Hall School Building Committee

1. Hall School Building Committee Meeting 3/4/2015 Agenda Documents: MEETING 2 3-4-15.PDF 2. January 7, 2015 Meeting Minutes Documents: MEETING MINUTES NO. 001 - OPA HALL ES BUILDING COMMITTEE01- 4F.PDF 3. Architect Review Of Work To Date And D.O.E. Input Documents: MEMORANDUM ENROLLMENT PROJECTIONS 030315_2.PDF  HALL SCHOOL BUILDING COMMITTEE Date: Wednesday, March 4, 2015 Time: 6:00 p.m. Location: Hall School Library AGENDA 1. Approval of Minutes –January 7, 2015 Meeting 2. Architect Review of Work to Date and D.O.E. Input Oak Point Project #21402.18 Building Committee MEETING MINUTES - No. 001 Meeting: Hall School Building Committee Date: January 7, 2015 Time: 6:30 PM Location: Hall School Gymnasium, Portland, ME Project: Hall Elementary School Notes and observations were made by Allison Towne DiMatteo The following is a summary of the issues discussed in the order presented: Meeting Agenda: Copy of agenda attached Action/Date Item Item Responsible Party No. Attendees List of Attendees at end of Minutes New Business 1. Introductions and sign-in. Motion passed 2. Motion by Building Committee ("BC") to elect Laurie unanimously. Davis as Vice Chair of the Building Committee. Staff will create a 3. Scheduling of future meeting dates was discussed Doodle Poll • Critical dates are 8/3/2015 City Council meeting, (1st read), followed by 2nd read and vote at 8/17/15 City Council meeting. • Doodle Poll will be created in order to assess general availability and specific meeting dates • Expectation is two meetings per month from February through July. The second meeting may or may not be needed • Meeting length goal is two hours or less. • In the case of inclement weather, assume that the meeting will be held unless an e-mail from Anita Lachance is received that announces a cancellation. Meeting Minutes Page 1 of 4 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com Action/Date Item Item Responsible Party No. 4. BC expectations were discussed. Attendance at meetings is important in order to have a quorum (8 members constitute a quorum) and in because important decisions will be made at each meeting. If a member cannot make two meetings per month, he/she should consider resigning. Anita Lachance (ARL@portlandmaine.gov) is the person who should be notified if a member is unable to make a meeting. Draft Plan of 5. The Plan of Organization was discussed. Organization is • Motion to accept the Plan of Organization attached. (passed unanimously) • Discussion of amending Article II.C.v and II.C.vi to raise the change order amount requiring BC approval from $20,000 to $50,000. • Motion to amend the Plan of Organization (passed unanimously) • Motion to accept the Plan of Organization as amended (passed unanimously) Process chart handout 6. Overview by Oak Point (“OPA”) of the State of Maine is attached. Department of Education’s 21-step review and approval process chart for Major Capital School Construction. Currently the project is on Steps 5/6, but other steps can be worked on concurrently. PPS 7. Educational Specifications (“Ed Specs”) were discussed. Portland Public Schools (“PPS”) is currently forming the committee who will write the Ed Specs. Flow chart handouts 8. Flow charts for the Site Approval Process and are attached. Concept Approval Process were presented by OPA. • A request was made to attach a timeline to the sequence of the process for the next building committee meeting (See Item 13). OPA 9. A request was made that all prior work relevant to the Hall School project that was done for the Buildings for Our Future project be posted on the project website, for BC member review prior to the next BC meeting. City/PPS Staff 10. A draft Communications Plan needs to be developed regarding how social and traditional media will be utilized to get information to the public. • All BC meetings are public and information can be shared. • PTO may want to raise money to support communications such as signs, etc. • Utilize Channel 3 (public access TV) City Staff 11. USGBC LEED Certification was discussed. • East End School was designed before the City passed an ordinance requiring LEED Silver as a minimum certification • OAES was given a donation to cover the cost of LEED certification Meeting Minutes Page 2 of 4 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com  Action/Date Item Item Responsible Party No. • The State does not cover the cost of LEED certification as part of the project • Staff will determine whether a state-funded school project (with possible locally funded enhancements) is subject to the LEED certification requirement in the City’s ordinance. PPS 12. PPS to confirm if the School Board has approved the Concept Approval package prior to the City Council and State Board of Education, does the Board need to vote again on sending the project to referendum. OPA 13. A one-page sheet with a more detailed timeline for BC meetings, public meetings, School Board and State Board of Education votes was requested. 