DTSD Webinars: Good evening. I want to welcome you to the August 20, Eighth 2023 general Services Committee meeting.
DTSD Webinars: sorry about that, so we'll
DTSD Webinars: this meeting will be audio recorded for
DTSD Webinars: review by citizens in the future.
DTSD Webinars: So what we'll do right now is we'll go through the room and do roll, call for those here at the table, and those citizen advisors, and I'll start it, and I'll go to my right. So Mike Rizzo, board member, Maria Mimi, board Member
DTSD Webinars: Gary, singer, Board, member Stacy Winslow, superintendent.
DTSD Webinars: Oh, good. I've been a board member, Michelle Aj. Board, secretary.
DTSD Webinars: Sarah Karpal supervisor community Relations and engagement. And are there any citizen advisors in the room.
DTSD Webinars: and any citizen advisors on the call?
Sofia Vidalis: Yes, my name's Sofia Vidalis. I'm a citizen, a member. I'm on zoom. Yes.
DTSD Webinars: thank you, Sofia. and don't see anybody else.
DTSD Webinars: Oh, and just for purposes on the meeting, Ms. Purcell is currently away from her desk, and she will be attending the meeting as well as business administrator.
DTSD Webinars: Okay? So as we go through roll call item number 3 approval of summary minutes
DTSD Webinars: from the last meeting.
DTSD Webinars: So moved Maria Mummy, second Bob Bennett. Is there any discussion.
DTSD Webinars: if not standard voice voice? Vote all in favor.
DTSD Webinars: Aye, aye. opposed. Ayes, have it. So we'll go to agenda. Item number 4, and as we get into unfinished business
DTSD Webinars: on item number 4 C. We did have one here for to update at the current time the individuals are not here. If we if we get here on time 4 4 c. Then we will.
DTSD Webinars: we will allow them to speak, if not, we may move them to a later position in the in the meeting, for when they arrive
DTSD Webinars: so with agenda item for a, we wanna an update on the Rfp for the owners. Rep.
DTSD Webinars: Ms. Purcell.
DTSD Webinars: Okay, so I know we were sort of trying to move that along a little bit. And as everyone knows, we're still working with Crabtree to finalize the architect agreement. And really, as as we looked at it
DTSD Webinars: need to really pinpoint and come to terms on the agreement with the architects. So then, at that point, then, we know exactly, and we'll
DTSD Webinars: what will be in the owners rep agreement. So they sort of play off of each other. And because we're just now getting into some of the community engagement, we'll talk today more about where we stand with everything. We have a little bit of time. So it's really better. We iron out all this agreement, and then we move on to the owners. Rep, and we've got time to do that. So
DTSD Webinars: we do have a draft agreement which has been
DTSD Webinars: we've been. I've been working with John Medea on that, and our solicitor as well so feel pretty comfortable about it, so we'll be ready to go at the time like, I said, we'll tweak it for anything that comes out of the architect agreement.
DTSD Webinars: but we still would want to have. So the planning still is an October, probably kind of timeframe for the
DTSD Webinars: agreement to go out. We'll probably look to do architect interviews, perhaps sometime in November again we had said not architect. Owners rep rather, that will not be a full scale public meeting, like we did when we did the architects, but more of a smaller. A group
DTSD Webinars: representatives, representatives of this group of the Board of Administration, and we'll just do a small group
DTSD Webinars: owners rep interviews
DTSD Webinars: and then hopefully to have them on board either the end of December or first ready to go kind of in January of 24.
DTSD Webinars: So that's sort of we've like again. We've we've got time to get all that rolled out. We're in good shape right now, I can tell you, and I think
DTSD Webinars: sorry
DTSD Webinars: and
DTSD Webinars: no. So that's does. That is, is everyone comfortable with that?
DTSD Webinars: Okay, okay. any questions for Ms. Purcell.
DTSD Webinars: Yeah, this is Terry Singer. With the length of the agreement
DTSD Webinars: parallel, the length of the contract with the architect. Is that how that works, or it'll be till substantial completion or through substantial completion. So it's all it will be based on. It will be written to coincide with the build and the completion of the build or the project.
DTSD Webinars: Okay, thank you.
DTSD Webinars: Any additional questions.
DTSD Webinars: Okay.
DTSD Webinars: thank you. Miss Purcell. Item 4 B is an update on the concession stand.
DTSD Webinars: So the concession stand. We have issued the the contracts to Lauer, as as we know the bids that were awarded in June as the low bid for both Gc. The general contracting and the mechanical pieces. So we've been in contact with them. So those agreements have been issued again, review by solicitor
DTSD Webinars: waiting for a notice to proceed. So once they have that they've been working with Mr. Reif Snyder on all of the clearances that they will need to be on site. So that's
DTSD Webinars: the next thing they will be. We're waiting, I think, for Mr. Hamel to issue the notice to proceed, and once that happens, they can get on site, take their measurements, start doing all that I did meet with Ted Hamel last week to look at Brick. I know we had talked about
DTSD Webinars: the brick that was included in the bid. and the dollars that came in. There was probably a 30, 35 0 overage that we needed to buy
DTSD Webinars: this point. We can look at substitutions. So there is actually a nice colored brick, and there'll be like it. So Ted is
DTSD Webinars: designing, basically a new, not a new. But between using the colors. And possibly, if you look at our buildings. You can see we've got one a solid block, and then at the top there's a striping sort of with a lighter colored block.
