Hall School Building Committee

MEMORANDUM To: Hall School Building Committee Subject: Meeting Packet- 9/2/15 Project Name: Hall Elementary School Date: August 28, 2015 The meeting packet for September 2, 2015 contains the following items: • Meeting Agenda • Minutes from 8/5/15 Hall School Building Committee Meeting • Timeline for Site Approval, Concept Approval and local referendum process • Existing Hall School floor plan (not updated for 2015/2016 school year) • (2) Schematic Site Plan options • (3) Construction Occupancy Floor Plans for existing Hall School • Revised Construction Plan • Space allocation tables • Schematic Floor Plans Schematic Site Plan Options Since the last Building Committee meeting, there has been ongoing discussion about the operation of Hall School during the construction phase. Because of the difficulty in finding sufficient off-site space to house the entire student population, as well as the school’s interest in keeping as many students in the existing building during construction as possible, we are actively working on building floor plans that keep the entire footprint of the school off the existing Hall School building, with the exception of the existing rear classroom wing, which would be demolished during the first summer of construction. We have also had additional meetings this month with the Fire Department, Police Department, traffic (MDOT, Maine Traffic Resources- project traffic consultant, City of Portland), and environmental (MDEP, City of Portland) interests. Both of these things have resulted in refinements to the site plan presented at the 8/5/15 Building Committee meeting, and a second option is being developed that utilizes streets within Sagamore Village for school bus access (based on a request at our 8/5/15 meeting). Schematic Site Plan: Bus Loop from Orono Road This is a revision of the plan that was presented on 8/5/15. The school building has moved further north and west on the site. The parking lot and bus loop have been adjusted to retain a better buffer _________________________________________________________________________________________________________ 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com between the parking lot and the houses along Purchas Street. Fire department and service access roads have been added. Sidewalks have been added in the vicinity of the site entrance and parking areas to show pedestrian access to school (the walkway leading from Warwick Street between the ball field and playground would be a bike path leading to a bike rack area adjacent to the building entrance). Pros: Does not route any bus traffic through Sagamore Village, reduced outbound traffic on Orono Road. Cons: Shared bus/parent traffic inbound on Orono Road, parking is further away from ballfield, parking is more constricted. Schematic Site Plan: Bus Loop from Godfrey Street This option routes bus traffic through Sagamore Village, via Taft, Godfrey and Purchas Streets. Doing so further separates buses from parents and staff, and provides service access directly off the bus loop. Parent and staff access would be from Orono Road, or from a new driveway on Riggs and Lomond Streets. Both site options allow north-south pedestrian access (and access from Sagamore Village/Godfrey Street) to the building entrance and playground area without having to cross driveways. Pros: Complete separation of bus and parent traffic, parking closer to ballfield. Cons: Would likely require public safety upgrades at Godfrey and Taft Streets (sidewalks, possible road widening) that may need to be locally funded. Construction Occupancy Floor Plans The rear wing, which currently houses six classrooms (including Spanish, Art and OT/PT), would need to be demolished in order to fit the new building on the site. The remainder of the building would remain operational through construction, with as little disruption to the student population as possible. Three scenarios were developed to move a portion of the population off-site during construction. The thought is to move 5th graders or incoming Kindergarten students or Many Rivers Program students. In each option, there are spaces listed as “Unassigned Specials”. These are non-grade-level classroom spaces that may currently have their own space, but which would likely need to either share space or have that part of the curriculum ambulatory and the lesson conducted within the grade-level classroom. The number of classrooms reserved for the unassigned specials varies among options. It may be possible to locate a small number of modular classrooms on site if there is insufficient space within the building for unassigned specials (see site Construction Plan). Option 1: Relocation of 5th Grade Lincoln Middle School will have sufficient capacity in the 2017-2018 school year to house the fifth grade population from Hall School. This option shows that the Many Rivers Program fifth graders would remain at Hall School, not