He will be
working as
Mike France Business Manager.
Judy Harvest School Board Race.
For Terry Singer.
School Board.
Michele Eddy School Board Secretary.
So the first item on the agenda is the election of a chair.
Since this is the
yeah, we should have elected a chair by now.
So I'd like to nominate
Judy Hover Stick.
I'd like to nominate Terry Singer.
I'll second the nomination of Judy Harrison.
Judy.
I'd like to decline the nomination.
I don't.
Is that an option?
I don't see why it's not an option.
Well, I've chaired
I've chaired before, and I think Terry has chaired
committee meetings before. So
are you willing to chair it?
I actually know I don't have the time.
I'm sorry.
Maria, if.
If if you'd like to continue to do it, I would nominate you. If.
If you'd
rather not continue to do it.
I can take it if you'd like.
I guess I would.
Yeah.
Nominate you to do it.
I'd like to nominate Terry Singer second.
Who's our missing member?
Donna. Donna.
Right.
Can we do a vote, though, without four?
Does it have to be for board members to vote?
I don't think so.
Just because of the requirement.
Right. Okay.
It's only been to regular board.
Thank you, Mike.
All those in favor say hi.
I motion carries.
For the next meeting.
Right now for this one.
Okay.
Sorry.
Do you want me to run it? Since you're not?
If you don't mind. Okay.
I need a motion to approve the summary minutes
from the previous meeting.
I motion to approve the minutes in the previous meeting.
Second it.
Okay.
All those in favor.
Of. Motion carries.
I don't think that we have any unfinished business on the agenda.
So, moving on to new business update
on capital projects.
Thank you.
So providing an update.
So last time we had a General Services Committee meeting was back in January.
So it's been a little while since the last time
we met here for this
at our last meeting.
We were still going through.
We provided an update on an elementary,
the elementary safety and security project
and where we had hoped to be or where we thought we would be by year end.
And one of the questions that came up during that
presentation and discussion was how
how does the elementary facility study,
Mary, the safety and security projects?
And at the time, we were really only focused on being able
to update the the group on the Safety and Security project
and the elementary facility study
was still in at that point, kind of in a holding pattern.
As a reminder for the elementary facility study, we've gone through
an initial process with warehouse in that the
the instructional folks
building principals teachers have met with
members of warehouse to start to develop an understanding of what our needs once
issues are with current building things we want to change things that we want
to see happen in whatever renovation or whatever happens from there.
And in that and I attached
to this agenda, if I can find the right mouse,
it's not going to translate well.
But if you pull it up on your screens, you'll be able to see
the presentation from.
I just pulled out one snippet or one page, kind of a summary page that laid out
we had some different areas of renovation that we could choose.
And then one of the areas that was on there was actually building
an entirely new school, demolishing what we have and building on a new site.
If you remember, this was January.
So we were just kind of we were coming off of another closure of the coronavirus
and still getting an understanding altogether of what
our yearly budget was going to look like, not only the Capital projects version.
So we put the entire project on hold
in that we got to that point of looking at determining costs
from a very, very high level, though
not a lot of detail gotten into it as basically, here's our ideas
and warehouse made an estimation of the here's what your ideas would cost
and those cost range anywhere from
I think everything was over $100 million
in terms of the entire renovation
rebuild, whatever you would like to call it.
And so we were we found ourselves not being able to answer that question
very well about this renovation safety security project
that we were talking about and how that dovetails with Mary's with
whatever we decide to do
with the elementary school.
So we did take a look at this
from a little bit different angle.
And what I want to pull up is
a spreadsheet to help us
have some of this discussion in terms of
where is it
you just need to wait for.
So this
this item is also attached to the agenda
and has information on it
concerning
concerning these projects
that that are listed.
When the administration sat to talk about
how we would accomplish these two different projects.
The the elementary safety and security project
and the renovations,
we found ourselves not really having a lot of good answers
or information in terms of how these projects Mary together.
One of the things we know
is our our elementary is you see there there their safe schools
and the things that we were doing, the projects that we have are going to
enhance what is there.
A lot of the things, some of the things that
that are part of that project, there are some cameras.
Those cameras can be moved if they're in that school and the other school.
They're portable. They're not attributable.
They're not installed permanently.
They can be moved.
There's essentially the head end unit,
if you will, of the security system, the brains of the security system.
That doesn't care
what building it's sitting in, where it is that that, again, is movable.
Probably a little more than half,
though, of a little over $1,000,000
that we have budgeted for that project
is something that is is is it's wages, it's labor.
So when we flush it, we pay to somebody
to install something we've paid for that installation.
We're not going to recoup those costs
if we have to move those items somewhere else or to be able to do that.
And I bring this up just because of some of the length of time
for these projects. So
for the Safety and Security project,
we received an updated timeline from from warehouse.
And please remember that.
So we bid the the middle school in the high school portion of this project,
as it's known that work is being done and including the district office as well.
With that, that project is undergoing will be finished sometime this summer.
We have to go back out to bid for the elementary portion of the project.