DTSD Webinars: So by doing that, we can actually probably save some money back in. So he's working on that. I think we're agreeable once we see it and share the plans and make sure everyone's comfortable but it it will tie in nicely, and it will save us some money. So
DTSD Webinars: if we can get 2025,000 back on that. That would be great. so once I have those designs, I will share them. Okay. any questions for Ms. Purcell
DTSD Webinars: on the concession stand.
DTSD Webinars: Yes, this is Terry Singer again. You might have covered this previously, but when do you expect them to actually start?
DTSD Webinars: Not until October? So that was that was their start date. We did the the agreements.
DTSD Webinars: as was approved by the board. We bumped it back to a completion date of December 15,
DTSD Webinars: so
DTSD Webinars: rather than having summer fifteenth. So rather than having the construction ongoing the entire fall season, we're going. We've asked them to push back, hold off a little bit, so II believe probably mobilization will be early October. Don't have a date on that just yet. But at that point because the it was the timing of the doors that they were having a hard time with, so, rather than
DTSD Webinars: then wait, and leaving in a state of
DTSD Webinars: construction, we're just going to hold the whole project.
DTSD Webinars: Thank you any further, any additional questions.
DTSD Webinars: Okay, thank you, Mister, so as I, as I explained 4, c, or 2 still is not here. We will wait till the end of the meeting. So we'll move on to item number 5, new business and with. Item number 5, a propane station upgrades for transportation.
DTSD Webinars: Thank you. I'm gonna take that one over here. As you are aware, our current transportation facilities
DTSD Webinars: are over at the township building and sit in a flood plain.
DTSD Webinars: When the switch Air Creek Creek floods we do have to move.
DTSD Webinars: Our our transportation shed, as well as the propane tank that fuels the majority of our our bus fleet at this point, and our bus fleet is almost entirely propane.
DTSD Webinars: The tank that we have is small.
DTSD Webinars: and it is only has one fueling
DTSD Webinars: component. So only one bus at a time can fuel and they
DTSD Webinars: tank is needing to be filled 2 to 3 times a week in order to
DTSD Webinars: maintain feeling of the buses. So we know that we are ultimately pre pandemic. We had started looking at possible spaces to move transportation to that kind of got put on hold. We are still interested in exploring that while we have these other major projects
DTSD Webinars: that are out there wanted to seek a
DTSD Webinars: temporary but feasible solution to keep us where we are for the moment.
DTSD Webinars: and the company that we work with copies is able to provide a $9,000 or $9,000, 9,000 gallon tank and the township is willing to do the work to upgrade our propane station will cost about $16,000 for the township to do that work.
DTSD Webinars: and
DTSD Webinars: we could then get the $9,000. Sorry. 9,000 gallon tank with a dual fueling component to it, so 2 buses could fuel at a time. And they would have to fill that tank less frequently. The company also has the capacity to still move the fueling station. Should there be threat of flooding which was a really important piece of looking at all of this for us, making sure that that could be moved up out of the flood plain
DTSD Webinars: whenever necessary.
DTSD Webinars: Haven't had to do it for a year or so.
DTSD Webinars: But the what? The fall of 2,021 way to pull everything out of there when when the hurricane came through.
DTSD Webinars: So
DTSD Webinars: it would solve our problem.
DTSD Webinars: temporarily.
DTSD Webinars: if that makes sense. So I wanted to bring this forward to general services, see if there were any questions that anybody had and then would like to bring the agreement with cuppies to the full board on the eleventh.
DTSD Webinars: Does the township have any use for the station?
DTSD Webinars: No.
DTSD Webinars: no, it's just for us. Wow.
DTSD Webinars: yeah. I mean, that's a big gesture
DTSD Webinars: to to said, they're going. We would pay them that money, the 16,000. Yeah. Yeah. Oh, yeah, yeah. Yeah. We pay. They would do. They do the work because it's their property that you meant they were.
DTSD Webinars: No, they're not donating, making sure that 2 buses can go like a bus can go on either side of that concrete pad.
DTSD Webinars: So the the fueling station itself is provided by the propane company.
DTSD Webinars: The pad that it sits on is what needs the upgrade because it's it needs to be larger. And then a bus needs to be able to go on either side of it.
DTSD Webinars: So would that have to go out to bid, or does it not, because of the threshold like it is to know what that price is, the the township property, because the township is doing the work we do not have to bid. That
DTSD Webinars: is that what your question was? Yeah. And we already have a contract with copies.
DTSD Webinars: Okay, so this would be modifying and upgrading the contract.
DTSD Webinars: Does that make sense?
DTSD Webinars: Are you sure? Should we bid it?
DTSD Webinars: No, because it's not our property.
DTSD Webinars: I see? Okay, II got you. That makes sense. Yeah. Now, it makes township sorry. The property. Okay, I see. Thank you. You're welcome.
DTSD Webinars: Any additional questions.
DTSD Webinars: Anyone online.
DTSD Webinars: Okay, thank you. Thank you, Dr. Wenslow. So we'll move on to new business. Item 5. B. Crabtree Roarball architects.
Thank you.
DTSD Webinars: Thank you.
DTSD Webinars: Well, thank you for having us. My name is Anthony Colstock. I'm an architect and principal with Crabturobal, while also introduce John Badea. John is a managing partner with the firm, and we also have Dr. Fred Witham.
DTSD Webinars: Fred is our director of educational planning. He's also a retired superintendent. He's going to be partaking in the presentation today as as well.