because there isn’t room at Lincoln MS, but because there may be a greater benefit for those students to remain with other Many Rivers Program participants. This option would leave two “unassigned specials” classrooms. Option 2: Relocation of Kindergarten There has been some communication between Portland Public Schools administration and Deering High School to understand whether it might be possible to house incoming Kindergarten classes in 2017- 2018 at Deering. Some renovations would have to be made at Deering (dedicated restrooms, secure separate entry, etc.) for this to be workable, but it appears that there will be capacity. This option would leave three “unassigned specials” classrooms. Meeting Packet-Memorandum August 28, 2015 Page 2 of 3 Option 3: Relocation of Many Rivers Program A location has not been determined yet, but Deering High School or Riverton may be possibilities for relocating the Many Rivers Program in 2017-2018. This option would leave four “unassigned specials” classrooms. Space Allocation Table Space allocation tables are a way to visually compare the existing space at Hall School (what you have and how big it is) with what is being proposed for the new school. Schematic Floor Plans The schematic floor plans are a first pass at how the new school is proposed to be organized, and illustrates how the spaces outlined in the space allocation table might be oriented with regard to site, room adjacencies, and first/second floor designation. More explanation of the floor plans will be given at the Building Committee meeting. Meeting Packet-Memorandum August 28, 2015 Page 3 of 3  HALL SCHOOL BUILDING COMMITTEE Date: Wednesday, September 2, 2015 Time: 6:00 p.m. Location: Hall School Library AGENDA 1. Review and Approve Meeting Minutes: 8/5/15 2. Review current project timeline 3. Review progress on Site Approval application/site investigations 4. Discuss construction-phase school operation options 5. Review and discuss concept floor plans Oak Point Project #21402.18 Building Committee MEETING MINUTES - No. 005 Meeting: Hall School Building Committee Date: August 5, 2015 Time: 6:00 PM Location: Hall School Library, Portland, ME Project: Hall Elementary School Notes and observations were made by Tyler Barter 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 Vote to request that the 1. Rob Tillotson gave an overview of a recent (7-23-15) Portland Board of Public review meeting with the Dept. of Education (DOE) Education (school board) School Facilities Division staff. take a vote on the number • A significant question is where students will be of pre-K classrooms that housed during the new school construction. should be included in the The State needs to be involved with the new Hall School (M/S/A, discussion. unanimous) • In order to include pre-Kindergarten classrooms in the new school, the school board needs to vote to support a specific number of classrooms. Two pre-K classrooms would add approximately 30 students to the school population. • Educational Specifications (Ed Specs) were well received by the DoE. They are moving toward final acceptance by the school board. Vote to endorse the 2. A Schematic Site Plan was presented by Oak Point Schematic Site Plan Associates. The site plan showed a new access (M/S/A, unanimous) driveway off Warwick Street via Riggs and Lomond Meeting Minutes Page 1 of 3 _________________________________________________________________________________________________________ 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com  Action/Date Item Item Responsible Party No. Streets. The new driveway separates bus and parent traffic and provides more space for queuing of vehicles at drop-off and pick-up times. • The schematic site plan has been shown to DoE and Planning Department staff. It still needs to be reviewed by Fire and Police Department staff, as well as state agencies (MDOT, MDEP). Oak Point will review this 3. Ed Suslovic asked if bus access could be at the rear idea and discuss at next of the site, entering from an extension of Godfrey meeting. Street and exiting at Purchas Street. 4. The management of parents accessing the drop- off/pick-up loop via Orono Road was discussed. Would an excess of parents using this entrance block busses from entering and exiting? Oak Point Associates and 5. The question of what would happen to the PPS to work together to school/students during construction was discussed. develop (3) options for • Jeanne Crocker said that if the State will next meeting: approve it, the best option for education, safety, and construction would be to relocate A. Keep Hall open during the students and staff off-site. construction, with • Doug Sherwood and Craig Worth have looked students and staff on into real estate for housing the school site. population. There may be some options but B. Move the students off they felt as though transportation will be a site, either together or challenge, and finding a space large