It's not like we're just going to piggyback off
the same contractors and things that we have.
So we will have to update our
our bid specs, put those out,
essentially the timeline that that was provided.
If and this is just for
argument's sake necessarily so we can talk about this timeline,
but if we gave the go ahead to to warehouse to prepare the bid documents
for the the elementary school project, they first would want to come back.
It's been a little over a year since they did their initial
look through the buildings.
They're going to want to come back and see what we've changed.
And we've we've changed a few things.
Nothing dramatic, but it's very important
that the plans be what it's exactly there at the time.
So Warehouse would need to come back in and do some of that work,
prepare bid documents,
that portion of time, if we were to give the go ahead
for warehouse to move forward, they would not be able to produce or
finalize bid documents to be put out
until late October, early November.
That then translates to that this safety
and security project,
mobilization, construction, the start of that process
starting sometime middle of May of 2022
and completion August of 2022.
So here we're sitting in in
June of 2021 talking about if we provide the
okay to move forward with a project here at the end of this month,
we won't see fruition to that project until we're construction.
Start on that project until May of 2022.
Similarly, with something like the Elma Elementary facility
study, the renovations and the SCC, there's a large
time in
terms of the the research, the back work, all the things that are necessary
to put into that project before anybody starts doing any work on the site itself.
And administratively, what we talked about was
currently we have two different
security systems running.
How would we feel if we had to
maintain that for multiple years, If we had to say two years from now,
we're still dealing with these two different systems
and administratively we came to the answer that we probably need to start work
on doing the elementary facility, doing the elementary safety
and Security project prior to having many finalized answers
on what we're doing with the the
the renovation or the facility study in itself.
And a lot of that being the timing in terms of the decision making, the planning.
It could easily
be 3 to 4 years till we start
construction on an elementary school renovation project.
We could start I mean, we've started some of that work.
We would continue that work, but it's an ongoing process.
That's a very long process.
So hopefully I,
I think I struggle with that a little bit, but trying to provide
that from the administrative perspective, we'd like to move forward
with the elementary Safety and Security project.
We feel the buildings are safe and secure.
As I noted, this would be an enhanced enhancements to what's there.
It would, though, reduce some of that burden in terms of
we did not plan on operating two different systems for a long period of time.
We understood that there would be a phase in project or a process,
but none of us really contemplated that that would be
more than a year, year and a half.
So we got to that point. So
as the items are ranked
on the these projects that are still that
we put on the shelf, if you will,
the traffic flow study at the secondary has been labeled as number one.
The board is will be hopefully approving a contract
with warehouse for the architectural needs of that project
to get that underway as well as we've received
some specific financing for that project from the Dauphin County Gaming Grant,
we are noting that we'd like the Safety and Security project for the elementary
to be the second focus of all of the projects that we're working through.
And really
hopefully the the explanation I went through in terms
of how that matches with and the decision making process
we went through for how that compares to the elementary facility.
Study is something that,
you know, we can discuss in terms
of what that thought process entails.
But that's basically where we are.
We would we need to continue
the elementary facility study process determining what
we need, how much those needs may or may not cost.
And really wrapping our head around that.
This is a very, very large project that may be over $100 million total.
We're said and done with it.
Please, please remember, though, that our elementary schools,
we are a clustered group.
It is all the students in Derry Township go to the same elementary school.
That is not necessarily the same for some of our neighboring districts
who have neighborhood schools.
So their elementary schools are much smaller.
This is the elementary school has a large price tag,
but it is an extremely large building as well. So
once again, it's a long
process that we won't continue to work through.
But as we sit here today, we don't have an ending time frame
when we would estimate that that elementary facility
study would turn into the building renovations.
Mike, this is Terry Singer.
I just have a quick question.
What is there a reason why
the roof for the SCC is bundled with
the elementary facility study project?
Only because that's the way we had it listed from the big
kind of as all of these the elementary
and the SCC as we were looking at them, one of our solutions
is looking at them as one one entire building, one school.
I think the SCC roof falls
into the same somewhat the same
category is if we make certain commitments,
we either have to understand that those are lost
or that we're making certain commitments that kind of are
pointing us in the direction of maybe not a full building
tear down and rebuild, but but maybe a renovation in that,
you know, if we're replacing the roof on a building,
we may keep that building a little longer or a lot longer than we had hoped.
But short answer, no.
There is no real reason why that wouldn't be
or couldn't be placed on there, except for that
for the
need in terms of it not being necessary for the next 1 to 2 years.
That is my understanding is that Roof has at least 2 to 3 years
useful life with it.
This is just placing it on there for for the items
coming up.
So long, long term,
you just have to forgive me because I don't forget
everything we've talked about is related to this,
but the SCC and elementary are connected,
right?
They're extremely close.
Part of the project we would like to see is is a physical connection
of those buildings to to make them one in terms of maybe
additional useful space for gyms and those types of things.
But once again, Terry, those were very, very high level
discussions in terms of ultimate needs and wants.
Is the easy C roof been leaking?
No, no.