DTSD Webinars: So before I get into the presentation, just wanted to talk about the board updates that we would be giving you.
DTSD Webinars: So the way that we're going to do. This is whenever there is a general service meeting, we will give you a presentation with an update on the elementary school project. Get your feedback. If you have any suggestions on our presentation or other information that you want us to look into. Then, in 2 weeks after your General Service meeting. We would provide a presentation to the full board.
DTSD Webinars: and we'll do that throughout the duration of the project. So where we're all right now with the project as we're in the programming phase, programming phase, this is gonna determine
DTSD Webinars: the educational program of spaces and the the capacity of the school. So one of the things that we looked at was demographics and projected student enrollment to make sure that the plan program has a plan capacity that meets your student enrollment.
DTSD Webinars: We've also been going through some visioning exercise with the Administration. We're gonna have some future visioning exercises with the faculty with students bring the community involved as well.
DTSD Webinars: And I there was also a Granada study that we did in 2,018 and just wanted to kind of bring a refresher as to why we feel that that building does not
DTSD Webinars: fit for an elementary school. So I just wanted to revisit that presentation that we gave back in 2,018 on that study.
DTSD Webinars: So for the, for the student enrollment. What we did was we had Dr. Witham. Look at the Department of Education
DTSD Webinars: student projected student enrollment for the next 10 years. and then he also has a methodology of how he looks at project and enrollment as well. And this is important because we want to make sure that
DTSD Webinars: the plan capacity for the project meets those enrollment needs for the next 5, 1020 years. So those have been discussions that we're having, and Dr. With them will give a presentation on
DTSD Webinars: what he discovered with your enrollment and just kind of give you a quick. Nothing really has changed that much. So.
DTSD Webinars: And we have a clicker, or we.
DTSD Webinars: There is a graph of your historic enrollment from 2,004, 5 to 2223,
DTSD Webinars: and you could see. You know you've been hovering around that 3,500 mark, give or take
DTSD Webinars: pretty consistently.
DTSD Webinars: From 2,000,
DTSD Webinars: you know, at least in this. When this is this graph is 8 9 to to 1920
DTSD Webinars: school year, and then you can see you drop off with
DTSD Webinars: the pandemic so that that flat, relatively flat line is going to really influence your projections moving forward because of its level of consistency. We took a look at
DTSD Webinars: the historic trends of students as a percent of the total population students per household and students per housing unit. And you could see that the the 5 year pre pandemic average 5 years prior to the pandemic. And the reason we're picking. That is because we wanted to see what your growth rate was prior to the influence of
DTSD Webinars: of COVID-19. And then what it was over the full 10 year period, including COVID-19. And you could see that your students, per household and students per housing unit
DTSD Webinars: really didn't change, even though the population fluctuated. It was relatively constant. Indicator. Your students as a percent of the population does vary slightly over the 5 year versus the 10 year, but they really support the story that, your enrollment is has been and will continue to be, relatively consistent.
DTSD Webinars: This is a graph of the past 5 years worth of of Pd
DTSD Webinars: projections. They're provided to the district annually. You can see you've got a bit of a variation in them. There's just a couple of lines there that I would call your attention to. The orange line is actually where you were headed pre pandemic.
DTSD Webinars: so you could see that you were definitely coming out of that that kind of level and starting to move up slightly. Then the pandemic hit which results in the the yellow line, and you can see Pb. Made no adjustments when you're looking at Pd projections.
DTSD Webinars: That's okay. They I'm just glad it wasn't mine. Mine went off during the the prayer at my son's wedding, so you know, never had that happen in 8 years except twice in this meeting.
DTSD Webinars: so the yellow line is the Pd.
DTSD Webinars: Projection, including the covid year. So this was prior to your your your 2223 enrollment. So you could see that is markedly different than the orange line particularly the trajectory. Now you come back to the purple line, which is the most recent projections, and you see that they're starting to adjust and beginning to come back up again.
Oops!
DTSD Webinars: We took a look at elementary separate you could see your enrollment at the elementary level is projected to increase in the most recent. Again, the purple line
DTSD Webinars: more so than the district as a whole.
DTSD Webinars: And when you put that that all together. What we did was, we use a different methodology than Pde. We could talk about the math, but both of them are really mathematical models, taking the most recent historic information on the district enrollment, and then projecting that forward as if the things were going to be relatively constant. You'd see there's there's a great deal of agreement between Pde and our enrollment projections.
DTSD Webinars: Honestly, you could use ours. You could use theirs. They're all within the same margin of error of each other. What we're using then, is the average
DTSD Webinars: to show you where you probably should be planning for your capacities. And here's again, here's K to 5 would point out that Pde requires that we produce these for 10 years.
DTSD Webinars: I could tell you that mathematically there is a very acceptable margin of error in these models. For 5 years beyond 5 years. The intervening variables are just so great that the margin of error really tends to increase greatly year over, year after year. 5.
DTSD Webinars: But it does give you an idea of what mathematically the likely trend is if it doesn't give you very precise numbers, and you can see that after 5 years you're still tending to to trend up at the elementary level slightly, and that's very consistent with again, with the historic enrollment patterns that you've experienced in in dairy township.
DTSD Webinars: This is a comparison. Looking at the enrollment of the minimum and maximum classrooms driven out by the models.