enough split. to house the entire population may not be C. Keep most of the possible. students on site, and • The committee felt as though they need to move some students review options at the next building committee off-site. meeting in order to be able to make a recommendation about what to do with the The plans should state the students. pros and cons, and should • The Barron Center and Technology Parkway consider dust and noise, were suggested as two sites that might be length/phasing of able to accommodate students/staff. construction. OPA/PPS to propose a 6. When will the required Straw Poll for Site Approval be date. 9/29 was discussed. held? Doug Sherwood will 7. Convening a playground/outdoor learning space sub- develop a list of other sub- committee was discussed. Laura Newman was committees that have suggested to be the chairperson of that sub- been convened for recent committee. new school projects. END OF MEETING MINUTES Meeting Minutes Page 2 of 3 _________________________________________________________________________________________________________ 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 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 Attendees: Name Representing Mark B. Adelson Building Committee, Portland Housing Authority James Banks Sr. Building Committee Joe Carter Building Committee Jeanne Crocker Portland Public Schools, Interim Superintendent Laurie J. Davis, Vice Chair Building Committee, School Board Member Bob Doherty Building Committee Sean Kelsey Building Committee Katie Lamb Building Committee Nick Mavodones Building Committee, City Councilor Pedro Nieves Building Committee Dawn Kenniston Hall School Principal Douglas Ritter Sherwood Portland Public Schools Ed Suslovic, Chair Building Committee, City Councilor Sarah Thompson Building Committee, School Board Member Craig Worth Portland Public Schools Brian Jackson Building Committee Steven Scharf Public Tyler Barter Oak Point Associates Allison Towne DiMatteo Oak Point Associates Jonah Dewaters Oak Point Associates Rob Tillotson Oak Point Associates Meeting Minutes Page 3 of 3 _________________________________________________________________________________________________________ 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com  HALL SCHOOL BUILDING COMMITTEE Date: Wednesday, August 5, 2015 Time: 6:00 p.m. Location: Hall School Library AGENDA 1. Review and Approve Meeting Minutes: 4/1/15 & 7/1/15 2. Project Update-Department of Education meeting 3. Site Planning Discussion a. Review required site elements b. Impact of construction on the existing building and relocation of students c. Site Access-Connectivity to Lomond/Riggs Streets & Sagamore Village d. Preliminary Requirements for Play Areas and Athletics-School and City 4. Site Approval Application update 5. Preliminary review of Educational Specifications 6. Site Approval timeline update and approval process (School Board and City)  PROJECT TIMELINE: SITE AND CONCEPT APPROVAL FRED P. HALL ELEMENTARY SCHOOL AUGUST SEPTEMBER OCTOBER NOVEMBER December WEEK OF 17-Aug-15 24-Aug-15 31-Aug-15 7-Sep-15 14-Sep-15 21-Sep-15 28-Sep-15 5-Oct-15 12-Oct-15 19-Oct-15 26-Oct-15 2-Nov-15 9-Nov-15 16-Nov-15 23-Nov-15 30-Nov-15 6-Dec-15 SITE APPROVAL APPROVAL PHASE CONCEPT APPROVAL Major Major Major Major Milestone Milestone Milestone Milestone State Board State Board State Board State Board STATE DEPT. OF EDUCATION DOE review Draft Concept Meeting (CC) Meeting (SB) Draft Site App to Meeting (CC) Meeting (SB) Facilities Staff (DOE) Construction progress mtg App to DOE Concept Concept DOE 9/11/15 Site Approval Site Approval Committee (CC) State Board (SB) 9/2/15 10/2/15 Approval Approval 10/2/15 10/14/15 10/30/15 11/10/15 Major Milestone Council Planning Board Planning Staff Council Approve February 2016 Referendum- Public Hearing CITY OF PORTLAND Workshop progress review referendum Referendum First Read February 2016 9/8/15 TBD 12/06/15 TBD 11/16/15 Major Major Major Milestone Milestone Milestone Special Mtg: Meeting Pre- Meeting Meeting OPA Meeting Meeting Special Mtg TBD- Meeting request Council PORTLAND BOARD OF PUBLIC K Vote-OPA Special Mtg TBD- approves Ed Update to Board (update) (update) Prior to (update) to approve EDUCATION Update to Board Prior to 10/2/15 Specs 8/18/15 9/15/15 10/6/15 10/20/15 10/30/15 11/3/15 referendum 9/01/15 11/12/15 Major Major Major Major Milestone Milestone Milestone Milestone Building Building Building Building Building Building Committee Committee Committee HALL SCHOOL BUILDING Straw Poll Committee Straw Poll Committee Committee Meeting Meeting Meeting COMMITTEE/OPA/PPS 9/29/15 Meeting 10/28/15 Meeting Meeting 9/2/15 9/16/15 (If 10/21/15 (If 12/2/15 (If 10/7/15 11/4/15 Needed) Needed) Needed) Senior OPA/Staff PPS STAFF Leadership Meeting 9/8/15 Review TBD Proposed Capacity 558 Existing Hall Elementary Proposed Hall Elementary 480 students 525 Students Space/Enrollment # of rooms Size Total Space/Enrollment DOE