DTSD Webinars: good afternoon, everybody. Welcome to the October 20, third, 2023 General Services Committee meeting. This committee meeting is being video recorded and live stream for the public review at a later time. So first of all, excuse me, I'd like to go around the room and do a roll call just pointing out the fact that we do have new citizen advisors
DTSD Webinars: on board today. So if we could just announce your name and that your citizen advisor when we get around the room. And then also, if you'd like to kinda just say a little bit about yourself as you're coming in, and why you're interested in
DTSD Webinars: being in the
DTSD Webinars: General Service Committee. Okay? Alright. So I'll announce myself, and then I'll go to to my right. So Mike Rizzo, School Board, member
Stacy Winslow, Superintendent Perry Singer School Board, Member
DTSD Webinars: Nicholas stoops a new citizen Advisor
DTSD Webinars: Bob and a School board.
DTSD Webinars: Cheryl Purcell, business manager, Michelle League Board, secretary.
DTSD Webinars: Sarah Karpal, Supervisor community relations and engagement?
DTSD Webinars: Okay, is there anyone online that would like to announce themselves
doesn't report. Okay.
DTSD Webinars: alright good. Would you like to say a little bit about yourself, Nick?
DTSD Webinars: So I've I've lived in Hershey here for 3 years. My daughter is a kindergartner at the early learning center, our early childhood center. I have a 2 and a half year old that it will be there before we know it.
DTSD Webinars: She, my daughter, is in Mrs. Bond's class, and she loves it, and we have this beautiful picture of her running off to kindergarten on the first day, with her hand held high fist in the air, straight out of you know. Breakfast club didn't even look back as she ran. We're pretty proud of that. My wife recently started a new job at Kath and hers. She early learning center. Also, within the past 2 months.
DTSD Webinars: I work for Pima parts Pennsylvania Emergency Management Agency.
DTSD Webinars: have a background working with our volunteer agencies and working at a disaster response and recovery.
and I'm excited for this. I think I wrote in my
DTSD Webinars: my cover letter is that I get to do a lot of stuff around the the Commonwealth, and I participate in a lot of committees like this, but I don't get to do it in my own community, and that was kind of what was driving. This was now that my kids are here and involved in the in the town that we live in. I kind of wanna do what I get to do around the State where I actually live, and I'm excited for that.
DTSD Webinars: Well, thank you, and welcome. So just for a knowledge on parliamentary process. Only if we do have anything to vote on, only the the board members get the vote. However, if there's any question, did you like to ask presenters or about anything else that we presented general services. Please
DTSD Webinars: just announce your name and then go ahead with the question.
DTSD Webinars: okay, alright, thank you. I don't believe I don't believe there's any votes today. Correct on general services. Okay?
DTSD Webinars: Excellent. So with that, we go to item 3 approval or summary minutes can I get in a motion to approve the minutes from the last meeting?
This is Terry Singer. So moved.
DTSD Webinars: seconded Bob Bennett. Any discussion.
DTSD Webinars: just general vote all in favor.
DTSD Webinars: Aye.
opposed motion carries
DTSD Webinars: item number 4, unfinished business. We'll go to. Item 4. A. With Crabtree or ball architects.
Mr. Solomon, sir.
DTSD Webinars: Okay, for this month's update.
DTSD Webinars: wanted to give you a draft presentation of the community meeting that we're going to be having on Thursday night at the elementary school.
DTSD Webinars: and then for those of you that can't attend it, you can.
DTSD Webinars: You can see the presentation stop you 1 s. Sure. Sorry, just for Mr. Stoops benefit. This is Anthony Colstock. He's our lead architect.
DTSD Webinars: so you know who he is. He's he's not just Crabtree. I don't know. It's fine. I just wanted to give Anthony a name, and he's like he said. He's gonna be. We have our community event on Thursday night for the elementary facility that we're at the beginning process of.
DTSD Webinars: So what Crabtree has been doing is coming to general services, that Anthony has been coming to general services and seeking feedback for board presentations or any other presentations that they'll be doing. So. Please feel free if you have feedback to give to to do that. Sorry, thank you.
DTSD Webinars: says Dr. Winslow said, that in this draft presentation, if you have any suggestions to give
DTSD Webinars: anything that you need clarification on this would be the. This would be the time to do it.
DTSD Webinars: So the the focus
DTSD Webinars: of the presentation is going to note what the deficiencies are in the elementary school. We are not going to focus on the Ecc. We're going to give a little bit of a timeline as to how you got to this point
DTSD Webinars: with
DTSD Webinars: this decision of renovating or replacing the elementary school.
DTSD Webinars: So these are some of the things that we're gonna look at, as far as some general information overview of the building. Look at the existing educational program, and how it relates to the existing architecture.
DTSD Webinars: how the building is organized and what are the deficiencies and the desired adjacencies that that the Administration and the educational program require.
DTSD Webinars: Looking at some non-compliance issue with building code and American Disabilities act and then quickly a little bit of an overview of the existing building systems.
and then a analysis of the site and the vehicular and pedestrian
DTSD Webinars: circulation, and some of the deficiencies that are
DTSD Webinars: go along with the drop off and the pickup.