DTSD Webinars: and they're done within age. Bands. K, 1, 2, 3, and you can see where the models are are ranging. And when you consider the grade levels and the separate buildings, and you might have a bubble class of things coming through that. There's really not a big range in the number of total number of classrooms. The one thing that I would tell you to keep attention to at this point in time we're using the standards that are provided to us by Pd. And that
DTSD Webinars: has to be reported to the State in your act. 34. Even though there's no reimbursement, we're still following that model in the event that there does become reimbursement or do you do get to act 34 hearings? We've got data consistent with what the State wants.
DTSD Webinars: You may not choose to put 25 students in a classroom, particularly in a K one scenario. So as we move forward with the study, we're going to need to take a look at your target enrollments against what the State would would prescribe as your capacity within each of these each of these grade bands.
DTSD Webinars: these are just. I'm not gonna go through all these. These slides are just a a series of of comparisons of Pde class sizes, projections and our projections, and you could see they're again. They're relatively close to each other, and then the number of classrooms that that drives out at 25 seats. The one thing the other thing that I should mention. Besides this being 25,
DTSD Webinars: when we show you, here's 2, 3, and 4, 5, literally showing you the same things again and again. But
DTSD Webinars: on the elementary is going the wrong way. Here.
DTSD Webinars: there we go on the elementary model. The the dark red line is the education is the total capacity of the building.
DTSD Webinars: How you're using it. Now. People often think of the total capacity of a building as the total number of seats.
DTSD Webinars: X number of classrooms times 25 seats per classroom gives you your capacity, but in reality it's how you also use the building.
DTSD Webinars: You have a growing special Ed population.
DTSD Webinars: and you often find yourselves in situations where you had a full size classroom, that when it was built it was built for 25 students for general instruction. But you needed to convert it over to an autistic support classroom.
DTSD Webinars: So even though it has the seating for 25
DTSD Webinars: in an autistic support classroom. It's only going to have the capacity for 8.
DTSD Webinars: So while your total potential number of seats haven't changed the total number of students that you can seat in those seats
DTSD Webinars: changes. And that's why we went through the whole exercise of identifying your total capacity as it is today.
DTSD Webinars: The blue line, which is very kind of hard to see. It's just underneath the green line.
DTSD Webinars: The blue line is 90% of that capacity.
DTSD Webinars: because we all know that you're not going to get every seat filled every period, every day of the school year. As a matter of fact, when elementary teachers go out of their classroom to take their kids to art or music.
DTSD Webinars: They go back to their classroom, and it's open for planning. It's not like another third grade class comes into that classroom while the other classroom is out for art. So you're never gonna fill it up. So the target in planning typically is 90% as a starting point.
DTSD Webinars: And then the green line, which is like virtually on top of the blue line, is, what are your enrollment projections? 5 years from now, plus 10%.
DTSD Webinars: And because they're lined up, it's basically telling us that in 5 years, given the capacity that you have at 25 a seat. You have adequate capacity with the instructional spaces that you have, the way that you're using them today.
DTSD Webinars: If you increase your special Ed classroom that might change that blue and red line, and the green line rises above it. When you get into a more literally room for room
DTSD Webinars: kind of count during schematic design and those kinds of things, we'll verify that we'll come up with and and continue to sharpen the these lists of projected classrooms, and you can look at them and see how they compare, based on the attendance that you want to put in the growth of your special Ed department, and and those kinds of pieces.
DTSD Webinars: Are there any questions that I could answer for you?
DTSD Webinars: II didn't really follow what you were saying with the red line of the capacity. Can you just like kind of dumb that down a little bit? I teach graduate courses and
DTSD Webinars: it it's it's just one of those things. So
DTSD Webinars: the red line is the total capacity you have. K to 5. That's literally going to every instructional space. That is a regular education classroom and assigning 25 seats to it.
DTSD Webinars: By Pd standards. You don't get credit for art or gym, or special education classrooms again, because typically when the kids go from the regular Ed classroom to art. It's the regular Ed class, the third grade classroom or art.
DTSD Webinars: as in a high school. It's
DTSD Webinars: your classroom and are yeah, so you can't. You can't count it twice. So that's what the red line is. Basically the total number of seats as you're currently scheduling them.
DTSD Webinars: The blue line again, which is hard to see is 90% of that.
DTSD Webinars: So that gives you really kind of that's where you can comfortably and efficiently schedule
DTSD Webinars: your school up to that number. When you start to cross 90% of your total number of seats, you start to do things like convert conference rooms over to instructional areas you have to take, you know, with teacher who had an office and move it someplace else. Or there's often after 90% considerations that you need to make
DTSD Webinars: to to really, particularly, we're continuing to grow, to decide what to do.
DTSD Webinars: And then the the green line is the planning capacity. That's 10%. Above where you're projected to be
DTSD Webinars: 5 years from now. Does that help
DTSD Webinars: Dr. Williams? So essentially is the red line imaginary?
DTSD Webinars: No the red line, the red line is.
DTSD Webinars: how do we want to say the red line is the total number of instructional seats that you have in the building. given the way that you're scheduling it. So it's going to count for a classroom. That's 25.
DTSD Webinars: But it's also going to take into account that you have taken this classroom 25 out and made it into a special education group
DTSD Webinars: like. So it's double counting some classrooms.
DTSD Webinars: No, it's count. It's yeah, it it only cap thing. It's only counting in an elementary model your regular general education classrooms.
DTSD Webinars: So your typical first grade classroom, second grade classroom, third grade classroom.
