Hall School Building Committee

HALL SCHOOL BUILDING COMMITTEE Date: Wednesday, October 6, 2015 Time: 6:00 p.m. Location: Ocean Avenue Elementary School Library AGENDA 1. Review and Approve Meeting Minutes: 9/2/15 2. Review current project timeline 3. Review progress on Site Approval application/site investigations 4. Review and discuss space allocation workbook and concept floor plans 5. Discuss potential locally funded options MEMORANDUM To: Hall School Building Committee Subject: Meeting Packet- 9/2/15 Project Name: Hall Elementary School Date: October 1, 2015 The meeting packet for October 6, 2015 contains the following items: • Meeting Agenda • Minutes from 9/2/15 Hall School Building Committee Meeting • An updated timeline for Site Approval, Concept Approval and local referendum process • Current Schematic Site Plan • Space allocation tables • Schematic Floor Plans Project update Since the last building committee meeting, a number of critical tasks have been completed as the project moves through the Department of Education’s 21 step process. First, a meeting with the Portland Planning board was held on September 8, 2015 to discuss the project and give board members a chance to provide preliminary comments. Where the project will not be formally permitted until sometime after the referendum, no formal votes were taken. The board was generally very pleased with the direction the project was taking, echoing comments heard throughout the process on maintaining the neighborhood school feel, addressing vehicular circulation and minimizing the disturbance of the natural resources on the site. The Site Approval Application was submitted to the Department of Education (DOE) on September 11, 2015 for preliminary review by the construction team. A review meeting with DOE was held on September 17, 2015 to review the application and address any questions or comments. The application was reviewed and found to be technically sound by DOE. The application is currently awaiting approval by the Commissioner of Education and is tentatively scheduled to appear before the State Board of Education at their November meeting. The public forum/straw poll was held at the Hall Elementary School gymnasium on September 29. 30 people were in attendance to hear the presentation and ask questions. After the presentation was held, a straw poll was conducted and received very positive support. The final vote was 25 yes, 2 no and 1 abstention. The playground subcommittee has met three times to discuss the exterior play areas and natural learning spaces (9/15, 9/22 and 9/29). _________________________________________________________________________________________________________ 231 Main Street, Biddeford, Maine 04005 TEL 207.283.0193 FAX 207.283.4283 www.oakpoint.com The attached timeline has been updated to show the Site Selection Approval occurring in November and the Concept Plan tentatively before the State Board in December. With these revised dates, the referendum would likely be held in March of 2016. Schematic Site Plan The attached site plan shows further refinement to the plan the building committee supported at the September meeting. Major changes include modification to the Riggs/Lomond access road to avoid heritage trees on site and updates to the building footprint. Space Allocation Table The attached space allocation table is the current version that is being reviewed by Portland Public Schools as well as the Department of Education. The number and types of spaces included in the design are being negotiated with the DOE at this time. Schematic Floor Plans The schematic floor plans reflect updates to the location of programs that are the result of meetings with Portland Public School staff/teachers as well as discussions with DOE. The spaces shown are outlined in the space allocation table. More explanation of the floor plans will be given at the Building Committee meeting. Meeting Packet-Memorandum October 1, 2015 Page 2 of 2 Oak Point Project #21402.18 Building Committee MEETING MINUTES - No. 006 Meeting: Hall School Building Committee Date: September 2, 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 1. Oak Point Associates reviewed the project timeline for Site Approval and Concept Approval. The Site Approval application will be submitted following the Planning Board meeting on 9/8/15. 