context a little bit, I I I needed to understand the organization here. So was the question or rather the intent of the agenda item to identify the different types of revenue Q re renovation cues or to talk about doing a different type of renovation queue outside of what we have right now. I'm not understanding what the purposes of what the intent is of this agenda item. So if you could just help me understand then I'll know how to absorb this information. Sure. it it the intention is not to cause any changes but instead to uh provide transparency and understanding to CPDC and by extension to the school board because in different documents over
031the past year and a half there has been references to a playground Q um you know an athletic field Q um and the word Q keeps getting used I see and and so my request to Miss Samsky was uh can you please put together a one-pager or a couple pages that will list all the different cues? Um and and I wanted to understand um you know how is it is there an actual queue number one uh number two what is the list of schools in what order on that queue and number three the source of funding for that and kind of where we are. Thank you. Um, thank you. That that is very helpful. Um, and I think what you requested was a good request for us to really organize all of the thinking. This
032does not do that. I I'm not sure what this is. Are these Is there a tennis court, an athletic scoreboard queue? Is this what I'm supposed to understand? Because I don't see that reflect being reflective of what you've just stated to me. We do have developed cues of all of these items. Um, scroll back up, Kevin, but we I don't know what this is. Okay, this is a list of capital asset improvements that we do on an annual basis. The funding being provided by um infrastructure funds from the counties, the syncing funds and the um non- construction funding. But this list provides an idea of the different types of assets that we do develop a queue for. So for HVAC equipment, we have a one to two maybe three year development of this these are
033the schools or these other items that we're going to be replacing if the funding is there building automation system the same thing we have a one to twoyear idea of a queue and I think thank you for that um what I think I was envisioning based on what Mr. done just shared is and I'm just throwing out random things just for the sake of this example that we have a roof queue and here's the heading roof queue and these are all of the schools that come under that are in that queue and this is how it's funded. Then we have a a painting queue and these are the schools that would be painted and this is how we pay for it. Then we have a elevator, you know, queue. These are the list of the
034schools under that. So that's what I was picturing and you're shaking your head because that seems to be what you were wanting personally. That's what would have been helpful to me because this is hard to decipher as to what is cute and what is just a listing of things and it doesn't identify the schools or necessarily in a clear way the funding sources and that information we can provide. Okay. Thank you. May I ask a couple questions? Um, so is there an Excel spreadsheet, for example, playgrounds? Um, information provided last April was that uh half the playgrounds in the county are past their useful life. It doesn't necessarily mean they're rusting and whatever, but they're past their useful life. So, is there an Excel spreadsheet for playgrounds that lists all all elementary schools with playgrounds
035from 1 to 150? Yes. Okay. And and how was that created? Is that based solely on the date that the playground was installed along with I believe the top of the memo said uh you know if there's other information available on condition that is correct. It is mostly based on the age that the equipment was installed, but depending on work order history or um information that we gathered from our maintenance department, the it's a fluid situation. Um as an example, today there was a water heater that was not on anybody's radar that gave way well yesterday and caused a great flood that is now going to be added to our replacement queue and that will bump something else. But in the case of the um most of these cues there it's based on the age
036of the that they were installed their current age and their maintenance history. So I I've seen in in uh CF presentations I believe that uh it's either close to 400 or close to 500 million is a maintenance backlog and is that but there's also a separate infrastructure backlog which seems to overlap with to some extent because you have HVAC here and HVAC is normally part of infrastructure correct this is mostly infrastructure mostly infrastructure okay um I don't see asphalt list listed that was listed Oh, that's further down. Okay. So, um can you talk about the Okay, I'll ask one more question and then sorry people are getting excited about this which is great. Um can you talk a little bit about the inter relationship of these cues and how they'll be influenced by the facilities
037condition assessment that the board has funded? Okay. These cues currently what we have is from the information that we have ascertained through our own asset database and that is based on the um age of the equipment or the age of the system. The facility condition assessment is going to once that is completed will supersede this list and that would give us more comprehensive information on the exact nature of the equipment and the potential funding for their replacements. But this is the information that we have developed in-house within the office of facilities management and um with our knowledge by the third party will be conducting the FCA and that third party in information for the most part will supersede this the cues that we have developed. Miss Dixon. Oh okay. Thank you for the list. This
038is helpful. Uh I did want to say some of them say replacement and then some of them would be just a repair. No these would be replacements. Uh so the stadium turf are the isn't that county decides which one to fund and cuz I remember there was a lot of request in Chantelli High School. stadium turf. We have um a cube based on the year of the original install and the stadium turfs FCPS is F FCPS um funds the placement of the practice turfs the general county funds the park authority but for the stadium it is FCPS funding and that replacement schedules based on the original install date usually 10 years. So none of them is repair work. This is all replacement. Correct. Yes. And um in a year or so, how much of the