Yeah.
So this first one just kind of gives an overview of
DTSD Webinars: the 2 schools of when they were constructed. and when they're renovated, or additions were added onto them, and then the size of them, and then the grade levels. And you'll see in this next slide
DTSD Webinars: a a timeline of the construction for both of the buildings. So the gray footprint is the original elementary school that was built in 1,954. It's a one story
DTSD Webinars: structure, and then you'll see in the blue all the additions that was added added to it in 1,991,
DTSD Webinars: the 1,954 footprint. It's already a sprawling school.
and then, with the 91 edition, it just became even more sprawling. So that is going to be a theme that you see in the deficiencies is
DTSD Webinars: the corridors and the circulation and the amount of time it gets that you need to take to get from one end of the building to another.
DTSD Webinars: and then in 2,002. The Ecc. Was built, but it was not connected to the existing elementary school, which has become a
an operational challenge for the elementary school, since they're not connected. And then in 2,011,
DTSD Webinars: the music classroom.
DTSD Webinars: So this
DTSD Webinars: discussion of renovating or replacing this has not been something that is recent.
DTSD Webinars: This has been something that has been discussed with the district since 2,014, when you first hired Fannie Howie to do a capital improvement plan to outline some renovation projects.
DTSD Webinars: 2,018. You hired more engineering to look at specifically. Hva. System, Hvac system upgrades.
DTSD Webinars: and then, in 2020 and 2022. You hired warehouse and Rlps Architecture firms to do feasibility studies to look at renovating and replacing
DTSD Webinars: from my understanding the replacement options was preferred by the district under both studies, and then in 2023, you hired us
DTSD Webinars: to move forward with
with this project.
DTSD Webinars: So again, this is not something, as is, has just been a recent discussion within the district. This has been going on now for
DTSD Webinars: almost 10 years.
DTSD Webinars: so based upon the studies, and also our discussion with faculty and administration. These are some of the noted deficiencies.
DTSD Webinars: And as I mentioned
the separate building.
DTSD Webinars: a building that's sprawling, and then a
DTSD Webinars: a layout of the building that is a 1950 s. Vintage that it just not does not lend itself to help you deliver the curriculum that you want to.
DTSD Webinars: So this is a 1950 s classroom, very teacher focused
DTSD Webinars: of delivering content students sitting in their desks.
DTSD Webinars: This is not the way the faculty operate. Now that there is a pedagogy, that there is more collaboration, more project based learning. There is required space for a collaboration and breakout from a lectured type classroom
DTSD Webinars: that this is the space that the administration and the faculty
DTSD Webinars: need to help deliver the curriculum and help create a more
DTSD Webinars: student-based student centered learning space in the classroom.
DTSD Webinars: and then also flexible spaces outside of the classroom. so that teaching can occur anywhere within the building, not just within the classroom, but anywhere within the building.
DTSD Webinars: So this next exercise that we did is an educational program adequacy so based upon the educational program that was that you currently have and how you're currently using the spaces.
DTSD Webinars: And then with a proposed educational program that was developed with the study, with the previous architects and also some discussions with us.
DTSD Webinars: There are some noted deficiencies in the spaces within the existing building
DTSD Webinars: in particular, special education spaces, and then also enough spaces for general classrooms to allow for the average size class that you wish to have. And
DTSD Webinars: when you factor in the slight projected enrollment that you're going to potentially see over the next 5 to 10 years.
So your current use of spaces. This was done with the building principle.
DTSD Webinars: This is how you're currently using the spaces. This is color coded so that the blue classrooms or general classrooms. Green is special education.
DTSD Webinars: Red is music, and there should be some light blue in there that are for more of the creative arts.
DTSD Webinars: but based upon the proposed educational program.
DTSD Webinars: you would need this many spaces on the existing building to meet that educational program. That we've been discussing with with the Administration and what was outlined in your study.
DTSD Webinars: So
DTSD Webinars: at a minimum, any additions to this existing footprint would yield that much square footage. Off the top of my head. I do not know what that number is, but I will have that for for the the presentation on Thursday night.
DTSD Webinars: But if you just add to this building, you're you're you're still creating the same problems that you already have with it sprawling.
DTSD Webinars: and the existing structure is
It is not conducive to building
DTSD Webinars: a second floor. Addition. And there is already existing site constraints that building onto this to the existing is is going to raise some challenges.
DTSD Webinars: So
DTSD Webinars: the staff have to make use of the spaces that they have, so that some of these breakout spaces that they need for small groups.
DTSD Webinars: They have to do it in corridors. Located next to exterior doors.
DTSD Webinars: or they have to use closets or undersized rooms
that do not meet state guidelines to
DTSD Webinars: to deliver the curriculum.
DTSD Webinars: So next thing we're gonna look at is the building organization and some of the deficiencies and challenges
with this existing layout.