DTSD Webinars: That's what is counting up. Pd does not count art and special Ed and Phys. Ed and library, and all of those other
DTSD Webinars: areas.
DTSD Webinars: So as a comparison of
DTSD Webinars: how many desks
DTSD Webinars: and how many students.
DTSD Webinars: So if you're at a hundred percent capacity, that means that every single desk in the school in a general classroom, not the bar and not the music.
DTSD Webinars: Every single one of them would be occupied during the school day.
DTSD Webinars: We put department of education, their guidelines or recommendations that you don't want to operate a school with every single test occupied during the day.
DTSD Webinars: that you need some flexibility in your schedule. so that red line represents the number of desks.
DTSD Webinars: The
DTSD Webinars: the blue line represents
DTSD Webinars: 90% of those deaths.
DTSD Webinars: And then the green line that is based upon your enrollment projections.
DTSD Webinars: That's what your plan capacity for the new school should do
DTSD Webinars: is is the red line capacity now, or would a projected net? Yeah, now, so you're saying, based on this graph that we don't need 1,600. We are at 1,400, like the new build will be at 1,400 capacity.
DTSD Webinars: The green line. the the green line is
DTSD Webinars: you will need 10% more than the green line. Okay, and 10% more than the green line literally is still the red line. Okay?
DTSD Webinars: So that I know it gets confusing. What's important to know is that this project
DTSD Webinars: is not enrollment driven
DTSD Webinars: cause because your enrollment is pretty steady.
DTSD Webinars: It's not that you have decreasing students, or you've seen a ton of students come in, and you need to add more capacity.
DTSD Webinars: Think of at the end of the day when we're done with the educational program.
DTSD Webinars: the amount of general classrooms that you currently have is going to be very comparable.
DTSD Webinars: What's
DTSD Webinars: already there? What will change, though, is this is a project
DTSD Webinars: that the need for is because of efficiencies of the existing building.
DTSD Webinars: So the specials special education are the building layout building system deficiencies. That's what's driving this project.
DTSD Webinars: So you might not, in your final decision of what to include doesn't likely need to be more general classrooms.
DTSD Webinars: But in the end you may need more. You're likely to need more special education spaces than you currently have.
DTSD Webinars: Even though the student body is the same.
DTSD Webinars: their demographics are changing, requiring more support spaces.
DTSD Webinars: And this is Mike Rizo. This does account for West End increases
DTSD Webinars: with the Hershey West End. Yes.
DTSD Webinars: building. That's that's coming up.
DTSD Webinars: It does. Okay? And then and then the slide that showed you as you
DTSD Webinars: looking forward in the future.
DTSD Webinars: if you look at point, looks like like I'm sorry. It's point 3 3.
DTSD Webinars: That is your 10 year average of students per
DTSD Webinars: residential unit
DTSD Webinars: doesn't discern whether it's a 55 plus community or whatever. It's just a residential unit wouldn't include dorms. Wouldn't include, you know certain things, but
DTSD Webinars: if you see a new development coming on, take the number of houses.
DTSD Webinars: multiply it by point 3 3, and that will give you a good meter, stick
DTSD Webinars: to figure out how many more students that development will will produce
DTSD Webinars: just before we leave that I did have one question. This is Terry Singer.
DTSD Webinars: I'm just curious in terms of the projections received a
DTSD Webinars: the decrease during the pandemic. I would, I would assume. It's because some students left for cyber and charter.
DTSD Webinars: We know the State level. We have this Supreme Court decision on thorough and efficient education, and we know we have some voucher programs
DTSD Webinars: being considered by the legislature. I'm just wondering.
DTSD Webinars: like. how strong of a variable that is in your calculations with respect to students choosing
DTSD Webinars: taking advantage of options that become available as time goes on. Yeah, to go elsewhere. It's almost a behavioral study. I think you have a set population who are not going to send their kids to
DTSD Webinars: school district period, public school district, and and that, I think, in the calculations the assumption mathematical assumption is that that's a pretty even amount. But what we've seen between the pandemic and you know sadly, sometimes school districts that have acts of violence that occur. You know things that you do.
DTSD Webinars: Somebody doesn't like
DTSD Webinars: the assistant principal, you know you just you never know what spurs those kinds of ins and outs on. So
DTSD Webinars: what you normally have
DTSD Webinars: occur in those situations over the past 5 years is kind of cooked into the books.
DTSD Webinars: If those trends would increase or decrease.
DTSD Webinars: the projections might be off a little bit.
DTSD Webinars: But probably not a lot. If you have something that's we have one client that they just cannot figure out why they gain so many home schoolers this particular school year. And there we can look into those kinds of things further with the administration. If you think that data would be would be helpful.
DTSD Webinars: Alright, thank you.
DTSD Webinars: So the next part of the presentation is to give you an update on some discussions we we've had with the Administration. On what does a twenty-first century building look like
DTSD Webinars: when you envision how the architecture can help influence.
DTSD Webinars: how you deliver the curriculum, how you teach students. We wanted to hear some comments from the Administration and the educators. So what we did was we had.
DTSD Webinars: We had 2 sessions where we broke out in the groups. And there were 4 topics that we talked about. We talked about
DTSD Webinars: physical and digital space. We talked about time. And we talked about grouping of students and grouping of learners.
DTSD Webinars: And the way that we phrase these questions for these different topics is with your current facility. And for this proposed project.