As I noted that that is that roof has 2 to 3 years of useful life left.
I think it was just added in there in terms of
kind of making sure
there was an understanding of not not knowing the timing
of when that elementary facility study would result in a project.
The SCC roof is something we wanted to attach to it,
that if it's a more long scale, long term, maybe we do want to pull that out
and deal with it differently.
If it is a little shorter,
it may be something we can do as part of the project.
But no, it is it's not required to be replaced within the next two
fiscal years in terms of the information that's been provided to me.
So the plug number
there is 20,000,220 million.
Yeah, that goes from
we had asked warehouse to just
the real so the push if I had to figure a way way
way way back to why did we start the supplementary facility study.
We have an aging AC system at that building
that does not have a long, useful life.
Something will need to be accomplished there.
The $20 million side is just dealing with the mechanical issues
so we can do a renovation, won't
change instructional space at all, won't really improve that.
But it will address the mechanical issues
and some of the other areas that are needed to be addressed.
There is small portions of renovation that are included in that 20 million
because it kind of follows the rule once you start to tear things apart,
if by code, if it has to be addressed, we are going to have to address it, then
the hundred and 20 million
is more total towards the end of completely kind of demolishing
what we have, building a new building on a new site.
And what we've talked about before is some of the parking lots that we have
could attribute themselves to that.
But that's really the disparity in those prices is
is the difference in the large difference in the amount of renovation
and or new construction that would be required.
Okay, thanks.
This is Dave Coffman.
I apologize for maybe asking the question.
We got you on the left side here.
The good news I have two questions, really.
The first one is could you provide just a high level scope of what
the elementary safety and Security project entails?
Sure.
So most of the project is is an update of the brains,
if you will, switching out to a new system all over.
It is an upgrade
of a few cameras in as necessary.
Some of the most of the cameras that we have are already useful and attributable.
It also includes rewiring
of systems, so
wires will run differently.
We also updated our
security, our card system or card access system to get into the buildings.
We had a swipe system.
It has now been upgraded to a more a proximity reader,
some sort of swiping it through like you would a credit card
as long as your ID passes over the reader, it'll open from there.
So all of those were upgraded as well and better
reporting and or tracking
of suspects in buildings.
I guess more smart technology, if you will, is also part of that.
We've also provided some window film
in terms of upgrades from their large areas.
The film helps protect that someone can't
take a hammer and smash through a window.
It kind of helps protect
against those kind of blunt force
trauma has to go out any windows.
Not any windows at specific windows.
Excuse me. Thank you.
And here's the follow up question.
And this is maybe a high level is maybe more
thinking towards the elementary upgrades.
But the as you know, recently, the feds allocated
a lot of stimulus funds to K through 12 education.
And, you know, it can be for a variety of things
upgrades to learning management systems, IP
HPC is one you know watch learning.
So our is a district looking at maybe even though I know
it's good, it should be geared towards more low income and items of that nature.
But it doesn't preclude Derry Township from possibly
seeking some funds for upgrades
for either HPC or
distancing or items of that nature.
So what's what's the thought process with regard to
availability of federal funds?
So I'll start off with the funds we know about.
So the the and I don't know if this is what you're referring to or not, but
the the federal government
has made available to school districts funds through their Esser program.
They are up through.
Esser three funding. Esser one funding.
We received about $400,000 for and that money was used to purchase PPE
and different things that were needed to get us through the pandemic.
Esser Two was just a little over $2 million,
and the district is using that $2 million
to balance our 2122 budget or a portion of that.
We needed $4 million in additional funds to do that.
Some of that is coming from our Milton Hershey Trust
and some is being used by or with those Esser Two funds.
Esser Three funds are
noted that the district
will receive up to about $4.3 million.
However, as I noted, our 2122 budget
required about $4 million of one time monies to balance the budget
due to restrictions or issues we've had with our local economy.
So at present the thought is that the Esser three funds
will help balance our 2223 budget in the assumption or knowledge
that if we're plugging a one time hole with about $4 million
for for the 2122 budget, we will have a similar whole for 2223.
And and so right now we're planning on using those funds to balance the budget.
But as and if we get better information
that our local economy is not only rebounding but
is strengthening, we may look to use those funds elsewhere.
But right now we are not attributed to any large projects
because of the need to use it for balancing our budget.
We are always being made aware of different grants that are available.
Most of the ones that we
qualify for or through safety and security grants through the Pcdi
this last year we received
a grant of about $250,000 and another grant of $100,000.
Those funds were once again used for PPE, instructional materials,
those kinds of things needed to to help us through the pandemic.
So the the funds that we know of are somewhat already
spoken for or planned for, or if not, we're
keeping them in reserve because of some of the unknowns.
And as we become aware of of funds that are available to us through other
grants, we are always applying for those and doing our best to secure
as much as we can.
Right.
So just to
to to kind of follow up
or finish off on the list that we've noted here.
We also have renovations
to the Granada property, the building that we're sitting in.
If you remember, we we
put the item out forbid
the anticipation was the entire project would be about $3 million.