DTSD Webinars: So some some good design principles for school design
DTSD Webinars: is having a separation of your assembly and public spaces
DTSD Webinars: from your academic spaces, and you'll see what's highlighted in blue are the cafeteria, the gymnasium, and the library.
DTSD Webinars: which are for most schools. Those would be considered those public spaces.
DTSD Webinars: and you can see that those those spaces are intertwined within the rest of the academic spaces. In addition to that.
DTSD Webinars: good planning principles would be to locate those public spaces close to the administration for supervision, and then also locate those
DTSD Webinars: spaces close to the main entrance.
DTSD Webinars: One of the recurring comments that we're getting from the staff is that we don't really have a main entrance. We have multiple entrances, and then that becomes a challenge with safety and supervision.
DTSD Webinars: And then another good planning principle is to make sure that your grade levels are housed together, and you can see that right now only
DTSD Webinars: the third grade is the only one that is housed in one academic wing. The second grade is somewhat divided, the fifth grade is somewhat divided, but the fourth grade, which is in the middle, is in actually 2 academic wings, so that makes it challenges challenging for staff of those grade levels to share resources and have collaboration with each other
DTSD Webinars: that I mentioned that it's very difficult for students to get from one end to the building to another. And what happens with some of the discussions we've been having with faculty. Sometimes they have to leave classes early
DTSD Webinars: to get to another end of the building, which then cuts in on instructional time. And you can see this building right now has over 2,500 feet of corridor space.
DTSD Webinars: so that when students are trying to get to the gym. You can see this is kind of a heat map that the general classrooms that are in red are over 500 feet
DTSD Webinars: in the orange. It's over 400 feet and yellow. It is over 300, and then the darker gray is anything that's less than 300. So
DTSD Webinars: the longest travel. Distance from a particular classroom to the gymnasium is 530 feet
DTSD Webinars: from a classroom to the cafeteria is about 520 feet.
DTSD Webinars: and then from a classroom to the office, or from the office to the classroom, depending on
DTSD Webinars: if something were to happen that the administration needed to get to a classroom. It's 545 feet.
So I think these graphics are pretty telling with how sprawling the building is.
DTSD Webinars: And then, in addition to that.
DTSD Webinars: the way that
DTSD Webinars: with the size of these corridors that they're somewhat narrow, and with the the vintage, 1950 S. Aesthetic
DTSD Webinars: creates a very institutional feel to it doesn't really have a sense of place.
DTSD Webinars: So for students that are moving through the building
DTSD Webinars: weight finding can be a challenge.
DTSD Webinars: So the next part of the presentation is going to be looking at billing code and Ada deficiencies in this graphic. There's a couple of things that we're highlighting here in here.
In orange. These are restrooms. These are public restrooms. Do not have
DTSD Webinars: Ada accessibility, requirements or clearances. This is most of the public restrooms in the building.
DTSD Webinars: There is also some accessible routes within the building.
DTSD Webinars: where there are changes in floor elevation from one level to another that they are. They do not meet Ada
slopes.
DTSD Webinars: There is also
some classrooms that do not have the required amount of exits, and then also the
DTSD Webinars: exit widths on the exterior doors do not meet the capacity requirements.
DTSD Webinars: and then there are some classroom doors or some other doors into other learning spaces that do not have Ada clearance
DTSD Webinars: clearances in them. And you see these are some of the photos. So there is a latch side clearance to that door on the left that that is not Ada accessible.
DTSD Webinars: The majority of the classrooms sinks. Are not Ada accessible.
DTSD Webinars: and then there are portions of the the corridor that
DTSD Webinars: there isn't a ramp provided for students that would
DTSD Webinars: need that accessible route to a major space such as the gym. And then there are some 88 accessible ramp issues with this one ramp on the right hand side.
DTSD Webinars: And then this is still in draft format. But we're gonna look at also the mechanical, electrical, and plumbing systems, and some noted deficiencies, and the age of these systems.
DTSD Webinars: So some placeholders for some photos or some narratives. But we did include some of
DTSD Webinars: the domestic water piping in the crawl space. We can see the condition of these.
DTSD Webinars: that these are
DTSD Webinars: dire need of replacement.
DTSD Webinars: and then the last portion is
to review the site.
DTSD Webinars: This is actually a graphic. From one of your studies. We did review with the Administration how they currently use the driveways for drop-off and pickup.
The one nice thing is that you do have a separate bus drop-off from a parent pickup. So you're keeping.
DTSD Webinars: You're keeping the vehicles separated. However, there is a lot of congestion for the drop off and pick up for parents that there are these long queuing lines.
DTSD Webinars: which creates for a lot of vehicular congestion.
DTSD Webinars: but because there is no main entrance, and students are entering into multiple parts of the building. At the bus drop off.
DTSD Webinars: Students enter into
DTSD Webinars: 2 different locations into the Ecc. And that's because that's partially because of where the bus drop off is located in relationship to that main entrance.
DTSD Webinars: and then for the elementary school. They're entering into a couple of different locations as well on the the northwest corner of the building.
And so again, having the buildings having 2 separate buildings.
DTSD Webinars: creates these challenges of safety and supervision, and having students enter in to multiple locations.