Allowable Area (Square Feet) # of rooms Size State/Local Local Only Total Classrooms Classrooms Regular Classroom Regular Classroom 0 Pre-K & Kindergarten Pre-K & Kindergarten 1,000 0 Elementary School Elementary School 800 0 Pre-K 0 0 0 Pre-K 2 1000 1000 2000 Kindergarten 2 1215 2430 Kindergarten 4 1000 1000 4000 Kindergarten 1 875 875 1st Grade 3 800 800 2400 1st - 2nd Grade 4 900 3600 2nd Grade 3 800 800 2400 1 1760 1760 3rd Grade 3 800 800 2400 3rd Grade 3 900 2700 4th Grade 3 800 800 2400 4th Grade 3 900 2700 5th Grade 3 800 800 2400 5th Grade 2 900 1800 0 1st Grade-Many Rivers 1 800 800 800 1st - 2nd Grade (Many Rivers) 2 900 1800 2nd Grade-Many Rivers 1 800 800 800 3rd - 5th Grade (Many Rivers) 3 900 2700 3rd Grade-Many Rivers 1 800 800 800 4th Grade-Many Rivers 1 800 800 800 Spanish 1 875 875 5th Grade-Many Rivers 1 800 800 800 0 Computer Lab 1 875 875 Spanish 1 800 800 800 0 Fine Arts Fine Arts Music Music Elementary School 300-600 Students 1 1195 1195 Elementary School 300-600 Students 1,000 1 1000 1000 1000 Practice Room 80 - 150 1 150 150 150 Music Storage Negotiable 1 200 200 200 Art (Includes Storage &Kiln) Art (Includes Storage &Kiln) Elementary School 1 915 915 Elementary School 1,200 - 1,500 1 1500 1500 1500 Stage Elementary School 300-600 Students 1,000 1 1000 1000 1000 Projects Room (Unified Arts/STEM) Projects Room (Unified Arts/STEM) Elementary School Elementary School Negotiable - Program Driven 10 120 120 1200 Special Services Special Services Classrooms Classrooms Elementary School Elementary School 250 - 800 Special Education K-2 1 875 875 Special Education K-2 1 800 800 800 Special Education 3-5 1 890 890 Special Education 3-5 1 800 800 800 K-5 Resource 1 875 875 Title 1 1 800 800 800 Title 1/ELL 1 890 890 Read 180 1 800 800 800 Read 180/ELL 1 895 895 ELL 4 300 300 1200 OT/PT 1 545 545 OT/PT 1 600 600 600 Speech 1 500 500 Speech 2 400 400 800 1 160 160 Quiet 1 150 150 150 1 65 65 K-2 Functional Life Skills 1 1000 1000 1000 Quiet 1 325 325 3-5 Functional Life Skills 1 1000 1000 1000  Existing Hall Elementary Proposed Hall Elementary 480 students 525 Students Space/Enrollment # of rooms Size Total Space/Enrollment DOE Allowable Area (Square Feet) # of rooms Size State/Local Local Only Total C Technology Technology Tech Support/Server Rooms Tech Support/Server Rooms 0 Elementary School Elementary School 80 - 200 1 200 200 200 0 Learning Commons Learning Commons Library/Media Center Library/Media Center Elementary School 1 1625 1625 Elementary School See DOE Library Guidelines 1 1600 1600 1600 Office/Misc Storage 1 515 515 Office 1 700 700 700 Physical Education Physical Education Gymnasium Gymnasium 1 4215 4215 42' x 64' court plus 3' sidelines 1 5632 5632 5632 Elementary School <600 Students Elementary School <600 Students Bleacher seating for 1/3 student body 1 620 620 620 Locker rooms, Storage, PE Offices 1 90 90 Locker rooms, Storage, PE Offices Negotiable Locker rooms 2 400 400 800 Office 1 150 150 150 Storage 1 800 800 800 Food Services Food Services Cafeteria Cafeteria Enrollment ÷3 servings x 15 sf per student Elementary School 300-600 Students Shared Gym/Cafeteria Elementary School 300-600 Students Formula 1 2790 2790 2790 Kitchen/Dry Storage/Walk-Ins Kitchen/Dry Storage/Walk-Ins Enrollment x 80% x 4 sf per student Elementary School 300-600 Students 1 1335 1335 Elementary School 300-600 Students Formula 1 1786 1786 1786 Office/Staff Lockers/Staff Toilet 1 700 700 Office/Staff Lockers/Staff Toilet Included in Kitchen Area Administration/Offices Administration/Offices Administrative, Guidance & Special Service Offices, Conference Rooms, Work Spaces Administrative, Guidance & Special Service Offices, Conference Rooms, Work Spaces Elementary School Elementary School 75 - 300 Main Office 1 95 95 Main Office 1 550 550 550 Principal 1 60 60 Principal 1 150 150 150 Assistant Principal/Conference 1 255 255 Assistant Principal 1 150 150 150 Teachers' Room 1 780 780 Conference 1 300 300 300 Book Room 1 305 305 Sm. Conference 1 150 150 150 Social Worker 1 165 165 Mail room (Main Office) 1 375 375 375 Spurwink 1 90 90 Work Rooms 4 350 350 1400 Book Room 1 400 400 400 Social Worker 2 165 165 330 Guidance 1 275 275 275 File Storage 1 250 250 250 Clinic Clinic Elementary School Elementary School 350-500 1 500 500 500 Volunteer Room Volunteer Room 150-300 1 300 300 300  Existing Hall Elementary Proposed Hall Elementary 480 students 525 Students Space/Enrollment # of rooms Size Total Space/Enrollment DOE Allowable Area (Square Feet) # of rooms Size State/Local Local Only Total C Other Other Recycling Room Recycling Room 0 Elementary School Elementary School 100-250 1 250 250 250 Maintenance/Storage Maintenance/Storage Negotiable 1 1500 1500 1500 Building Area Building Area Program Area Subtotal 40475 Program Area Subtotal 57758 Non-Assignable Areas (calculated) 13561 Non-Assignable Areas (.4) 23104 Total Building Area (calculated) 54036 Total Building Area (calculated) 80862