039budget do we allocate out of our CIP funding is for the replacement? Roughly 17 million. That's that's about it. That's about it. Um and how far out we are to if we have to replace all the schools which are have falling apart you know playgrounds and all what how long will it take to fix all of that? I cannot honestly answer that. It all depends on the funding levels in the renovation queue and we we looking at uh $500 million in funding for that. Is that the current backlog is around that? Yes. Okay. All right. Thank you. So, you all do not include a timing. Like if you have 10 schools listed for interior painting, um you don't have a time frame. like for the eighth school like it's going we're going to get you
040in three years. Is there any timing? We try not to do that because um we do not know what emergencies will come up that will prevent us from keeping faithful to the queue or to the list that we have developed. Like I mentioned earlier today, a water heater um from a site that school that was renovated less than 10 years ago gave way and this was not part of our um replacement schedule. So that will have to take priority and something else will have to fall off. Okay, understood. Also, when you guys have um an item in the queue that's in there for end of useful life and it comes up, but the work order because I know a lot of it goes by work order. So, if it hasn't had a lot of work
041orders and it's at the end of useful life, you all determine whether or not it gets replaced. If you decide not to replace it, does it go to the bottom of the No, it doesn't go to the bottom. It just slides. Okay. All right. Thank you. Any other questions? I I have one more. Just one more. For some of these items, is there a way for you to identify in a renovation which ones would be included in a renovation and which ones sit outside of it? Because I tend to have um I I guess inconsistent information regarding playgrounds. Are they included in an elementary renovation or are they outside of it? I I'd like to get a good understanding of that. I guess it will be particularly um impacting the external um facilities, fields and
042grounds and things of that nature because obviously the building will all be touched and the HVAC systems will all be u addressed whether external whether or not it's athletic infrastructure or playgrounds as you referenced. Um it also depends on one the age of the playground. At times we have come in and we've been facilities as opposed to design and construction have come in and recently replace the playground due to the because the renovation queue versus the replacing schedule is not consistent with one another. So in the case where we have just recently replaced a playground within 5 years design and construction may not touch it. But it all depends on where the renovation is also taking place. Maybe they need that plot of land and they will have to replace it. Um facilities that was
043responsible for for the replacement of athletic tracks, tennis courts, and like I said, our schedule did not always coincide with DNC's. So at that time during renovation if we it was if it was on our radar if we had just been recently replaced design and construction would not touch that athletic facility. Is that the same case for HVAC systems? Let's say a school had an HVAC system that was beyond its lifespan and it gave up and it was replaced and then that school um was in a few years after part of a renovation. But yet the new HVAC system was in good condition. Would that be replaced or not replaced? That would be replaced design according to their designs and but whatever if it was fairly new, we would try to re remove that equipment
044story and re reuse it elsewhere. I see. Okay. So that's another reason why staying in step with the renovation cycle um removes the need to do double work and spend twice. Um thank you. My understanding that generally if there's a school that's going to undergo a renovation then any maintenance work is postponed or taken off the schedule. Is that correct? Not maintenance work, replacement work. Replacement. Um yes. Um so say if a school is within 5 years of renovation. Um we try not to do major replacement like flooring um painting because we know that that will be undertaken during the renovation queue. But whatever we do, we always have to maintain a safe and healthy schools. So that dictates whether or not it's one year out of renovation or two of 10. We have to
045maintain. Okay, makes sense. Um, just as a as a follow-up action item, could I just ask that you I know it said there's some items that are not tracked. Do you have a list of those unttracked capital asset items? We can provide you a list. Yes, that would be great. and and if you can also provide to CPDC, you know, the the cues for these items you have listed, that would be very helpful. All right. And if if if at all possible if you could also provide um you know you said 17 million just as an example like last year like how much went to each of these you know just to give us a sense of you know and and if and or if you prefer what if whatever is easier like if there's
046certain categories that you tend to regularly spend on um that would be helpful to know like where the money usually goes. Okay. Thank you. Any other requests from other committee members? No. Okay. So, that um we'll move on to Thank you for the presentation. It was very informative. Um agenda item 1.10. [Music] Um, follow on EIP following motions report. I believe that the following motions will be discussed fairly exhaustively during the May 6 work session. So, uh, I'll just postpone that. Um, updates from the chair. Uh, agendum 1.11. Um, I've been working with Miss Marin uh to prepare for the May uh 6 work session. I think it'll be very productive. Um, I'm preparing an executive briefing. Uh, I know Miss Sansky when she returns is preparing some slides. Um, and there will be a
047lot of uh topics to cover, but the goal is to uh get through all the material fairly efficiently. Um updates from uh FPAC. Yes. Hi. Just a few items I thought I'd mention for CPDC members. One is uh you FPAC is working very diligently over the next few weeks to um pull together the final components of our annual report. We expect to send that draft to the staff so that they can so that it can be shared with school board members by the end of May. So we are um working towards that. We will be discussing quite a few of our topics at our next FPAC meeting which is um on also May 6th. So it'll be a busy day for I think a lot of us. Um but anyway, so so we're working to
048tie up those uh topics and looking forward to presenting our annual report to the school board. And then the only other item I would like to request is in the past um FPAC has put forth in our annual report topics that we believe the school board would like us to look at in the upcoming year because our annual report every year is you know a wrapup of everything we've done for the previous year. Um, there was a lot of discussion last June when we provided our report out to the school board during a work session and I welcome any feedback that CPDC members would have on our list of four to six topics that we usually look at every year. Um, I would be it would be very beneficial to FPAC as we change and