DTSD Webinars: So at the end of the presentation. We're gonna open it up to questions to the community
DTSD Webinars: and then following the questions the the Administration, and there will be a couple of architects from our team that anybody that wants a tour of these spaces to walk through to see where some of these deficiencies are. Just to kind of get that firsthand look that will provide that Walkthrough.
DTSD Webinars: Thank you for the presentation. Anyone have questions.
DTSD Webinars: Not a question, but just
sorry. Something I didn't pick up when we went through it last week. Anthony.
DTSD Webinars: when you say doors with capacity requirements, no idea what that means. Yeah. So in the event that this building was renovated.
DTSD Webinars: all those code deficiencies, everything would have to be brought up to current
DTSD Webinars: code standards.
DTSD Webinars: Currently, they are not. That's okay in an existing building, but depending on the size. Excuse me, depending on the occupant number
DTSD Webinars: of the building.
DTSD Webinars: You have to have so many inches of exit, width
for life, safety to egress the building. Okay.
DTSD Webinars: I think that would just be something that in the presentation on Thursday that we would just make that clear, because
DTSD Webinars: for
DTSD Webinars: capacity. Yep, so it so. This is like Brazil. When you say egress, are you talking the entire length of the ingress, or just the exit of the building the width of the exits. Okay, yeah, okay, thank you. Yeah. That's for classrooms and entrances and exits. Correct. There are 2 different ones. Well, yes, there are several classrooms that
DTSD Webinars: do not have. They need 2 doors out of them, and that is because of the size of the classroom, and then go back to that, sir. Could you go turn the presentation on?
DTSD Webinars: I believe there was 2 of them, but I want to double check.
DTSD Webinars: But yes, there are the classrooms that were noted is
DTSD Webinars: they only have one door exiting out, and they required 2. Okay.
DTSD Webinars: And this is Terry Singer for the recording. Anthony, the slide you had on the deficiencies. Maybe it was your second or third slide.
DTSD Webinars: There were a lot of things listed. Yes, that one
DTSD Webinars: you. I don't think you spend any time on it. Maybe it's because you cover
aspects of it in future slides.
DTSD Webinars: just one comment I would make. If you're gonna use the present, II would make the font bigger.
DTSD Webinars: Just because it's
DTSD Webinars: I can't read it. But I can appreciate that so? And is it worth going through them, I mean, do you touch on all of them in in future slides?
DTSD Webinars: Yes, most of those I we will touch on those
DTSD Webinars: and if I go through all of them I'll put everybody to sleep. But I appreciate the comment that from where you're sitting. It would be beneficial to increase the font size. And I think a lot of these were noted
DTSD Webinars: on the district website as to why you are having
this meeting just to kind of note
DTSD Webinars: these deficiencies. No, I think it's important of the building. Yeah. And even if you don't cover them all, if it's in bigger fun to at least see them. Yep, so thank you.
DTSD Webinars: Just for our planning purposes for Thursday.
DTSD Webinars: How many of your team is gonna be here?
DTSD Webinars: Including myself.
DTSD Webinars: 3 or 4, I believe. Okay, can you confirm that with me? Cause yeah. And I are going to make a list of who's giving tours and sharing everybody up and where they're gonna start. Yup.
perfect
any other questions.
DTSD Webinars: So I just had one more. And I know you talked about the 88 compliance and making sure that we're there. If we just did the infrastructure, no physical changes
DTSD Webinars: to the building, would we still need to be Ada, compliant. Yeah. So anytime, if we're going in that level.
DTSD Webinars: we're gonna have to make it. Ada compliant. Yes, okay.
DTSD Webinars: would we have a magnitude of cost
DTSD Webinars: versus potential new build as far as just like a just a high level. Just renovations without educational program improvements.
DTSD Webinars: I believe that those were in both of those studies that you had with warehouse and rlps off the top of my head. I have not memorized those
DTSD Webinars: but I. But II do know that your the previous firms did put some, I think, I think, what we talked about with just the infrastructure alone. Not talking about 80 eightya compliance
DTSD Webinars: was somewhere in the neighborhood of 40 to 50 million but if we have to touch and make it 88 compliant that would
DTSD Webinars: take that up significantly, especially the door clearances. Because then, now, what you're doing is you have to yeah.
DTSD Webinars: All those pockets that you saw. You have to enlarge all of those. So that's not even just the door enlargement. That's
overall
DTSD Webinars: entrance enlargement with the block and everything correct. Okay, yeah. I do wonder.
DTSD Webinars: and and I would appreciate the the feedback from this group. I do wonder if it would
be appropriate to
DTSD Webinars: begin to share some of that as a part of this presentation, like, if if we just renovate this is the, this is the amount of money we're looking at, and we get
no additional educational space. We get no
DTSD Webinars: programming improvements. We get
DTSD Webinars: new plumbing. And I would agree with that work around that.
No, no. So go ahead. I was even think, maybe like an example, what it would take to do. One door.
DTSD Webinars: you know, cost wise. And again.