DTSD Webinars: what would you cut? What would you keep? And what would you create in this new school?
DTSD Webinars: And you'll see all these bullet items is a these were all the comments that we got from the administration. I'm not gonna go over every single bullet item, or we'll be here all night. But
DTSD Webinars: I think that there was some definitely, some
DTSD Webinars: underlying themes and reoccurrences on certain comments that were coming up with every single topic that we discussed, and the first one was having.
DTSD Webinars: Having 2 separate buildings was
DTSD Webinars: was very detrimental to things like collaboration and supervision of students.
DTSD Webinars: Travel time between classes that one of the things that they really wanted to create was this combined school, and also that the building organization of the current facility is very sprawling.
DTSD Webinars: and things like just trying to get from one classroom to the next was taking a lot of time to occur that it's taking away from valuable lesson time with the students. And then, when we talked about grouping the students together, what do those spaces look like?
DTSD Webinars: One of the comments
DTSD Webinars: that that came up again and again was to get away from the cells and bells one teacher, one classroom the Industrial age model of how the building was laid out.
DTSD Webinars: but there was a need for more agile spaces, flexible spaces for students and teachers to collaborate, and also some of the adjacencies of certain programs and departments. Should be heavily considered in this
DTSD Webinars: in any proposed project. So this is all great information that we got from from Jenna and her assistant principals and the superintendent and the assistant superintendent. And so this will help start to develop some of the guiding principles. When we put the educational program together. And then when we put the design together as well that we wanna basically
DTSD Webinars: create a checklist with these comments and then make sure that the design is is addressing all of these things that we talked about.
DTSD Webinars: So then also wanted to give a little bit of a refresher on the study that we did for the Granada Building in 2,018. So if any of you were board members back, then see! The purpose of the study was, we were hired to do an evaluation and look into several different options. For the renovation of this building.
DTSD Webinars: It was brought to our attention from the Administration that we weren't the only architecture firm that was asked to to take a look at the building, and from the comments that we received back from the Administration was that all the firms pretty much had the same opinions on the repurposing of of this facility.
DTSD Webinars: but I included. You can see those options included one through 7. You'll see all the different options that were developed. But you'll note that none of them at that time.
DTSD Webinars: Considered converting this building into a school and
DTSD Webinars: think with this information right here. When we just kind of look at some high level
DTSD Webinars: existing conditions as to why it doesn't lend itself
DTSD Webinars: to become. To be repurposed back to a school is the square footage of this facility is about a hundred, 35,000 square feet.
DTSD Webinars: If you look at the existing square footage for Hershey elementary and the Ecc.
DTSD Webinars: That is a total of 226,000 square feet.
DTSD Webinars: Now, if you just remember Doctor Witham's
DTSD Webinars: plan capacity while you have the general classrooms in the existing facility. what you're missing out on is things like special education, and some of the creatives that
DTSD Webinars: a proposed building is more than likely going to be larger than 2, 225,000 square feet. So just to do that fit analysis. you will not be able to to bring your current student enrollment K through 5 into this facility.
DTSD Webinars: and then, in addition to that, if you look at the existing site. the site is only 2 and a half acres large. which has its limitations for any type of expansion.
DTSD Webinars: So the Department of Education have some recommendations on. When a when a school district looks to acquire land on an appropriate size property for an elementary or a secondary school, that at a minimum they recommend that an elementary school be at least 10 acres.
DTSD Webinars: and then depending on the capacity of that school. It's one acre per 100 students.
DTSD Webinars: So by that methodology, if there is a 60 or K 5, this is 1,600 capacity school. You would need 26 acres for an appropriately sized property for this size of school.
DTSD Webinars: not to mention that
DTSD Webinars: there are some downtown core overlay district ordinances that the building would have difficulty meeting.
DTSD Webinars: It was our understanding from the study that there was some abest abatement done in the 19 nineties. However, there are some vacant spaces in this building right now that we asked you to consider additional survey for lead pain for mold or for additional asbestos.
DTSD Webinars: So I think this is back in 2,018, and probably with the other architecture firms as well, why, why, any of our suggestions on how you could.
DTSD Webinars: what to do with this building? That nobody was suggesting, repurposing this back to a school, or relocating
DTSD Webinars: K. Through 5 back to this facility.
DTSD Webinars: So last part of the presentation that well, sorry you. So you can just kind of see on this aerial image.
DTSD Webinars: the building footprint occupies almost 50%
DTSD Webinars: of this property.
DTSD Webinars: So even if you were to expand for the building square footage that you would need.
DTSD Webinars: you still don't have enough room for parking
DTSD Webinars: or separate driveway for parents, separate driveway for all the buses.
DTSD Webinars: That's very site is very, very limited.
DTSD Webinars: and then the last part of the presentation. Just wanted to give you some milestones.
DTSD Webinars: as I mentioned. We're going to present to the full board in 2 weeks, and then we'll come back to your next general service meeting. Give you another update.
DTSD Webinars: But in September, actually, I think it's next Friday we have scheduled a visioning exercise that that we do where we're including faculty and students.
DTSD Webinars: Then, in our planning meetings that we're having with the administration, we're starting to develop. And that's the educational program. The educational program is very critical to this process. So if we understand what the plan capacity is, excuse me if we understand what your enrollment is. We can determine that plan capacity.
DTSD Webinars: then that will help us build an educational program, an appropriate size of spaces which determines the size of the building which will ultimately determine the cost of the building.