We borrowed money for that.
Bids came back a little over $6 million.
So we chose to just do the roof
and not do the other portions of the project.
We do have to start looking at windows, doors, other exterior,
and maybe even breaking it down further because we still have funds left over
about 1.7 million in bonds that we issued for specifically for that project.
And so we may want to go to the architect
and say here's here's the amount of money we can spend on the next phase.
What can we get done?
How can that be spent the best if we're not able to to
see or look for enough
funds to to do that project altogether?
There's a there was a request to do parking lot paving
that's at the bottom of the Granada
property here off to the side
currently recommended that that project be put on hold as currently
as it sits right now we don't our lease
with the mad center runs through October of 2021.
We are talking with them to renegotiate that.
But as we sit here today, we don't have any firm commitments for that.
So from
a tenant
landlord perspective, I would recommend holding off on that project
until we understand what the long term
requirements of the tenant are or who that tenant might be.
The high school turf field replacement was an item
that was on prior capital plans.
This is an item that we will need to circle back on.
The understanding is prior to 2020 that the field
was would be more than usable through 2022.
I believe.
Yes, And that was prior to 2020.
You know, we didn't pretty much all of 2020.
The field was not used drastically.
We obviously got back to things this school year,
but that will be has to be something that we discuss
or maybe even have professionals
provide another update in terms of how long they think that field can last.
Is that something we need to get accomplished this year
or a couple more fiscal years?
And then the last item on there was the 322 field house.
Just the update from there.
We did put that item out for bid
and received
construction and mechanical bids totaling
$179,000 and change
that was rejected by the board at the May 26th 2020 meeting.
That was rejected because we were just understanding
what the effects of coronavirus were and budget implications.
And we essentially made the decision that any project like this
we were setting on the side and not making any determinations.
So this is one that
is, you know, we had gotten
to the bid process before, gotten some bid numbers.
We would have to go out and bid the project again.
We would not have to pay for any architect update or anything like that.
Those plans would be the same.
And I do have to qualify anything we're talking about here today.
Prices for construction materials are through the roof.
So any budget numbers that we have now,
I'm being told we could easily add 40% to those figures.
If it's a project we're going to get undertaken
anytime soon.
But it really does also pertain to the exact project you're doing.
So I see that just with the advance of the
the elementary school facility project,
we had a budget number of a little over $1,000,000.
When that goes back out to bid, we'll have to see what happens,
because it really is it really is art out there in terms of understanding
what's been happening with inflation or just in
terms of price increases
altogether.
So just to clarify for approval,
which exact projects are we
because we're still putting the one field house on hold or is that something that
you're asking to be approved? So just. Sure.
So yep.
Julie this was really just a rehashing of
these were projects that we were working on prior to coronavirus.
So just providing an update for them right now, the only one that is ongoing
and that is is has started to move is the one I've highlighted the traffic flow.
That's on for.
To correct.
The administration is recommending to move forward
with the elementary safety and security project
and I think that's the only the other ones provided
I provided the update kind of kind of need work before we get to
here's what we like to do or the recommendation we need
more understanding.
Part of this is
is showing here that that we have some money
and I reviewed this at our Finance committee meeting.
We have funds in our Capital reserve and our Capital Projects
fund for some of these smaller projects.
So we have about $2.8 million right now.
That is that is unaccounted for and that would not include the money
that is noted.
Therefore, the the 1.7 that is noted for the Granada property.
That's in addition to that.
So I think the next couple of discussions will be
where does the board prioritize some of these in terms of comparison
of administration?
And then I think we can talk about how we can move forward and
and talk about the, you know, the next steps for these.
But, you know, one and two would be the items.
Two, we're already going for going forward with.
And one is, you know, the next place.
So I think we should focus our ourselves on.
Okay, thank you. That's what I thought.
But I just want to clarify that that it was just updates for now.
Yeah. Thank you, Mike. This is Terry Singer.
So just following up on what Judy said, so this was an update.
The next item is I guess, proposed
items to address next year, 2021, 22, correct?
Correct. Those are much more on the the
the smaller or not even project side.
There are items that we'll be purchasing.
But yes, we'll review what's on
what's on that capital project list.
And that has been reviewed by the
the Capital Projects list was reviewed at our last Finance Committee meeting.
And if it receives approval
today from General Services, it will be on the June 28th
Board meeting.
Agenda four for full approval will not include
will only include the secondary traffic flow.
And I'll show you how that that matters in on that.
So my just in just in a few words have given a I think a great
summary of things we're working on.
How do you feel about the status of our,
you know, our capital projects just in general
have been
with the exception of the elementary, if we put the elementary facility
study aside and the grown out of the rest of the building here,
I think we have the funds we we have kind of
the plan, we have the things together.
It's just kind of moving forward with those
and making sure that everybody's okay, that
those capital funds that we'll be spending on would be on these things.
And as
issues arise, as surprises arise, you know, we do have general
fund balance money to take care of those from an educational standpoint,
but that, you know, these moneys would be spent on
on the things we're recommending and just making sure everybody is is
okay with that in understanding how we looking to move forward.