DTSD Webinars: the high level doesn't have to be down to the penny times. 100 doors, right? So I think sometimes people don't understand the magnitude of all those little changes added up pretty quickly. Yeah, I think there's, I think there's a misperception that renovating is cheaper than building
DTSD Webinars: when it's really the other way. When you're talking about this kind of structure.
DTSD Webinars: yeah, I'd have to agree like there was those numbers found that somebody is showing up. This presentation hasn't been on this for years on years like that's very telling like. So I don't remember what the number was, but it was.
DTSD Webinars: It's big. It was shocking. Yeah, shockingly large. Yeah. So kind of puts everything in perspective on
DTSD Webinars: what we're trying to accomplish. I think having that for, you know, just the
DTSD Webinars: the citizen or parent shows up interested is important. Fact. Yeah. So maybe auto
DTSD Webinars: maybe put something out there just from the the past. Rl, yeah, the rlps study and get those figures in. And then we can see. Just
DTSD Webinars: yeah, do you feel like that's a slide? You could add in Anthony at some point somewhere where it makes sense.
III think that's a good, a good point that even with the renovation.
DTSD Webinars: you still have educational program deficiencies. And you still have the building organization deficiencies correct. They're still, they're still gonna be present.
DTSD Webinars: Yeah. And I think that needs to be mentioned multiple times, right? We would spend this much money right? And the building would still pretty much look the same.
DTSD Webinars: Alright. Thank you very much. Appreciate it. So move on to item 4, a. A.
DTSD Webinars: A, IA architect agreement. There's a lot of as in there.
Okay.
DTSD Webinars: there are a lot of as I had shared with the addendum was sent out on Friday, the Aia agreement. I've
DTSD Webinars: spent a lot of time going back and forth with
DTSD Webinars: Ayz, who's our solicitor, and John Vidia with Crabtree to really fine tune the agreement, and it is, you know, in line with
DTSD Webinars: the proposed
oh.
DTSD Webinars: the proposal they had presented to us throughout the you know, the interview process. But anyway, wanted. It's on this agenda today. It's also on finance, just to give board members. If there's any questions on that agreement, anything specific that you wanted to ask prior to it will be on the November sixth
DTSD Webinars: board agenda for approval.
DTSD Webinars: Okay, so so right now, we're
DTSD Webinars: they are doing all of this work. But we are, you know, with the intention of finding that that document. But anyway, they they're doing all this work right now without a contract. So it's important that we keep that moving. So is this a draft that we were just proposing? Or is this the for a final vote? This is the so do we need to bring that to as a recommendation from general services, or is that a party board approved, moving forward
DTSD Webinars: forward with without a great agreement. So we're we're good with that. We just now wanted to share the full agreement. Make sure everyone's
DTSD Webinars: had a chance to see it if there are any questions, but that's that's the agreement that we will board. Approve
like, I said then. to keep working with Crowd Tree
DTSD Webinars: Anthony, anything else on that?
DTSD Webinars: So this prime agreement that will make us your architective record. And
you know. yep, yep.
DTSD Webinars: So this is. It's a standard aia agreement. That we would be your architective record
DTSD Webinars: potential future projects. We would just put an amendment together for that. But
DTSD Webinars: it's pretty pretty standard.
DTSD Webinars: my understanding with the discussions with John and your solicitor that there really wasn't anything that was contested that everything was went pretty smoothly, and then the and the discussions and and the negotiations of the contract. So
DTSD Webinars: yeah. And as we move through the design, you know, there'll be, you know, times where I have to.
DTSD Webinars: you know. Look back at the contract and how it's written. Yeah. But
DTSD Webinars: okay, we're excited to get get projects moving even further along. So yeah. And and Anthony brought up a point, too, that this really is. This isn't. I mean, this is specific to the new elementary school, but this does make them our architective record that if we did want to use them as projects, and as we're looking at some things like we've got the the Stadium Turf project. We want to do that. We can be able. We'll have an already have an agreement in place that, like you said, we can do an addendum, and as long as the board is is
DTSD Webinars: content, even though moving forward in that, it makes it really easy then to say, Hey, can you help us out with this project as well cause they're already here. They're looking at all of our facilities. So this really does help us pull some of those plans together that now we've kind of got one set of eyes
DTSD Webinars: aware of. So you know anything with an elementary school would impact the stadium for any reason. But you know that someone has is is looking at it from all angles.
DTSD Webinars: Just while Anthony's still there, and following up on Mike's question again, this is Terry Singer.
DTSD Webinars: So the AI agreement is is is that the architective record agreement specifically, or does, or does it incorporate more than that?
DTSD Webinars: This, this, this document itself is specific to the elementary school project. However, it makes the relationship architective record that we could. So if we were going to do so, it's both.
DTSD Webinars: It was. It's both so. But if we were going to do another project we would still have a separate document that would be specific to another project. Yeah. But so to Mike's question, then, did you?