2. Dawn asked if there could be a teacher/staff member on the committee to act as a liaison. While they may not be a voting member, staff is encouraged to attend and offer insight and influence the process. Possibly 1-2 representatives could attend. 3. A site plan showing access from Sagamore Village was discussed. There were a number of concerns from the Police and Fire Departments on access through the narrow streets. There would also be significant off-site improvements that would be locally funded. After discussion, the committee elected to pursue access from Riggs/Lomond. 4. Access from Riggs/Lomond was discussed. The approval requirements for the City of Portland were reviewed. 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. 5. The access to the service area from Purchas street was reviewed. There was concern about the ability for trash and service trucks to get through these streets. Currently, the neighborhood is serviced by larger vehicles. Alternate locations for the service area were discussed but found to be less desirable (closer to the front of the building or off the parent loop). 6. Bike access to the site was reviewed. There are 3 dedicated access points for bikes currently planned. Vote to endorse Option 1 7. The committee discussed the various options. There for the Site Plan (M/S/A, were comments from the city arborist requesting the unanimous) road location to miss as many of the heritage trees on that portion of the site. The committee elected to reconfirm its support for Option 1 (Riggs/Lomond access) with the revisions and understanding that OPA would work with the city to address staff and planning board comments. Oak Point Associates and 8. There are a number of potential locally funded PPS will develop a options that the committee needs to consider. Some running list of local of the items mentioned to start were Sidewalks on options Orono Road, granite curbing for roadways on site, storm water Improvements, a middle school sized gym, geothermal, additional insulation, solar thermal hot water and natural play areas. The pros and cons of each item will need to be discussed. Vote to endorse relocation 9. Potential relocation of students was discussed. of Kindergarten to Three individual options were presented. Deering High School • Relocation of 5th Grade students to Lincoln (M/S/A) Middle School • Relocation of Kindergarten students to the lower level of Deering High School • Relocation of Many Rivers students to another facility, likely Riverton in portable classrooms Dawn reported that Staff felt they could make any of the three options work. There was concern about relocating the 5th grade since half of the students attend King Middle School. There was also concern about relocating Many Rivers as this is a program in transition and the relocation could be disruptive to the overall program. Kindergarten students are not yet in the school community and are also the most likely to feel the impact of the construction. With Longfellow next door, it was felt that they would have the necessary support for their specials (music, art, resource etc). 10. Oak Point presented a preliminary floor plan for the building. The current plan is roughly 83,000 square feet and includes a middle school size gym. The increase in size of middle school gym (2,275sf) would be a local expense and may need to be 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. reduced in size. These plans will be reviewed with the Hall School staff. 11. A list of potential subcommittees was discussed. Typical committees include moveable equipment/finishes, playground, naming and technology. With the exception of playground, these committees would not be needed until after referendum. 