049evolve our work product to have feedback from CPDC before we finalize our report. if we could get that feedback before we we finalize our report for topics for next year um as just as a means to help us plan to make sure that our report is uh reflective of what's been discussed in CPDC or with other school board members as well. As just a reminder, FPAC takes direction from the school board on what we research and the topics we provide recommendation recommendations to you all on. So, in order for us to be more effective, we would like to make sure that we are working on the topical areas that you're interested in. So, we welcome that feedback. I would love to have um and if if there's feedback available, I would love to hear more
050of that on the May 8th CPDC meeting. Dr. Anderson, Jessica asks, is your final report, did you share that it was ready? No, it'll be ready by the end of May. By the end of May. Do you did you want to share a copy with us in advance for our feedback from this group? We usually we look for we don't look for feedback before we finalize the report. I mean Matteo will as the FPAC leaison from CPDC he can see you know a draft version if if you would like to see a draft version uh before it's submitted to staff you know we could accommodate that um but a draft version would not be available until maybe 20th May 21st and then it's really a quick turnaround around to provide it to staff for their
051um packaging as an official document to the school board. Uh um uh you mentioned wanting feedback before the final report. Do you have a list of topics that you're considering for next year? And if so, we can circulate that to the board to solicit their feedback. I've not put together a list yet, but I can work with FPAC members to do that. That would be helpful. And you don't you don't you don't necessarily have to do it in the draft report. If you just have like a short list of bullets or something, um then I can circulate that to the board because we go through a similar process with the uh auditor general u a list of like audit topics for the next year and and they're sometimes conversations or sometimes just email responses. Okay.
052Could I ask a follow-up question related to that? Would that feedback be sent directly back to FPAC or would it be would it come through CPDC first before it's distributed to FPAC? I I think it would just go straight to FPAC. I I don't think we have Okay. I I think we have a CPDC meeting May 15th. Um, are there any thoughts from committee members whether you wanted to come through CPDC? In the past, we haven't received much written feedback. Yeah, I mean certain certainly we can discuss it but um but uh on on May 15th and Kevin can you put an agenda item of the charge for FPAC for the following year um for next for the agenda for next time. Um any other FPAC issues? No. Okay. um updates from the facilities services
053and capital programs departments. Anything beyond what you've reported already? Um between the quarterly update and the update that we just uh went through, I don't think we have a whole lot more to add, but some additional highlights. The facilities condition assessment and the renovation Q framework is out on the market for a vendor. Uh we had pre-proposal conference um last month with over 60 attendees. The county has also agreed to review and approve our outdoor classroom permits without requiring us to install drinking fountains and lavatories. Um that would have made the projects financially infeasible. I think that might have been a topic here before. Uh we've refiled the permits with the additional information they requested and our um estimated time of approval is the end of the month. The first round of outdoor classrooms currently
054under construction as you may know and the um the substantial completion for those is early May permitting. We are in the final phases of receiving permits for the 15 locations that were being held up with that um permitting issue with the bubblers. And our goal is to advertise these by the end of this month and receive bids in late June. Construction completion would be early 2026. Um, a Centerville meeting was held last week between FCPS and the county, um, which I gave you a little bit of an update on. And the stadium restrooms, of course, are still under construction. Uh, more than half have been delivered and set in place. Um, more coming online within the next few weeks. Then the final unit is uh Hayfield in early July. And Hayfield is the last one
055because it's a combination of a concession stand and a stadium restroom because we had to um the only place we could put it was where the existing concession stand was. The next boarding on the next board meeting there will be consent to approve of power purchase agreements for solar panel installations at 25 more schools. And the first round of nine schools are currently in design and we plan to file them for permit in the next 60 days. Once the 25 are approved, if the 25 are approved at the board meeting, this will catch us up and put us on solar on any relatively new roof and that could sustain the 25-year term panels. Then the plans to do smaller uh intermittent contracts as we finish batches of renovation with the new roofs. And um our
056next quarterly update, as I mentioned earlier today, will go out late April, early May, and will include all the work that we've been performing over spring break. As you know, that that's a big push for us. Thank you. Any questions from committee members? We have two upcoming CPDC meetings on May 1st and May 15th. Uh they will both begin at 700 p.m. in Gate House Administration Center room 1600. [Music] Um I know we had to cancel unfortunately our March meeting. Uh I'm just wondering about the necessity of having two meetings in May. Can I ask especially within two weeks of each other? Um can I ask for feedback from committee members? May 1st. May 1st and 15th. Kevin, have you done a quorum check for the two May meetings? Not yet. These were scheduled at
057the end of the in the beginning of the year in um August. So, okay. Um can folks advise their um Okay, I would recommend that we only have one meeting on that month and since we already have a conflict for the first just to stick to the 15th, Miss Dix. Okay. So, we will uh cancel the meeting for the 1st and uh proceed with the meeting on the 15th. Um so, with that, um this uh Fairfax County School Board Comprehensive Planning and Development Committee meeting is adjourned as of 8:21 p.m. Thank you. Thank you, everyone.