DTSD Webinars: How do we need to tee things up for progressing it
DTSD Webinars: for full board consideration and approval. Then I don't think we do, because we did board approve
DTSD Webinars: working. I mean, we we had an official board approval of
DTSD Webinars: administration working with Crabtree to bring forth an agreement. So that was already done months ago, prior to just to say that the board was all you know that the Board did approve
DTSD Webinars: administration
DTSD Webinars: and grab tree to work together with the with an agreement, so I don't think we need a tee up. This is just more informational, or a chance for a conversation or discussion. If there was anything I just wanted to make sure everyone was
DTSD Webinars: comfortable with a direct, you know, with or not not comfortable, really just if there were any questions specific to the agreement.
DTSD Webinars: and it it will be on our
DTSD Webinars: agenda for November to vote on officially, just to make it an official approval. And so it'll be on the board brief then, or it was in the addendum on Friday. Okay, it. It came out.
DTSD Webinars: okay, you, okay, Mike, then, yeah. And yeah, just it's just been a while since we've had this discussions about that. So just getting through, I believe the legal
DTSD Webinars: conversation there and making sure that that is finalized, and all parties are represented appropriately. I really do feel comfortable with the amount of time. As as Anthony mentioned, John, John and Jeff's
DTSD Webinars: specifically spent a lot of time together, Jeff would
DTSD Webinars: pull me in, and I'd follow up. But I wasn't involved in all the conversations, but I know John and Deaf both
DTSD Webinars: respected the conversations they had, and really spent a lot of time this has when I say this has been back and forth months. I mean, we started this process in July. So we're now
DTSD Webinars: we're improving in November. So it it's it has gone back and forth. It does. I mean, my part of this is just been tracing it through and making sure this does match the fee proposal that was, you know, presented to us back in the spring. And it is it is. It does fairly
DTSD Webinars: represent both sides. As as Anthony said, We'll we'll live and breathe by this document for a long time.
DTSD Webinars: Okay, so this Terry singer again, just in a brief chat with Dr. Winslow, so the full contract will
be on an agenda for approval.
DTSD Webinars: First meeting of November. which would authorize the Board, would be authorizing me to sign on behalf of the board. So that would be sort of the the final
step to get the You
DTSD Webinars: final formal approval and and authorization to sign.
DTSD Webinars: Correct? Right? Okay? All right.
Thank you.
DTSD Webinars: Any additional questions.
DTSD Webinars: All right. Thank you very much for answering the question. And, Nick, just for your your knowledge. General services is every other month.
DTSD Webinars: and sometimes with projects, and how they move. We sometimes have to move to the board directly
DTSD Webinars: without coming to general services. And it really, it's it's about timing and money and contracts and stuff like that. So just so, you know that if we skip over general services and go to the board, and that's the reasons why we try and do as best we can, but doesn't always align properly well. And this one we had gone. I mean, this was a long process through the interview process, starting last fall, I believe, until we got to the spring and did the formal interviews. And
DTSD Webinars: so it's been a long. This one's been a long time in the works.
Okay.
DTSD Webinars: thank you, Miss Purcell. So we'll move to the next agenda. Item, 4 B project updates, and we'll move to 4 BA concession stand. Session stand has been moved. We got an update from our maintenance folks today. So as of Friday the
DTSD Webinars: shed moving company came out and did their thing. I stopped by, but they weren't quite moving it yesterday. The electrician cut the power. They swung it around to the fence area and turned the power back once. So it is
DTSD Webinars: good. It will be there. Through playoff we have the portable toilets there. So you know, since now that there, there's no everything's been turned off to the remaining concession stand, Demo will begin. We are just waiting for the final permits. But I think we got the nod from the township to go ahead and start pulling the because the roof was the first thing to go they did. We had worked with the Booster Clubs and
DTSD Webinars: Athletics department to to get all of all the stuff out of the existing shed and and the storage area. I did hear that the
DTSD Webinars: coaches somebody left bunch of stuff in, so I know Mr. Monador was going to be getting with the coaches to make sure all that, because once that roof comes off.
DTSD Webinars: everything's exposed. So anything left in there needs to go. So so that has to happen. But it's moving along. We will.
DTSD Webinars: as you know, with the timeline, because of the permitting process with the township to get pushed back. But at this point, you know, we made it all the way through the season, almost, except to play.
DTSD Webinars: and we'll get through playoffs.
DTSD Webinars: The existing shed will will be demolished, and they'll keep working on it with.
DTSD Webinars: We'll probably have an end date sometime end of just end of January. Rather. We're still waiting for what that date looks like. Once we get the official permit date. So.
DTSD Webinars: but at this point it will be open
DTSD Webinars: in time for the march, you know. Start of sports in in the spring.
DTSD Webinars: So we're on track for all that. So it's it's exciting. It's moving. It's taken a long time to get this point. But it's moving.
DTSD Webinars: Okay.
DTSD Webinars: thank you. Any questions.
Or Ms. Purcell.
okay?
DTSD Webinars: And then agenda, item 4 BB memorial field, softball field drainage and parking lot improvements.
DTSD Webinars: So so Dr. Winslow and I we had shared we would be meeting with
DTSD Webinars: Rattu, Melissa Kelly, who is our, you know, the person we work most closely with with Rattu. On some of these projects we did take a little field trip up to Dauphin County Conservation district, which was a really eye-opening experience.