Okay. Thank you.
But you're also saying like building of the fieldhouse,
that could be 40% higher because of the construction.
Absolutely. So I think any of the.
Right time to.
I think we even get there with the safety and security project that
if it you know, we have a budget number, we know what it cost to do
the work per square foot that it's being done now.
I think do there's a certain point of pain
at which you put it out and you say, I'm willing to absorb that.
And then above that, maybe not, maybe wait
until those going forward.
But once again, I think even waiting,
that's a decision that then we determine how long are we waiting, what
when are we going to to bring this back up and and go forward with that again?
Any other questions just on this
this item?
So also on
the agenda is
this is our what I'm calling
the short term capital plan
for no
better title.
So once again, you'll see this form starts out
with the same approximately $4.2 million that you saw in the other one.
In terms of what we have in our Capital Projects
fund right now, this
this does not include about point
$7 million of bond money that was borrowed just for this building.
So I'm not attributing that in this amount
because we can only spend that $1.7 million on this building.
It's not for everywhere of that amount.
We still a little bit to come out for the safety
and security projects at the high school, middle school, about $278,000.
As you can see, the
the top part
of this capital projects are items that were deferred
in 2020 or deferred in 2021 for 2122.
As you can see, the fieldhouse is on here.
We have a John Deere gate replacement.
Some and some other items, two items at the cafeteria.
Once again, these were items that had already so had already been
identified, addressed.
And we said specifically, we're not going to do them
in 2021, we're going to do them in 21, 22.
So this is following through with what we had noted
last year when we were talking and prioritizing these projects.
The next part, our items that have been requested
or new items that have come up,
the first to transportation,
these are normal and this actually catches us up a little bit.
So we normally replace anywhere from 3 to 4 busses per year.
We did not replace any busses last year.
We took the moratorium on that or I'm sorry
we didn't replace any busses this year.
So Steve is asking
in addition to the four busses we would normally replace to try to catch up.
So we're adding two additional to that.
And there was one nine passenger van that was part of that replacement
schedule as well.
Mike I can't find this center.
I can't bring this up any in the agenda.
I haven't
different agendas,
just making sure it was
working the same way.
Back then.
I know.
614 Yeah.
Oh, there we go. Okay.
Yeah. Sorry. I don't know what happened.
So. User error?
No problem.
I get I get confused all the time.
I go between my computer and a mac and I
feel like my
kids should be able to make fun of me like they normally do. So,
okay, the
so the transportation items are
a portion of our normal,
normal replacement and also trying to catch up
from skipping replacement for the current year,
the elementary laptop refresh.
This is for the staff
and those those laptops we normally for all staff computers
we normally purchase them. We don't we lease
student machines, we purchase staff machines.
No real reasoning why except the larger dollar figure obviously.
Obviously, you know,
providing for students is a lot more expensive than providing for staff.
Mr. Hummel provided an update on our Finance Committee meeting
on some of the things that he is going to need from a food service perspective.
A portion of this was prior to coronavirus.
It was requested that Mr.
Hummel make the necessary changes, get our high school cafeteria program
back on the National School Lunch Program, and at the time Mr.
Hummel identified some capital needs that he was going to have.
Those obviously got interrupted by the coronavirus and we didn't.
We, you know, we had very limited foodservice operations over the last year.
So this is just bringing back again to the forefront items that Mr.
Hummel will need to to get that project together.
And the last one there being the traffic
flow study
that we had talked about before.
So with the funds that we
we already have next year's budget, we are budgeting
for an additional million dollar transfer to the capital.
You'll see that we start the year with in this plan
with about $4.2 million and it with about 3.1.
Like, can you just refresh my memory?
How often do we provide laptops like the elementary staff, laptops?
Like when was the last time we did that?
It is on a three year, three year, three year refresh and about.
That's for like every elementary school teacher that price
staff. Staff, right.
Yeah. Yeah. So not only teachers but any. Station.
And support staff that would have their own laptops or computers as well.
I again just want to be cognizant
that we need to give some time to Teri to go over this project.
So. Oh. Sure. Yeah.
And like if we have a 3 to 4 million in a couple reserve fund,
how much interest are we getting on that on that money while it's at the
our return
on is about a quarter of a percent at this point.
We are strapped by the school code,
so we can only we really can't invest in anything.
It's just the T-bill rate that we're essentially getting.
Just to finish off closing the loop there,
there were a couple of projects that were on prior year's lists
that have been noted by the various departments as no longer being needed.
So I wanted to close the loop on there that
you won't see
some of these on
capital requests going forward.
And then the last items that are there all attributable
to the cafeteria are items that Mr.
Hummel has noted that are on their last leg,
but he believes that they will be able to be operational through
through next school year.
And so we would look to put them on the 2223 list
like this.
Terry Singer If one of those items failed,
how quickly would we be able to get
a replacement of not
so the dishwasher oven, a refrigerator?
Not not very quickly.
Those are items that are not on the shelves essentially
at the time you order them, they're being manufactured.