14. Meeting agenda and meeting handouts should be made available on the BC website prior to meetings, in time for BC member review. A link to the BC website should be included in all e-mail correspondence. 15. Subcommittees may be appropriate for certain aspects of the project (playground, color selection, building naming were mentioned as examples on past projects). OPA/PPS 16. Public forum is anticipated for late January. 17. Meeting adjourned at 8:30pm. END OF MEETING MINUTES The above items are true to the best of the writer’s knowledge. If there are any errors or omissions, please notify Allison Towne DiMatteo of Oak Point Associates, at the next scheduled meeting. If no corrections or additions are noted at that time, these minutes will become a permanent record of the preceding. If corrections or additions are made, these changes will be noted in the minutes of the next scheduled meeting. Meeting Minutes Page 3 of 4 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com  ••"'1 OA K PO INT ••i1 uch•ttcture engineeri ng MAJOR CAPITAL SCHOOL CONSTRUCTION ••• A S S O C I A T E S planning Review and Approval Process Chart STitT . E BOARD . E BOARD STitT STATE BOARD COMMISSIONERI OF OF OF ST.(11!IC'lMD EDUCATION EDUCATION EDUCATION OF EDUCATION I , O WNE s I I I OW: ·s ow s y COUNCIL BO D FINAL BOND ARCHrTECT SCHOOL SCHOOL SCHOOL SCHOOL SCHOOL SCHOOL SCHOOL SCHOOL SCHOOL SCHOOL SCHOOL SCHOOL SCHOOL SCHOOL SCHOOL SCHOOL ADMIN. ADMIN. ADMIN. ADM N. ADM N. ADM IN. ADMIN. ADMIN. ADMIN. ADM IN. ADM N. ADMIN. ADM N. ADMIN. ADMIN. ADMIN. UNIT UNIT UNIT UNIT UNIT UNIT UNIT UNIT UNIT UNIT UNT UNIT UNIT UNT UNIT UNIT l!'.N.W\TlON TEAM YlBIU\TlDN PRO.ECT MrNG APPROVED PRDJEC'Tll DEllllGNER SB..ECTION CONTMCT REGIONAL ANALY81S, N!!WVIJ. RENCIVATIDN ANAi.Viii SITE REVIEW, 81MW V011!'.f1, SITE la.ECTION IN IEG CONCEPT DESKIN CONTMCT BIDDNG AND AllllARD ,, .=J FINAL - FUNDNlil ·---- - ---- -- 1 DEPARTMENT DEPARlMENT DEJW{TMENT DEPARTMENT DEPAR1MENT DEPARIMENT DEPARTM DEJW{TMENT DEPARTMENT DEPARTMENT MENT OF OF OF OF OF OF OF OF OF OF OF EDUCATION EDUCATION EDUCATION EDUCATION EDUCATION EDUCATION EDUCATION EDUCATION EDUCATION EDUCATION EDUCATION BUREAU OF BUREAU OF BUREAU OF BUREAUOF BUREAU OF BUREAU OF BUREAU OF BUREAU OF BUREAU OF BU UOF BUREAU OF GENERAL GENERAL GENERAL GENERAL GENERAL GENERAL GENERAL GENERAL GENERAL GENERAL GENERAL SERVICES SERVICES SERVICES SERVICES SERVICES SERVICES SERVICES SERVICES SERVICES SERVI ES SERVICES STATE Sll'.TE Sll'.TE STATE PLANN NG FIRE FIRE FRE OFFICE MARSHAL MARSHAL MARSHAL DEPMlllENTOF DEPARIMENT OF DEPARIMENT OF TRANIPORl'lmDN TRANllPllR11'TION TRAN8FCR1llTION CF CF EIWl...........W. ENYININJIENIN. PRIC11BmON PFOOTamON IJEPNfllENTCF DEPIUmlENTOF DEPIUmlENTOF HEAln. -INE t-Eltl..'.THANCJ t-EltLTHMD lfJIWIEIYltD IUAAN 8EIMC6' IUAAN 8EIMC6' UINWYCCllP OFEllCINDOlil REVIEW - OlliERBTllra ANDUXW. - OlliERBTllra ANDUXW. This guideline provides anuverviaw for project planning PHJOeee. Pleuere1'8r IDthe SChool COnllructlon Project Wor1cbook, and The Stat. BoeJd of Education Rules for CRITICAL CRIT CAL CRITICAL CRITICAL con&llUctlon Proce&61. APPROVAL APPROVAL APPROVAL APPROVAL NOTE:Timing aid 111q.m1&menbl for Owner's Rapesentative mayvery.  Site Approval Process Building Committee School Board Building Committee Building Committee Public Forum Public Forum / Approves Site Meeting (Kick-Off) Meeting (s) Straw Poll Approval Application Major Milestone Site Approval 1. Introductions 1. Review Site Approval 1. Review Work / 1. Present Project 1. Sign Application with 1. Review Site Approval Process Progress Since Last Overview Results of Vote Application with State 2. Elect Vice Chairman Meeting Board of Education 2. Discuss Needs of 2. Review Site 2. Request Site Construction 3. Review By-Laws Community / 2. Review Work to Date Approval Decision Approval from D.O.E Committee Visioning and Input from D.O.E. 4. Review Roles of 3. Public Questions 2. Meet with State Team Members on 3. Review Work of 3. Review Educational Board of Education to Project, Committee Buildings for Our Specifications & 4. Conduct Straw Poll Obtain Site Approval Roles & Expectations Future Space Needs 5. Recommendation - 5. Overview of D.O.E. 4. Public Comments 4. Review & Comment Send to School Board 21 Step Process on Design Options & Cost Implications 6. Review Timeline 5. Discuss LEED 7. Review Work to Date Certification 8. Public Comments 6. Public Comments Hall Elementary School January 7, 2015  Concept Approval Process Building Committee Public Forum / School Board Building Committee Public Forum Approves Concept Meeting Meeting (s) Straw Poll Approval Application Major Milestone Concept Approval 1. Review Information 1. Review Concept from Public Forum Approval Application with Construction 2. Review Changes / Committee Updates to the Space Allocation Workbook 