DTSD Webinars: it's this little shed house in the middle of a mountain sort of back off of
DTSD Webinars: exactly. We would expect the Conservation District office to look like is what it looks like. Yeah, I would work there in a heartbeat out in the woods on side of a mountain. We walked into a large conference room with just
DTSD Webinars: piles of of files, and you know they had done their homework and pulled out all of our existing
DTSD Webinars: permits they had, prior to us going or 2 had shared with us that the we had a laundry list of open permits with the conservation district
DTSD Webinars: therein lies the problem. So that's the
DTSD Webinars: what what we need to do with them for them prior to moving forward with any new projects which would be the paving. You know the parking lot paving issues.
DTSD Webinars: We need to clean up all the old projects, and they they go back to. They were shared back t020-10-2012
DTSD Webinars: little something went back to 2,001 for the original opening of the Ecc.
DTSD Webinars: So so just it was
DTSD Webinars: so at some point in time when those engineers signed off, someone should have basically signed along the way, documented that everything was done according to the plans that were approved by the conservation district. And then at the end, there needs to be a process that the file the notice to terminate
DTSD Webinars: or notice of termination. Rather, they've got a lot of words that we think we use a lot of acronyms in in education, Stacy and ours. We
DTSD Webinars: couldn't follow the conversation very well, and had to ask them to back up and use the full words because we got a little lost.
DTSD Webinars: It was it was they were really, I mean, super, helpful and super nice about it, but really, so we need to do backtracking a little bit. They did share with us. They they said they would go back through files and try and identify, because at this point a lot of these projects were done. We don't know who the engineer record was and who, you know, designed the plans. So we did have a phone call with Melissa Kelly and and Jim called, Well, firm or 2 this morning.
DTSD Webinars: They, the conservation district has identified the projects that are open and the engineer firm that did the work. So now, at this point, Rattu is going to help us. We'll engage them basically to help us. They will work with these engineering firms
DTSD Webinars: to see what kind of documentation they have. And hopefully, they have all of that documentation that things were done along the way that basically now everyone is comfortable to say we can just go ahead with the terminating, the open, the open plans.
DTSD Webinars: the it kind of does put for 2 in a little bit of a tricky spot. So because they're they basically, then they have to sign off that everything was done
DTSD Webinars: to code or done properly as as planned, and they don't know. So if they can't see us, a lot of this is now it comes down to, they'll have to look at what was done. If it's above ground or below ground, the above ground might be a little easier to determine.
DTSD Webinars: You know, potential. You know that it that is all good. The below ground could get a little sticky. So that's where we're really hoping
DTSD Webinars: these prior firms have really good documentation from those those projects.
DTSD Webinars: So that's it. So that's that's kind of the kickoff point to where we start. Once we get all of that done, then we can close those permits. Then they will let us apply for the permits for the parking lot, and we do need 2 permits. We we did find out. That's a definite that we cannot combine the 2 parking lot pavements. Into one project. So it will be
DTSD Webinars: 2 permits, 2 projects.
DTSD Webinars: So any questions from the rest of the group that Terry, yeah, this is Terry Singer.
DTSD Webinars: I'm not
DTSD Webinars: familiar specifically with with how they operate, but, generally speaking, when permits are issued. The permitting entity is the one that kind of closes the loop by coming back
to initiate the verification process that everything has been done in accordance with the conditions under which the permit was issued.
DTSD Webinars: So there was a code change, apparently in 2010, 2012. So some of these newer projects are the ones that
DTSD Webinars: process determining wasn't changed at that point, and it was a different, more formalized process, and the whoever wrote the permit on behalf of our project, these engineer firms, they should have done that final step. So so we'll need to be the leading end, leading edge of
DTSD Webinars: kind of verifying that whatever the permit authorized, and that's where we we did the work under the conditions that were authorized right. And that's where R. 2 is going to work with. Try and identify folks from these specific firms on those projects that can go back in their files
DTSD Webinars: and try and work with Rattu and everybody get comfortable, that
DTSD Webinars: just to your point, that everything was done as planned, everybody was happy at the end of the project that we can move forward, then, and file for to close these permits is this something that we're to? Would we need to be paying with 2 additional fees? We'll need to engage them for this specific project. Yes, okay, this is in above and beyond what they were doing, as far as just in any sense of how long this process might take.
DTSD Webinars: Yeah? 4 to, I think, she said. Expect maybe 4 to 6 weeks if all goes well, and we can identify someone from these firms. So that would, and that
DTSD Webinars: and I had asked the same question to the 4 to 6 weeks, till we can even hopefully apply to close these permits.
DTSD Webinars: because we can't really move forward. So we can't give an updated timeline on the parking lot work because of
DTSD Webinars: this has to happen first. So it just depends how this, how this goes. We just need to go ahead and give them the go ahead.
DTSD Webinars: Yeah, we. This is not something that we can take on. So we really need their expertise and help to to try and unwind this.