DTSD Webinars: So those educational program discussions we're gonna be having those we're gonna try to wrap that up around in October. We also discussed having some community engagement meetings to give them an update as well.
DTSD Webinars: We're also planning some additional workshops with the faculty to develop educational specs.
DTSD Webinars: So this is getting into more detail as to what a classroom looks like. So if there's any environmental considerations, furniture, considerations, building systems, considerations. If there's desired adjacency's from one department to the other. So we wanna bring the faculty in to help us develop those
DTSD Webinars: and try to wrap those up in December, and then we'll start into the conceptual design on what a building looks like on that property, and whether it's what portions would be renovated or new additions, and then try to establish a schematic design by February of 2024.
DTSD Webinars: Any questions I know that was a lot
pushed
DTSD Webinars: doesn't look like there's any questions. Thank you very much. Great presentation, and I'm sure the full board is awaiting this presentation as well in 2 weeks. Thank you.
DTSD Webinars: Have a great day. Thank you.
DTSD Webinars: Alright, as discussed earlier in the call, we will now go to unfinished business, which is 4 C. As the 2 is in the building now for their presentation.
DTSD Webinars: Good afternoon. First off, allow me to apologize. I had 50'clock down. I don't know why
DTSD Webinars: Jim Caldwell, with her 2 associates. I've been with many of you, spoke with many of you before. With me today is Melissa Kelly. Melissa Kelly is a senior project manager with Rattu, and she and I have been actively working on
DTSD Webinars: all of the districts projects except the traffic study. We did for the high school together. So Melissa.
DTSD Webinars: and we've been very working very closely with Cheryl and with Stacey on these projects. We're gonna talk about today.
DTSD Webinars: 3 of them that we want to cover today is the High School detention basin work.
DTSD Webinars: the memorial field Parking Lot project and the softball field Parking Lot Project. So I'm going to talk about the detention basin work. We're doing 2 different projects on the detention basin at the High School.
DTSD Webinars: One is the sinkhole repair work which is actually ongoing as we speak.
DTSD Webinars: Unfortunately, the first day on site we found one that had grown
DTSD Webinars: larger than what it had when we did our initial work. But we're still in the process of looking at that to figure out what the correction will be for that
that
DTSD Webinars: it's not anything detrimental, but just something that we have to deal with. The other part which I'm going to talk about after Melissa fills you in on the parking lot projects
DTSD Webinars: is the analysis we did of the High School Detention basin. And what's going to take to bring that back to repair it and bring it back up to the approved design condition.
DTSD Webinars: So with that, I'm going to turn it over to Melissa, and it looks like memorial feels the first one on the list.
DTSD Webinars: Sorry. My easel's giving me fits
DTSD Webinars: always works in the office until you take it out of the office. Good afternoon, and again apologies for not being here. At 40'clock. as Jim mentioned, we have been looking at both Memorial field as well as the softball field
DTSD Webinars: parking lot projects, and both of those
DTSD Webinars: involve similar but slightly different work. And I think we've maybe given you some information previously. The Memorial Fields parking lot is the existing gravel lot at the dugout areas where we're looking at paving that parking lot and then also doing some work at the dugouts, doing some storm water management to take the water away from the dugout as opposed to into the dugout.
DTSD Webinars: And we're looking at that project, probably being a fall start of 2,024,
DTSD Webinars: and
DTSD Webinars: the cost for that project is, roughly speaking, probably about $112,500 for construction costs, and that deals with the earthwork, the paving of the parking lot, some concrete work for curbing and sidewalk.
DTSD Webinars: well as stormwater management, providing the swale to address the stormwater concerns
DTSD Webinars: we would be for that project. If it does move to a fall 2024 start, we would be looking at preparing bid documents. In the spring of 2024, and then possibly putting the project out to bid in May.
DTSD Webinars: May, June timeframe of 2024, with construction being probably July, August.
DTSD Webinars: possibly pushing a little further into the fall. That's that's really more late summer, and we do have an addendum
DTSD Webinars: to share with the school for the contract documents preparing those as well as putting it out to bid.
DTSD Webinars: and I believe, from Memorial Field we were looking at around $10,000 for that work.
DTSD Webinars: The softball project is the parking lot where right now it's just a grass area that will be paved, turned into a parking lot on the the south side of the the private
DTSD Webinars: road that goes up to the dugout area.
DTSD Webinars: and that one we are. We had discussed with Stacey and and Cheryl to do that as Project Number One in the spring of 2024,
DTSD Webinars: and that decision was based on the timeframe of when the softball baseball starts in the spring, and that it might be easier to come in and get this parking lot done first. Again, it would involve regrading the area, bringing in the stone for the parking lot base, as well as doing the paving and doing the the sidewalk connection
DTSD Webinars: as part of this project, and if that project were to be constructed in the spring of 2,024, then we would be looking to prepare bid documents. The latter part of this year. So November, December timeframe.
DTSD Webinars: and then that would mean putting it out to bid. Early 2024 with a construction timeframe of April, May 2024.
DTSD Webinars: We? We do want to. I've had a conversation with the Dauphin County conservation district about the projects, and we can do one of the projects
DTSD Webinars: under an acre, which would not require an M. Pds permit, which is a lengthy process through Dep but to do the second project, they think that's going to put us into an M. Pds permit, even though we wouldn't be doing them at the same time. So what we would like to do is set up a meeting with them face to face, talk through what the projects are and what the timeline is, and the fact that we would completely finish one project before moving on to the second project.