So anywhere from a 4 to 8 week
timeframe in terms of
what's to we could get something new in there
and what kind of
disruption would it be in in the service
what would our students feel or know about it if it happened.
One of those went out. Sure.
I would say based on the conversations that I've had with Mr.
Hummel and his specific knowledge of pushing these out,
that he has a backup plan for for any of those, you know, the dishwasher.
It's probably just going to be a little bit more time hand washing items
until we get the items in there, the ovens and the refrigeration systems.
He would just use other refrigeration.
So we would probably it wouldn't be as convenient.
He would have more travel time
maybe between buildings if we needed to use the refrigeration
at a totally separate building because this broke down.
But do you have
from Mr.
Hummels presentation to me that he feels confident
that these are these are items that are not going to leave him hanging.
And he felt he'd get some more time out of them.
And also they're not mission critical.
He was I think he would bring something to the forefront if it was critical to him
being able to serve food that that is much different than being
not going to use the right term, but maybe inconvenienced for a little while
or less efficient for a little while should one of these things break down.
Okay. All right.
Thank you.
Are you needing any kind of motion for the
for this committee to take anything to the full board tonight?
Or are we.
Just want to get the okay from.
So my
intent is to have this plan on the June
28 border agenda for approval.
So I appreciate if the committee would provide their approval.
We can note that the General Services and Finance Committee
are agreeing on on the project.
And if you need more time or need more information,
I can definitely provide that as well.
Do we need to take an official vote or you just.
Yeah. Official.
Yeah. Okay.
So then how do you want me to can you word it?
Yes, just The General Services Committee approved
2122 capital plan as presented.
Yes. To bring to full approval.
Okay, so this is Teri singing.
I'll make a motion that the General Services
Committee approved the capital budget as presented.
Second, Maria, me motion carries.
Thank you.
Okay, Moving on to item number six
C, the roller hockey rink, Joy Sports Partnership.
Terry Okay. Thank you. And
thank you for adding this to the agenda.
I know it was a little bit on the left side.
I think I'll start with your question, Judy, that you asked earlier.
We've been working on this project
for probably
since November of 19.
So it's coming up
it's like about 18 months, I guess.
And the
there's been basically three or four partners,
a small business in the community,
the township itself,
Derry Township, and also the school district
was was part of the discussions initially regarding the use
of a decommissioned basketball court over by
Memorial Field.
Do you know where the location is?
Okay.
So though the discussions have been going on for,
you know, the better part of 18 months,
nothing officially,
as far as I know, has been shared with over the board or this committee
that wasn't intentional
that I guess it was it was an oversight.
So this is the first time it's,
you know, coming before the committee.
I'm happy to answer as many questions
as you'd like about what's being.
But basically,
I'll just say from my own reading of policy,
nine 13.1 which governs them, the boards,
the committees role with respect to approving
the sponsorship partnerships, which this would have
a component of a sponsorship
partnership
if that policy calls for this committee
to review the Partnership agreement,
memorandum of understanding, whatever you might want to refer to it
as there is one doesn't exist yet.
So I think it would
probably be not probably it would be premature
for the committee
to move on
anything related to a partnership agreement because there isn't one.
Well, I guess I'm a little confused because I thought I saw a picture
somewhere about a ribbon cutting for this already, and it sounded like
it's already an approved project, even though we hadn't heard about it.
So I guess that's where I'm confused.
I mean, there was a picture.
It looks like a red ribbon cutting type ceremony saying, well, it.
Wasn't after that, that the that
I became aware of the fact that this would need to be
reviewed by the General Services Committee and approved by the.
Board. Okay.
So it's kind of put on hold what we saw.
Yes. Okay.
That's yes, I wanted to clarify that.
That's something that's not moving forward.
We're kind of taking a step back now and Correct.
Going through the right channels to.
Okay, because I was a little surprised
when I saw that not knowing anything about this.
And I didn't think it was something we had discussed as a broader anything.
So yes, the project is is on hold
per the direction of
Stacy Winslow and the district.
But I think there's two things that would be productive
for us to talk about tonight
other than the answering any questions about the project itself
as as far as the information that has been shared,
which is what you you know, what you have in front of you that's been shared with
Derry Township, the
Community and Economic Development Department,
they're the ones who oversee
township ordinances and whether things are being done
in accordance with township ordinances and and so forth.
The only obstacle
they identified that doesn't include the school district's
voice, which obviously is essential and critical.
The only obstacle they identified outside
was the issue of impervious coverage,
because the new footprint
would be a little bit larger
than what shows as MacAdam over there now.
So it would displace some impervious coverage.
That's the only issue that the township has identified
as a barrier, you know, as something that needs to be clarified.
The second thing I would say is that
I believe there are some members
of the community who might want to speak up about this as well.
And I'm sure the
the committee and the board would, you know, would want to hear from them.
So having, you know, said those two things,
I guess the thing that will need the most guidance on
ultimately is
what would the committee
approve and the board
entertain as far as providing
for emotional consideration for the sponsors?