DTSD Webinars: I can't remember when the pavement was scheduled, for they can't pave in cold weather. So yeah, we were looking next spring, late spring, so might push that back. Yeah, a little bit till we get all these in in line.
DTSD Webinars: That's all I got, Mike.
DTSD Webinars: So we will. This is Mike Prisco. We will pay for 2 to help
DTSD Webinars: research the information. What about the firms that didn't complete their permitting.
DTSD Webinars: We don't know yet that they didn't.
DTSD Webinars: They're just trying to. Okay. It just needs to be cleaned up. Got it? So thank you. Yeah.
DTSD Webinars: she they did. I think she estimated somewhere 32, 3,500, maybe I'd say somewhere in that ballpark. Perhaps it all goes smoothly, but that might be what it would cost us to work with them
DTSD Webinars: there. There probably is no entity like ours anywhere in the
DTSD Webinars: in the county or State that wouldn't run into the same exact thing if they were trying to do. What we're trying to do is my guess is just
DTSD Webinars: they take the opportunity when it presents itself to clean out their files, and it sounded like there are districts that have like we had big stacks. It sounded like there are districts that are taking up almost a whole entire room.
DTSD Webinars: Alright, we can't get around it. And then the other. The other thing that's still open is the basin repair. We did the sinkholes, but the whole
DTSD Webinars: basin repair work has to be done. We're going to work with for 202 on timing the parking lot. Paving might
DTSD Webinars: if that has to get pushed back. Maybe the basin work has to come in sooner. There is some concern, just, you know. Just of course, with weather and everything, the longer it goes the more damage happens to the basin prior to us fixing it so they're gonna help us keep an eye on that and and gauge a timeline for that as well.
DTSD Webinars: Okay, any additional questions. I do have a question next steps.
I was reading through the minutes and for the
DTSD Webinars: paving of the parking lot. This is the parking, the space between the softball fields just over here off of cocoa.
DTSD Webinars: All that error. So I noticed storm water management wasn't part of the paving, as it was for Memorial Field is there? Was the presentation. Did it include storm water management as part of paving, or was it just strictly paving?
DTSD Webinars: No, there is storm water management. That's a part of that. We'd actually be getting back some impervious space by doing the paving we'd be getting back some green area which would help with that stormwater management piece, and that part
DTSD Webinars: is right now in front of the township, and that that was a thing also that Jim and Melissa talked about this morning is that they'll circle back around to the township and let them know that we are going to have to do this
DTSD Webinars: Dauphin County conservation work prior to moving forward with the other pieces. Just so. The township knows where we are
DTSD Webinars: in our process, too, so they don't think that the project is just stalled out, and that's storm water, I think when, if I if I think back to it, we we got several agreements with Rattu, and I believe they pulled all the stormwater and together. But it's not, it's the. It's the whole area was part of it, because they were doing the topographic
DTSD Webinars: surveys, and all of that under one agreement. Just
DTSD Webinars: so they only had to come out one time, basically, for for that part of it I my concern, was just the I was looking at the
DTSD Webinars: for fun. The floodplain maps today and the flood plain map kind of ends there, because Fema just stopped. And they just say we stopped here. It doesn't mean. It's not a flip part of the floodplain, though, and so adding an impermeable surface there could cause flooding, so I just wanted to confirm that that was part of it. They are. Yeah, that's definitely part of. And I mean.
DTSD Webinars: there's not a whole lot we could do to prevent the softball field itself from flooding. It's it is
DTSD Webinars: going to flood whenever we have heavy, heavy rains. That's just what happens. The baseball field we can
DTSD Webinars: do storm water management down the alley and keep water from running into the dugouts and and degrading them so 2 different kind of
DTSD Webinars: projects, but that that
DTSD Webinars: we will be getting back significant amount of green space by by having an actual parking lot instead of the
DTSD Webinars: mess is over there right now.
just one other question. This is Terry singer this
DTSD Webinars: handout that came with the agenda. This has to do with the parking lots. Correct. Okay, yeah. Thank you.
DTSD Webinars: To Terry's question this is Stacey Winslow. The first 2 steps are the
DTSD Webinars: 2 steps that Mrs. Purcell just walked us through that route. 2 would be helping
DTSD Webinars: us with to get those
DTSD Webinars: notice of terminations done right? And then we would move into these next pieces
to issue the the new permits.
DTSD Webinars: Thank you. Does everybody have that
to pay. Okay, yeah.
okay, any additional questions.
Alright, we'll move on here
DTSD Webinars: for time. There is no new business for item 5, item 6.
We'll go to public comment. If there's anyone online that would like to comment.
DTSD Webinars: do you see anyone online? No, okay.
DTSD Webinars: So no one online for the public comment. So we will ask for a motion for adjournment.
This is Terry Singer motion to adjourn
DTSD Webinars: second Bob Bennett. Is there any discussion?
DTSD Webinars: All those in favor say, aye, aye.
DTSD Webinars: opposed meeting has ended at 4 54 PM.
Thank you.
John Fowler: Support. Thank you.