DTSD Webinars: And and see if we can make some headway by having a an in person meeting with them.
DTSD Webinars: So that's one of our next steps that we'll be doing.
DTSD Webinars: The estimated construction costs for the softball project are roughly $322,000
DTSD Webinars: for that project. And again, that's basically because you're we're kind of starting from scratch in that area. So we're adding the paving, adding the stone
DTSD Webinars: and
DTSD Webinars: doing concrete area for the sidewalk as well, so that is a little bit higher. Cost the addendum for us, preparing contract documents and and putting out to bid is only a little bit higher than the Memorial Field Project at 10,200,
DTSD Webinars: and I think I've touched on
DTSD Webinars: everything for the 2 parking lot projects.
DTSD Webinars: so I'll have Jim take over with the Basin project and then be happy to answer any questions that you have.
DTSD Webinars: Yes, just out of time limits. Here we have about 3 min left. So thank you. So the last project we want to update you on is the is back to the High School detention basin we performed an as built survey, and
DTSD Webinars: we? Well, if you look at it, you'll notice there's some erosion and some other things we did our asbilt survey, and we determined that it's
DTSD Webinars: not close to what the design condition is.
DTSD Webinars: The outlet structure, the big
DTSD Webinars: giant concrete thing with the rectangular holes in it. All those holes are too big and allowing more stormwater out than what's supposed to be. The emergency spillway is lower than what it's supposed to be, and the actual berm has a very long and gradual
DTSD Webinars: dip in it. So on larger storms that well, actually, on all storms, the basin discharges more than what it's supposed to.
DTSD Webinars: So we are putting together a well, we put together a memo. Here's the work that needs done to rehab the basin. There's a sewer line that goes underneath part of what we want to televise, that to see if that needs any work you want to go in and fix the basin and then find out the sewer line needs repaired
DTSD Webinars: so clear that
DTSD Webinars: repair the 4 bay, the area, the the erosion down over into the main part of the base and put some plates on that giant outlet structure to make those holes the correct size, so that only the water that's supposed to go out does
DTSD Webinars: and then do some earth work to raise the burn back up. So it's at the correct elevation and flat all the way across the top.
DTSD Webinars: as well as bring the emergency spillway up to the design elevation that way the basin will function in accordance with its approved plan. Once we get all that work done. The other function that that basin has, in addition to controlling the rate that the stormwater leaves, the site is volume.
DTSD Webinars: and it's actually designed as an infiltration basin, which is one of the reasons we had numerous. Excuse me, the number of sinkholes to deal with
DTSD Webinars: after we get done doing all the earthwork and disturbing the bottom of the base. And we're gonna come back in then and do infiltration test to make sure that it infiltrates, as it's supposed to. If it doesn't, then there's a number of different options that we have, depending on how far off the mark of the infiltration, it is to correct that and make it work correctly. So in 2 and a half minutes. That's kind of a
DTSD Webinars: much on the basin. Finally answer any questions on the parking lots or the basin.
DTSD Webinars: so do do you have an estimate yet on the Basin project?
DTSD Webinars: Don't think we would prepared one. You're not prepared for that. Okay, so as as we keep going out, will this. if the more we continue to wait, will this create a larger cost? If we find out that we're continue to expand in some of these?
DTSD Webinars: I don't. I don't think it will be a significant cost. It's primarily earthwork.
DTSD Webinars: So the sinkholes are being fixed. That's the unknown. As the sinkholes get larger they get more expensive to fix. But that we're doing right now. That's the that's the priority. When we reviewed these with with Cheryl and with Stacey.
DTSD Webinars: we agreed that the the parking lots are important, particularly the softball field parking lot. Because that's kind of a wild pickup. Drop off time. That'll help to control that
DTSD Webinars: mayhem that's going on there right now.
DTSD Webinars: And and give us the additional time to finish up the construction plans for the Basin rehabilitation
DTSD Webinars: so that we can get a good plan put together. For that
DTSD Webinars: we did talk about, if we could, that in prioritizing and planning for expenditures, that the full basin rehabilitation would be the last one of these pieces. But there, perhaps some remediation things that we could do in the meantime to keep it from being worse.
DTSD Webinars: That's correct. So your your exposure is at
DTSD Webinars: very high storms. If that basin were to fill up completely.
DTSD Webinars: we can make some immediate modifications to the outlet structure, which will make it perform as as are very, very near to what it should for most of the storms that we receive. It's only when that again, when the basin would fill up
DTSD Webinars: that then you would be crossing that line, but for the
DTSD Webinars: routine storms that can be addressed in short order. Okay.
DTSD Webinars: thank you. Any additional questions.
DTSD Webinars: Okay, thank you very much. Have a good evening, and again our apologies for the mix up. Thank you so much. I'm sorry if we were the ones that gave me the wrong time on that.
DTSD Webinars: Alright, thank you very much. We'll move on to Item Number 6. Public comment, is there anyone in the audience or online? That would like to? Comment.
DTSD Webinars: I don't see anybody in in here. Anyone online.
DTSD Webinars: Okay, I'll take that as no comment for the public comment period. So can I get a motion for adjournment.
DTSD Webinars: So moved Mariam. Mummy.
Second here.
DTSD Webinars: Any discussion all in favor? Aye.
DTSD Webinars: thank you. Meeting is adjourned at 502 pm. Thank you.