Meaning if you look at the diagrams,
for example,
think go to attachments.
Attachment six
This is just an effort to give you an example
based on the sponsorships that have been purchased so far.
What what type of promotional consideration
we would want to be able to provide to them and
obviously it appears as words and letters,
but these would be logos
and all of these were prepared
based on guidance and conversations between
a architectural design firm,
Derry Township,
Department of Community Economic Development and the school district.
And that's what attachment
not to get too complicated, but attachment to
shows the analysis that was done
regarding elevations and sightlines
that illustrate
that from public roadways and thoroughfares.
None of the proposals, sponsorship or promotional,
represent stations
would be visible
in a way that could be
read.
So that's why
all that analysis was done,
and that's why
those are the spaces that are being proposed for use.
So I guess I
like to even approve that before we even approve the project.
So I'm not asking I'm not seeking approval tonight.
What I would be seeking,
if you feel you can provide it would be some guidance on that.
Yeah, but I mean,
if the project doesn't get approved, you wouldn't even move forward to sponsorship,
you know what I mean?
So approving sponsorship doesn't make sense to me.
If the project itself hasn't been fully approved, I would almost think
you'd go for sponsorship after a project is agreed upon and not beforehand.
So what would what is it that you would.
I mean, I don't even know if I would approve this project.
I would I have, you know, a few questions. I want to think about it.
I would want to look this through.
I don't even know what I'm drawing funds.
I'm not sure that the project requires approval by the board.
But is there any is it's district property, though?
So I would think it would have to be approved by the board.
My understanding is that it's within the purview of the township to do the district
to do something like this that they'd like to not do.
Promotional. No, but I mean, first.
So who when you say the district, the board is part of the district.
So who makes the decision in the district that we can just
automatically do this project without board approval?
It's my understanding that Dr.
Winslow can bring a she can execute a project like this.
It's under a certain dollar amount.
So she is well within her authority to do it.
So what
Terry saying is that in an effort to offset
and if I see this wrong, please interact in an effort to offset any of the cost
to alleviate the cost from the district, these proposed
sponsorships could be available to help.
But I'm under the understanding that Dr.
Winslow does not need approval to go forward if she chooses to do so.
But if it would just alleviate
money out of the district's pocket if these sponsorships are sold.
So how much money, Mike, can the Dr.
Winslow just approve any project for?
Like what's the dollar amount up to that She can just say, yeah, go ahead
and tear down that wall or do this that without.
You know, my understanding is the approval that's been given
is the use of the land.
There's been no commitment by the school district on, on funds.
And I
mean even
use of the land like so she can just say, well look,
we have this parking lot, go ahead and do this to us board approval.
Let me just fill it and I think, Julie, that's why
I think we're all taking a step back.
But it sounds like Terry and Maria are already saying
this is an approved project.
Like we don't really need vote on it as a board if I'm understanding
because it's under a certain dollar amount is what you just said, that Dr.
Winslow has already given permission for the project because it's under.
All right, let me let me let me know.
Did you not say that she approved the project?
Because it's under a certain set. It's under her.
She she has the authority Roger Winslow could have put the hockey rink on there.
I know.
And that's what I'm asking.
What is the dollar amount where she is?
Dr. Winslow has the power to just say.
That. Right.
Jim, interrupt and just say this is Terry Singer.
I'm not suggesting that Dr.
Winslow has Doctor Winslow. Hasn't Dr.
Winslow learned about this
a couple of weeks ago that she didn't really know about it?
So this was something that had been discussed with her predecessor and.
Well, and her predecessor just said approved for a discussion of it.
To me, that's different than to go ahead and do it.
No, what was I want if I use the word approved,
the lot was agreed to, is what Mike suggests.
That was the use of the of the land, the repurposing of the the space
for a roller street hockey rink that was in in spirit.
It was there was no nothing in writing.
There was no contract, there was no official agreement.
But it was agreed that
the space could that that space could be used
and repurposed for this use.
But even if and Dr.
Winslow just learned about it a couple of weeks ago.
But what what I would say, Julie, is the
the idea of the sponsorships clearly requires
both this committee review and board approval.
And Dr.
Winslow has already advised me we would need a memorandum understanding
which which is talked about in policy.
Nine 13.1. I get all. That.
So there's more work to do, right?
That's the point.
But even just approving land without board approval is just surprising.
Well, you know, I don't know how.
I like Lindsay do to come up to the microphone.
She was in agenda planning and discussing all this.
Thank you.
And I just wanted to address I don't know what the dollar amount is,
per se, Judy, but
the way
that I understand this is that it's similar to, for example,
coca parks uses space in the middle school
and coca parks made a $10,000 donation to the district
to fund the cost of putting in the doors to modify the building access.
This is something similar.
And then we ended up accepting the gift after the project was completed.
In this situation, the joy of sports
through their fundraising efforts, has raised the funds to fund this project.
The district through Administration authority has the ability to say,
Yes, we have this space and it can be used for this.
But doing anything to
it would require use of funds which would require board approval
because this project will be fully funded
by donations from the Joy of Sports.