11. The public forum/straw poll was set for September 29, 2015 at 6:30 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 Attendees: Name Representing Mark B. Adelson Building Committee, Portland Housing Authority Joe Carter Building Committee Jeanne Crocker Portland Public Schools, Interim Superintendent Bob Doherty Building Committee Sean Kelsey Building Committee Anita LaChance City of Portland Katie Lamb Building Committee Whitney Letellier Building Committee Nick Mavodones Building Committee, City Councilor Marnie Morrione Building Committee, School Board Member Laura Newman Building Committee 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 Chair 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  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 10/30/15 11/10/15 11/30/15 12/09/15 Major Milestone Planning Board Planning Staff Council Approve March 2016 Public Hearing CITY OF PORTLAND Workshop progress review referendum Referendum February 2016 9/8/15 TBD 12/14/15 TBD Major Major Milestone Milestone Special Mtg: Meeting Pre- Meeting Meeting OPA Meeting request Council PORTLAND BOARD OF PUBLIC K Vote-OPA approves Ed Update to Board (update) to approve EDUCATION Update to Board Specs 8/18/15 9/15/15 11/3/15 referendum 9/01/15 12/12/15 Major Major Major Major Milestone Milestone Milestone Milestone Building Building Building Building Building Building Committee Committee HALL SCHOOL BUILDING Straw Poll Committee Committee Committee Straw Poll Committee Meeting Meeting COMMITTEE/OPA/PPS 9/29/15 Meeting Meeting Meeting 11/28/15 Meeting 9/2/15 9/16/15 (If 10/21/15 (If 10/7/15 11/4/15 11/18/15 Needed) Needed) Senior OPA/Staff PPS STAFF Leadership Meeting 9/8/15 Review TBD Proposed Capacity 558 Proposed Hall Elementary 558 Students Space/Enrollment DOE Allowable Area (Square Feet) # of rooms Size State/Local Local Only Total Classrooms Regular Classroom 0 Pre-K & Kindergarten 1,000 0 Elementary School 800 0 Pre-K 2 1000 1000 2000 Kindergarten 4 1000 1000 4000 1st Grade 3 800 800 2400 2nd Grade 3 800 800 2400 3rd Grade 3 800 800 2400 4th Grade 3 800 800 2400 5th Grade 3 800 800 2400 0 1st Grade-Many Rivers 1 800 800 800 2nd Grade-Many Rivers 1 800 800 800 3rd Grade-Many Rivers 1 800 800 800 4th Grade-Many Rivers 1 800 800 800 5th Grade-Many Rivers 1 800 800 800 0 Spanish 1 800 800 800 0 Fine Arts Music 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) 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) Elementary School Negotiable - Program Driven 4 140 140 560 Elementary School Negotiable - Program Driven 2 260 260 520 Elementary School Negotiable - Program Driven 2 200 200 400 Special Services Classrooms Elementary School 250 - 800 Special Education K-2 1 800 800 800 Special Education 3-5 1 800 800 800 Literacy Intervention 1 600 600 600 Read 180 1 600 600 600 ELL 4 400 400 1600 OT/PT 1 600 600 600 Speech 2 400 400 800 Quiet 1 150 150 150 K-2 Functional Life Skills 1 1000 1000 1000 3-5 Functional Life Skills 1 1000 1000 1000  Proposed Hall Elementary 558 Students Space/Enrollment DOE Allowable Area (Square Feet) # of rooms Size State/Local Local Only Total Technology Tech Support/Server Rooms 0 Elementary School 80 - 200 1 400 400 400 0 Learning Commons Library/Media Center Elementary School See DOE Library Guidelines 1 1750 1750 1750 Maker Space 1 1200 1200 1200 Office 1 700 700 700 Physical Education Gymnasium 42' x 64' court plus 3' sidelines 1 5632 3357 2275 5632 Elementary School <600 Students Bleacher seating for 1/3 student body 1 620 620 620 Locker rooms, Storage, PE Offices Negotiable Locker rooms 2 400 400 800 Office 1 150 150 150 Storage 1 800 800 800 Food Services Cafeteria Enrollment ÷3 servings x 15 sf per student Elementary School 300-600 Students Formula 1 2790 2790 2790 Kitchen/Dry Storage/Walk-Ins Enrollment x 80% x 4 sf per student Elementary School 300-600 Students Formula 1 1786 1786 1786 Office/Staff Lockers/Staff Toilet Included in Kitchen Area Administration/Offices Administrative, Guidance & Special Service Offices, Conference Rooms, Work Spaces Elementary School 75 - 300 Main Office 1 550 550 550 Principal 1 150 150 150 Assistant Principal 1 150 150 150 Conference 1 300 300 300 Sm. Conference 1 150 150 150 Mail room (Main Office) 1 375 375 375 Work Rooms 2 350 350 700 Copy Room (Main Office) 1 200 200 200 Staff Room 1 600 600 600 Book Room 1 400 400 400 Social Worker 2 165 165 330 Guidance 1 275 275 275 File Storage 1 250 250 250 Clinic Elementary School 350-500 1 500 500 500 Volunteer Room 150-300 1 300 300 300  Proposed Hall Elementary 558 Students Space/Enrollment DOE Allowable Area (Square Feet) # of rooms Size State/Local Local Only Total Other Recycling Room 0 Elementary School 100-250 1 250 250 250 Maintenance/Storage Negotiable 1 1500 1500 1500 Building Area Program Area Subtotal 59688 Non-Assignable Areas (.4) 23876 Total Building Area (calculated) 83564 Maximum State Funded Building Area 558 143 79794 Local Only Funded Building Area 2275 0 Total Building Area 82069