2. Meet with State Board of Education to 3. Update the Obtain Concept Committee on Approval Negotiations with D.O.E. 4. Review & Comment on Floor Plans, Elevations, 3D Renderings, & Estimates 5. Review Cost Data for Locally Funded Options (If Applicable) Additional Building Committee Meetings & Public Forums may be Necessary to Review Concept Designs. All Meetings Referendum will end with Public Comments. Hall Elementary School January 7, 2015  1. Review Site Selection 1. Review Site Selection 1. Present Project 1. Sign Application with (Recap) and Concept Overview Results of Vote Approval 2. Present Educational Process(Recap) 2. Review Educational 2. Request Concept Specifications & Program / Space Approval from D.O.E Discuss Building 2. Review Educational Allocation Program Specifications, Space Needs & Programs 3. Present Floor Plans, 3. Review Space Elevations, & Allocation Workbook 3. Discuss Community 3D Renderings Program Needs 4. Discuss Program 4. Public Questions Relationships, 4. Public Comments Adjacencies 5. Conduct Straw Poll 5. Review & Comment 6. Recommendation - on Bubble Diagrams, Send to School Board Floor Plans, Massing, & 3D Renderings from Buildings of Our Future 6. Discuss LEED Certification Process 7. Public Comments Hall Elementary School January 7, 2015 MEMORANDUM To: Anita LaChance, Director of Recreation and Facilities Management Subject: District Enrollment Projections Project Name: Hall Elementary School Date: March 03, 2015 We have recently received the 2014/2015 enrollment projections from Davis Demographics (DDP). The projections utilize the Maine State Department of Health reports for birth data in the city as well as historical student data that was provided by Portland Public Schools and planned residential developments in the city as reported by the Portland Planning Department. The live birth rate for the city is compared to the incoming kindergarten class five years later. This comparison establishes the annual “capture rate” which is utilized in the preparation of long term projections. Earlier enrollment projections from 2012/2013 showed a one-year spike in the capture rate which, if held long-term, could have resulted in a gradual increase in the overall district population. The latest projections, and two more years of data, indicate that the birth capture rate spike has not held and current trends predict a decrease in student population-- 6,987 students in 2014 to 6,846 in 2022, a drop of 2% over that time period. The enrollment projections further break down the overall district enrollment for K-5 students into individual school districts. The projections are “residence-based”, which means they are based upon where students reside, not necessarily where they attend school. DDP calculates residence-based projections in the belief that the best way to plan for future facilities changes is to know where the next group of students will be residing, not necessarily which school they are currently attending. Since these projections are based upon where students reside, the figures used as a base for each school’s resident population may differ from the actual reported enrollment for each school. An “attendance matrix” is provided in the enrollment projections report in order to gauge the effect of out-of-district student enrollment. Five of the eight mainland elementary schools show a projected decrease in resident students between the current enrollment and 2022: Longfellow Elementary (-9.5%), Hall Elementary (-16.2%), Lyseth Elementary (-11.7%), Riverton (-10.7%) and East End Community School (-9.5%). An increase in students is projected at Ocean Avenue Elementary School (+6.2%) and Reiche Elementary School (+6.8%). Presumpscot Elementary School is projected to have a relatively stable student population. Residence-Based projections by school As part of the 21-step State process for school project construction, a regional analysis is required to ensure that school districts are planning comprehensively for the best long-term solution. For most municipalities, this means reaching out to neighboring towns to understand if a shared solution might be mutually beneficial. For a large city with multiple schools within the district, like Portland, this might mean reviewing long-term capacities across several elementary school districts to see if a regional solution might make sense to explore. Given the declining resident student population in the Hall School district, a decision will need to be made by Portland Public Schools and the City, working with DOE as a partner, whether to build a smaller school than initially planned, move district boundaries, or consider other options for a more comprehensive regional solution. While everyone has been working extremely hard to bring the Hall school project to the voters in a November 2015 referendum, the due diligence to explore and debate these options will take additional time.