It would require an MRU so that we would accept
the funds in donation for the project
and the MRU would be there to
address any ongoing maintenance insurance, those types of costs
since it would become district property
since it's on district property and would carry on in perpetuity.
So the MRU would be addressing that.
My understanding is it's somewhat of a
who's on first cart before the horse because
the the joy sports can make the donation to the district
and the district can use the money and do the hockey rink.
But because of their structure with these sponsorships,
it triggers the need in that policy to come to general services.
So the won't be approving the project per se.
The board will be approving the MRU
for the ongoing use of funds
or or the ongoing maintenance of the of the rink itself.
Similar to we have an MRU with Hershey Little League where they use
all of our baseball fields and they contribute a certain dollar
amount each year that helps to take care of the wear and tear and upgrades.
I mean, but don't we have to prove for them to use our fields?
Didn't we vote on that?
That would be a facility. You know, it's a facility use.
So anyone who would be using the rink would have to do a facility
use once it's in place. It's just getting it.
But they don't have to approve even having a drink.
It just is very confusing to me, like even Coco packs using our school.
I thought at one point we approved them to be in the school building and use it.
Stacey just didn't say or Dr.
Winslow just didn't make the decision on her own.
I thought, that's something as a board we had done, I don't remember.
Maybe, Yeah.
Like in a situation, like to go back to my understanding of that.
Mr. McFarland approved the use of the space for
for them to do that when there was a security,
you know, concern about wanting to make sure the doors were there
that was approached from
between the administration and coca packed and so coca bags donated the money.
The project was done.
It was long after the fact that in a conversation with Mr.
McFarland, we're like, well, when was that ever on, you know, a budget plan?
And he said, no, it was a gift, a donation.
And so we went back and retroactively approved it,
but it should have been approved.
Well, it doesn't sound like it should have been because
now I'm finding out that they can just say, take this.
Well, accepting it. Yes.
And accepting a gift of of
funds from outside the district similar to like
Mike Leonard's plumbing has done it or the rotary donates the
the dictionaries or at the source is for all the elementary students.
So you're saying the board has to accept it as a gift?
But I haven't heard the board accept this roller rink as a gift.
It hasn't been accepted yet, Judy.
But you're asking us to approve sponsorships when the roller rink itself
hasn't even been accepted as a gift?
That's my point.
Like, I feel like we're well, so it's so.
But to simplify it in right now, I think what the General Services
Committee is being asked is, should this project be approved?
Should the milieu for this project be approved in this hockey rink take place?
Would the General Services Committee
recommend and accept
these the sponsorship, the way it's presented,
even if you even if the committee says yes to that,
it's still dependent upon board approval
for the know you.
Know we're I don't want.
Us wanting to add. Good
thank you very much.
I don't want to eat into our
all I was looking forward tonight
was you know guidance on
I think there's a possibility of scheduling
another general services meeting for August 23rd.
So getting direction from this committee
to proceed with the memorandum of understanding development of it,
which would include a depiction and rendering
of what the promotional consideration would look like.
It would all be wrapped up into this memorandum of understanding,
have to come back to this committee for review and and determination
as to whether they want to refer it on to the board
for full consideration sometime in September.
So like I said, I guess for now I'm
just looking for a recommendation
or approval to proceed with development of a memorandum of understanding,
knowing that it needs to come back to the General Services Committee
and the reviewed for consideration for referral to the the full board.
So if we agree
to go down the road of the memo, you were not agreeing to the sponsorship
price agreeing this is the first point of conversation
because we had to kind of pump the brakes and come back.
And you're just saying, are we agreeing to have this discussion about it?
It's going to take time.
And effort developing it out to.
Develop the memorandum of understanding both on the part of the Joyce Sports.
And I would assume, like, you know what, we're going to be talking back and forth.
That's time, right?
Just that we
yeah, we'd have the go ahead to work on the memorandum of understanding,
knowing full well that needs to come back to this committee for,
you know, review and determination.
So then I'd like to propose a motion to,
for the General Services
Committee to agree to further discuss a memorandum of understanding
between the Joya Sports and the Derry Township School District
concerning the Roller Street Hockey Project.
Does that sound right.
To further discuss or proceed with the development
of a draft memorandum of understanding.
To open up for further discussion?
Yes. Okay.
Mike, does that need to be more specific?
It notes that we need
to iron out details before moving forward to bring back.
So I think two duties note working on that and will you will provide the necessary
information for all board members to make their decision.
Yeah it kind of sounds like a moot point though,
because it sounds like it's already an approved project,
so it's just kind of back wheeling what's already been.
We want to go zorya say that again to want.
To call the vote on it.
Yeah. So I made the motion. Do you want to.
This is Terry Signorile. Seconded.
Motion carries a roll
call to move forward with the discussion of the Memorandum of
Understanding.
Terry Sanger.
Yes. Judy, No.
Maria Me? Yes. Motion carries.
Okay.
I'd like to adjourn the General Services Committee at 608.
Thank you.